Captain Emails
Learn about the emails volley.love sends to captains throughout the league lifecycle.
There are a handful of emails volley.love sends to captains over the lifecycle of a league. Some are triggered based on time, and some are triggered by specific events in the system.
The typical order of these notifications is:
And then depending on what happens, these emails may or may not ever have to be sent:
Time-based Emails
Registration Confirmation
The first email a captain will receive from volley.love is their registration confirmation.
- When: Sent immediately upon successfully registering for a league
- Subject: You're registered for Thursday Night League!
The email includes the key confirmation details captains need right away, such as league name, payment instructions, and next steps.
Example:
Registration confirmation
Thanks for registering for Thursday Night League! This league will start on Thursday, June 4. Report your scores, view your team's schedule and standings all at https://app.volley.love.
The registration fee for this league is $95. If you haven't already paid this fee, please do so as soon as possible. Your registration may be revoked if payment is not received.
If you have any questions or concerns about your league, payment, or need to drop, contact your league managers here.
See you on the court!
The content of this email can vary slightly based on the registration payment options you have picked for your league. The example above is for external payments with no extra link provided.
Upcoming Start Reminder
As a way to remind captains that the league they registered for starts soon, volley.love sends them an upcoming start reminder email one week in advance.
- When: Sent one week before the first match is scheduled to begin
- Subject: Your first match is in 7 Days!
This email points captains back to the live schedule and reminds them that the season is about to start.
Example:
Upcoming start reminder
Your first match for Thursday Night League is on Thursday, June 4 at 6:30 PM against Sand Squad at Court 1.
If you haven't used volley.love before, it's super simple. You do not need an account, just head over to your team dashboard to view your team schedule. Click on any match to view details and report scores.
Please share this team dashboard link with your teammates.
If you have any questions for your league managers, you can contact them here.
Good luck out there!
Captain Contacts Sheet
It's common for captains to coordinate directly with each other to discuss forfeits and reschedules ahead of time. To facilitate that, volley.love sends out a captains contact sheet.
- When: Sent one day before the first match is scheduled to begin
- Subject: Thursday Rec League - Captain contacts
Example:
Captain contacts
We're finally at the start of Thursday Rec League! 🎉
To make it easier for captains to reach each other, below you'll find a contact sheet with names, emails, and phone numbers for each team captain.
| Team | Captain Name | Phone | |
|---|---|---|---|
| Sand Squad | Jamie R | [email protected] | (608) 555-0101 |
| Block Party | Alex M | [email protected] | (608) 555-0114 |
| Here for the Beer | Taylor K | [email protected] | (608) 555-0132 |
You're all CC'd on this email, so you can start a conversation with all captains with a reply-all.
If you have questions for your league managers, you can contact them here.
Good luck out there!
Event-based Emails
Schedule Ready
Once you approve the schedule the volley.love team created, volley.love will automatically email all captains a schedule ready email.
- When: Sent once a schedule is approved for the league
- Subject: Schedule ready for Wednesday Rec League
Example:
Schedule ready
The schedule for your upcoming league Wednesday Rec League is ready!
Note: This schedule may be updated if teams are added or dropped. If changes are made, you'll receive an email notifying you of the update.
Please forward this message along to your team.
If you have any questions or concerns with the schedule you can contact your league managers here.
Thanks and good luck this season!
Updated Schedule Ready
If for some reason it's necessary to create a new schedule after the initial schedule was approved, the system will send a schedule updated email. This can be required when teams are added or dropped after the schedule was initially created.
- When: When a schedule is approved again for a league
- Subject: Schedule updated for Sunday Open League
Example:
Schedule updated
The schedule for your upcoming league Sunday Open League has been updated! This can happen for many reasons, such as teams being added, removed, or other scheduling accommodations being made. If you captured or saved the schedule make sure you grab a new copy.
Please forward this message along to your team.
If you have any questions or concerns with the schedule you can contact your league managers here.
Thanks and good luck this season!
Team Dropped
When you drop a team from your league, volley.love sends two emails:
- To the dropped team's captain — letting them know their team has been removed, with a link to contact you if they have questions.
- To all other captains — informing them that the team has been dropped and any scheduled matches against them are now forfeits, with a link to view the updated schedule.
- When: Sent immediately when a team is dropped from the league
- Subject (to dropped team): Your team has been dropped from league name
- Subject (to other captains): team name dropped from league name
Notification Created
As a means of communication, volley.love allows you to create notifications, which get displayed as a banner on the top of your event site. As part of that, you can optionally email that notification to captains. When choosing to email captains, volley.love will send them the content of the notification.
This feature is not to be used for sending promotional emails. If the system detects the content of the notification is promotional or otherwise spammy, it will not send the email.
The email reputation for volley.love affects how many emails end up in spam folders, so it is important not to use this channel for promotional content.
- When: Sent when a notification is created and opted to send as an email
- Subject: Notification regarding Wednesday Rec League
Example:
Notification for captains in Wednesday Rec League
There's a new notification for captains in Wednesday Rec League that you should know about.
Storms may affect tonight. We'll confirm by mid-afternoon.
Given the urgency, we're emailing it to you now. If you wish to reach out to your league managers, you can contact them here.
Please forward this message along to your team if you think it makes sense to.
Thanks!
Match Canceled
When you cancel a match, captains will get emailed immediately with a heads up about the cancellation, including the reason you provided.
- When: Sent when a match is canceled
- Subject: Upcoming match canceled in Tuesday Coed League
Example:
Match canceled in Tuesday Coed League
Unfortunately your upcoming match that was scheduled for Tuesday, June 9 at 7:30 PM has been canceled.
Rain and unsafe conditions.
Given the urgency, we're emailing it to you now. If you wish to reach out to your league managers, you can contact them here.
Please forward this message along to your team.
Thanks!
Match Missing Scores
The most common event-based email captains are likely to receive is for matches missing scores.
- When: 1 hour after the match was scheduled to end and it is missing scores
- Subject: Match missing scores
Example:
Match missing scores
Your match that started Thursday, June 11 at 8:00 PM is still missing scores. If you haven't already, please submit your scores as soon as possible.
Thanks!