The RaceDay email system provides a useful and efficient way for Event Directors to communicate with athletes, specifically for events managed through RaceDay. Here’s a breakdown of the key features and functions mentioned:

1. Email System Overview

• Built-in Email Templates: These templates allow Event Directors to quickly send out various types of communications to athletes.
• Unlimited Emails: There is no restriction on the number of emails that can be sent, but the service is intended solely for the event being managed.
• AWS Infrastructure: The email system is managed through Amazon Web Services (AWS).

2. Email Service Usage Guidelines

• The service is only available for events being managed by Event Directors with a valid license code.
• Unauthorized or excessive use of the email system could result in the cancellation of the Event Director’s license.

3. Email Error Log

• In the event of an issue with sending emails, an error log can be accessed within the messaging system.
• RaceDay Support Staff will receive an email and assist with troubleshooting.
• Log details include event-specific information (pulled from Event and Stage Details).

4. Pre-Configured Email Templates

There are several built-in email templates for common communication needs:

• Communique: For sending official event information to athletes.
• Result Sheets (One Day Event): Used for sharing result sheets in PDF format for one-day events.
• Result Sheet Detailed (Stage Race/Omnium): For stage races or omnibuses, including results and protest instructions.
• Start Sheets: For sending start sheets in PDF format for all event types.
• Start Sheets Time Trial: Specific to time trials, where reports can be generated and sent as PDFs.

5. Sending Emails

• Email Options: You can choose the template, stage, and category for sending emails. Multiple emails can be sent at once.
• Customization:
  • You can change the subject line (though it is recommended to leave the default).
  • You can manage the return email address and add attachments (e.g., PDFs).
  • You can add additional recipients and make the changes permanent via options in the top bar.
• Preview Option: You can preview the email by sending it to a test email address.
• Sending Process: Emails are sent in a batch. You can close the screen, and the system will continue to send emails in the background. A completion message will appear once all emails are sent.

6. SMS Messaging (Future Development)

• Currently, SMS messaging is not available, but it is planned for future development.

This system simplifies communication for Event Directors, ensuring that athletes receive timely and relevant updates throughout the event. If you need additional assistance, the error log and support team are available to help troubleshoot any issues.