Sending the call-up and following the responses

Once finalised, the call-up goes by email to each athlete called up, or to their guardian. Whoever receives it replies on a page of its own, without needing an account, and you see the responses on the match's "Call-up" tab.

Before sending

• The team must have the "Send call-up by email" option turned on (in Settings › Sports, when editing the team). Without it, the "Send call-up" button is disabled and, below it, "Sending by email is turned off in the team settings, under Sports." appears, with a link there. Anyone who cannot change the team settings sees "Sending by email is turned off for this team. Ask a club administrator to turn it on."
• The call-up must be finalised. Until then, the button is disabled and, when you hover over it, shows "Finalise the call-up before sending."

Sending

1. In Matches, open the match and go to the "Call-up" tab.
2. Click "Send call-up".
3. When it finishes, a message tells you how many athletes were notified ("Sent"), how many have no recipient ("no recipient") and how many have no email ("no contact").

Only the athletes marked as called up receive the call-up. Those not called up or excused receive nothing.

Who receives it

Each athlete has, in each season, a recipient for the call-up: "Guardian", "Athlete", "Both" or "Do not send".

• When the athlete is enrolled, the recipient carries over from the previous season's choice. If there is none, an athlete under 18 gets "Guardian" and an adult (or an athlete with no date of birth) gets "Athlete".
• With "Guardian", every guardian of the athlete who has an email receives it.
• With "Both", the athlete receives one link and the guardians share another. The response belongs to the athlete: if both sides reply, the latest one stands. One side having an email is enough for the athlete to count as sent.
• With "Do not send", the athlete counts as "no recipient". With no email on file, they count as "no contact".

To change the recipient, open the athlete's record in Athletes, go to the "Communication" tab and, under "Call-up delivery", choose the "Season" and the "Recipient". The choice is saved automatically.

The family's reply

The email has a link that opens the call-up without asking for a sign-in. On the page, the question is "Will you be there?", with "Yes" or "No". If the team manages transport and meals, "How will you get there?" and "Will you have the meal?" appear too. There is also a "Notes" field, and the reply is saved with "Confirm".

The reply can be changed through the same link until the match kicks off. After that, the page shows "Confirmations for this match are now closed."

Seeing the responses

On the match's "Call-up" tab, the "Responses" card shows how many athletes called up have "Confirmed", how many "Declined" and how many are "Pending", plus the "Transport" and "Meals" totals when the team manages them. In the table, each athlete called up has their "Presence" ("Yes", "No" or "Pending") and, under "Responded", who replied and when. "Not yet sent" marks an athlete called up who never received the call-up.

Whoever sent the call-up receives a notification with the responses, which updates with every new reply. Members who have this team in their team list and access to call-ups receive it too. The notification only arrives as an alert (push) when someone says they aren't going or when everyone has replied.

Changing the call-up after sending it

1. Click "Edit call-up", make your changes and click "Save".
2. To let the families know, click "Send call-up" again.
3. In "Resend the call-up?", choose "Only those not yet notified" (the default, for anyone you added after sending) or "Everyone called up", and click "Send".