This feature is currently in Beta, meaning it is actively being tested and refined before a full release. It is not available to all organizations. Access is limited to clubs in CourtReserve's Early Access Groups. To request access, contact our Customer Success team via live chat or email.
INTRODUCTION
Feature Summary: Bulk Email allows admins to compose and send customized emails to targeted members using recipient filters, with a choice between a drag-and-drop Email Builder for visually rich layouts or a Basic Editor for quick, text-based messages.
Use Cases:
Design polished, branded emails using the drag-and-drop Email Builder
Quickly compose and send simple text-based emails using the Basic Editor
Send targeted announcements to specific membership types
Notify selected players of schedule updates or cancellations
Remind members about upcoming membership changes
Schedule emails to send automatically at the most effective time
Jump To Email Design Options:
Email Builder - Design visually rich, branded emails using drag-and-drop content blocks. Supports images, tables, and saved templates.
Basic Editor - Quickly compose and send simple text-based emails using a rich-text toolbar. Best for straightforward announcements and quick club communications.
What's New
This release includes the following updates to Bulk Email:
Simplified three-step flow: The email creation wizard has been consolidated from four steps to three. The Subject line moved from its own dedicated step into Step 3 (Content), resulting in a streamlined To, From, and Content flow.
Two editor options: When designing the email, there is now a choice between the Basic Editor for quick, text-based emails and the Email Builder for drag-and-drop designed emails.
Select All fix: You can now check Select All and individually uncheck specific recipients. Previously, unchecking recipients after selecting all did not work correctly.
Auto-fill email naming: The internal email name now updates automatically to match the subject line as you type. The internal name can be changed independently without affecting the subject recipients see.
Clearer attachment limits: File size limits are now displayed directly in the attachment area so there are no surprises. If a file exceeds the 5 MB per-file or 10 MB total limit, you will see an error message before the file is added.
Multi-attachment bug fix: Attaching multiple files now works correctly. Previously, multiple files appeared to attach but only one was delivered to recipients.
Default template fix: The Email Builder now correctly auto-populates with your organization's logo, header, and footer when starting a new email from scratch.
PREREQUISITES
All admins have access to this feature by default. For sub-admins, access can be granted or restricted by enabling the following permissions under Settings > Organization Settings > System Users > Sub-Admins.
Can Send Emails
Can Manage Email Templates
Can View Email Templates
Create an Email
To create an email, navigate to MEMBERS > BULK EMAIL.
Click Create Email in the top-right corner.
Next, you will be guided through three steps to complete the email.
Step 1: "To" - Select Recipients
(1) Select Recipients (checkboxes): Check the box at the top of the list to select all recipients in the system, then individually deselect anyone you want to exclude. You can also check recipients one by one to build your list manually. By default, no recipients are selected. In many cases, you will want to use the Filters option to narrow the recipient list before making your selections.
(2) The Recipient List (grid) displays all eligible recipients with the following columns:
First Name / Last Name: The member’s name as stored in CourtReserve.
Gender: The gender listed on the member profile.
Member Group(s): Any groups the member belongs to.
Email: The recipient’s email address.
Membership: The membership type assigned.
(3) Search Recipient (top right): Search for a specific member by name or email.
(4) Filters (top right): Use filters to narrow down your recipient list when sending an email. Learn more about each filter option here.
(5) Additional Recipient(s): A text field where you can type or paste additional email addresses (separated by commas). Useful for including non-members or external contacts.
Note: CourtReserve limits the number of email addresses that can be added in the Additional Recipient(s) field to 200 characters. This field is intended for admins to add a few extra addresses (for CCs or testing), not for bulk emailing non-members.
To comply with anti-spam regulations such as the CAN-SPAM Act (U.S.) and CASL (Canada), and to prevent misuse, CourtReserve scaled back this limit. Bulk emails must only be sent to recipients who have opted in to receive them.
(6) CC the Following System User(s): Allows you to select one or more CourtReserve system users to be copied on the email.
When finished, click Next (bottom right) to move to the next step, or click Save Draft (top right) to save your progress in the Drafts tab.
Recipient List Pagination
Recipient lists are paginated, with each page displaying up to 500 recipients at a time. If your filtered criteria returns more than 500 members, results will be split across multiple pages — be sure to review each page and select all intended recipients before proceeding.
Step 2: "From" - From Name and Reply To Email Address
From Name
This is the name that will appear in the recipient’s inbox as the sender of the email.
Example: If the From Name is set to North Star Racquet Club, that’s what recipients will see in the “From” field of their email client.
Reply To
This determines the system user that replies will be directed to if a recipient responds to the email.
In short: From Name controls who the email looks like it’s from, while Reply To controls who actually receives the replies.
Step 3: "Content" - Create Email Content
Enter the Email Subject (required field):
This is where you enter the subject line that recipients will see in their inbox.
Example shown: “Memorial Day Festivities at North Star Club”
This subject line is important because it’s the first thing members see—it directly affects whether they open the email.
Here is an example from a recipient's inbox:
Note: The internal email name at the top of the page is visible only to system users in CourtReserve and is not seen by recipients. It starts as "Untitled Email" until a subject line is entered, at which point it automatically updates to match the subject. You can update the internal name at any time by clicking the pencil icon next to the title, or whenever you click Save Draft. Changing the internal name will not affect the subject line recipients see in their inbox.
Email Design Options
Next, how would you like to design your email?
Choose one of two options for composing your email:
Option 1: Email Builder - Drag and Drop Visual Blocks
The Email Builder opens a drag-and-drop visual editor that supports images, tables, branded layouts, and content blocks. Emails created with the Email Builder can be saved as templates and reused for future sends.
Select Email Builder (if not already selected) and click Design Email to open the builder.
A Select Design modal will appear with two options:
Design From Scratch: Opens the builder with a standard header and footer already in place, ready for you to add content blocks.
Select Template: Choose a saved template as a starting point.
Click Continue to open the email editor and begin adding content.
In the example below, the admin pasted content into a paragraph block and added an image block at the bottom.
The Email Builder uses a drag-and-drop design, where system users add content rows into the layout. Be sure to preview the mobile view of your email and use merge tags (like First name) to personalize your message. When finished, click Save & Close in the upper right.
Send Test Email
After you’ve added content to your email created with the Email Builder, a Send Test Email link will appear to the right of the Edit Design button. Clicking this allows system users to select multiple system users to receive the test, as well as type in additional recipient emails in the following field. Once ready, click Send to deliver the test email. This feature is helpful for reviewing layout, checking personalization, and ensuring everything looks correct before sending it to your full audience.
For more detailed help on designing the email content using the Email Builder, see the Advanced Email Editor article here.
For a step-by-step guide to building a reusable starter template using the Email Builder, see here.
Option 2: Basic Editor - Rich-text Formatting
The Basic Editor is a lightweight option for quick, text-based emails. Select Basic Editor to open a rich-text toolbar directly on the Content step. From there, type or paste your email text directly into the Message field and apply any formatting using the toolbar. It supports text formatting, bullet points, colors, links, and HTML. It does not support adding images or tables directly. Emails sent with the Basic Editor are delivered using your organization's system email template, which includes your logo and footer.
Note: Emails created with the Basic Editor cannot be saved as templates, but can be duplicated. Templates cannot be created in the simple rich text editor.
Attachments
To attach a file to your email, click Select File under the Select File to Attach section at the bottom of the Content step. Multiple attachments are supported. File limits are as follows:
Maximum 5 MB per individual file
Maximum 10 MB total across all attachments
Accepted formats: JPG, PNG, PDF
Files that exceed the individual or total size limit will be blocked with an error message. Once attached, files will be delivered to recipients along with the email.
Note: Attachments are available for both the Email Builder and Basic Editor.
Sending or Saving an Email
Once all steps are complete, choose one of the following options to proceed:
Save as Draft: Select Save as Draft to store your email in the Drafts tab. You can return later to review, edit, and send when ready.
Send Email: If Send Email is selected, a confirmation window will appear showing the total number of recipients and two delivery options:
Send Now: Sends the email immediately to all selected recipients.
Schedule Email: Allows you to set a specific Send Date and Send Time.
After scheduling an email(s), users can manage the email from the Scheduled Emails tab.
Details on Filter Options for Recipients
Use filters to narrow down your recipient list when sending an email. The filter options are as follows:
Member Group(s): Filter recipients by selecting one or more specific member groups.
Membership Type(s): Filter recipients by selecting one or more specific membership types.
Current Membership Status: Include recipients with an Active, Inactive, or All membership status.
Gender: Filter recipients by selecting either Male or Female.
DUPR Doubles From/To: Filter recipients based on a minimum and maximum range for DUPR Doubles ratings (if DUPR integration is enabled).
DUPR Singles From/To: Filter recipients based on a minimum and maximum range for DUPR Singles ratings (if DUPR integration is enabled).
Custom Rating(s): Filter recipients by selecting specific values from the custom ratings in the organization.
Reservation/Event Start Date/Time & Reservation/Event End Date/Time: Filter recipients based on their times and dates for at reservations.
Click Clear All to clear all currently applied filters from the recipient list.
Once all necessary filters have been selected, click Apply Filters to display the filtered recipient list to the email recipients.
In this example, CourtReserve will pull recipients with an active membership status in the three selected membership types.
USER PERSPECTIVE
Selected recipients will receive the customized email as designed. Two examples are below.
In the first example, the club admin used the Basic Editor — typing or pasting in text and icons directly, along with adding a registration link.
In the second example, the club admin used the Email Builder, where they added Image content blocks and inserted graphics created in an external design tool like Canva.
Tip: For inspiration on creating visually rich emails, check out this CourtReserve webinar.
Add CourtReserve to Players' Safe Senders List
If players report that they are not receiving emails from CourtReserve, we recommend asking them to add [email protected] to their Safe Senders list or contacts. This helps ensure they receive important booking confirmations, reminders, and club communications.
Below is an example showing that the “From” (sender) email address for CourtReserve notifications is [email protected].
Quick Fix (Recommended for Everyone)
Open one of the emails (check the Spam/Junk folder if needed).
Click “Not Spam” or “Move to Inbox.”
Reply to the email or add [email protected] to your contacts.
If the Quick Fix doesn’t resolve the issue, players should follow the instructions below for their specific email provider:
Gmail (Computer or Phone)
Open the email.
Click the three dots (⋮) or tap the sender’s name.
Select Add to Contacts.
iPhone / Apple Mail
Open the email.
Tap the sender’s email address at the top.
Tap Add to Contacts.
Android (Gmail App)
Open the email.
Tap the sender’s name.
Tap Add to Contacts.
Yahoo Mail
Open the email.
Copy the sender’s email address.
Go to Contacts → Add New Contact → Paste the email address → Save.
Outlook / Hotmail
Open the email.
Click the three dots (⋮) → Select Add to Safe Senders.
If needed: Go to Settings → Junk Email → Safe Senders → Add, and enter [email protected].
If players are still not receiving emails after completing these steps, please advise them to contact your club and let you know which email provider they’re using so you can assist further.