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Create Notification

Purpose​

Compose and send email notifications to teams and members with optional rich text formatting and file attachments.

Access​

From Notifications page:

  1. Click the + Create button
  2. New Notification form opens

Screenshot​

New Notification form with all fields and editor
New Notification form with all fields and editor

Description​

The Create Notification form provides a comprehensive interface for composing and sending email communications to selected teams and members. The form supports both simple text messages and advanced HTML-formatted content with file attachments.

Header Section​

Page Title

  • Icon: 🔔 Bell icon
  • Title: "New Notification"
  • User Info: Current user display (e.g., "Team, Nithya")
  • Purpose: Clear identification of notification creation

Form Fields​

Title (Required)​

  • Label: "Title *"
  • Type: Text input
  • Required: Yes (indicated by asterisk)
  • Purpose: Subject line for the email notification
  • Character Limit: Typically 100-200 characters
  • Examples:
    • "Schedule Update - January 15"
    • "New Policy: Check-in Procedures"
    • "URGENT: Event Cancellation"
  • Best Practices:
    • Be specific and descriptive
    • Include date if time-sensitive
    • Use "URGENT" prefix for critical messages
    • Keep concise but informative

Teams​

  • Label: "Teams"
  • Type: Multi-select dropdown
  • Required: Optional
  • Icon: ▼ Dropdown indicator
  • Purpose: Select entire teams to notify
  • Behavior:
    • Click to expand team list
    • Multiple teams can be selected
    • All active members of selected teams included
    • Can combine with individual member selection
  • Examples:
    • "Referees Team"
    • "Security Team"
    • "Medical Staff"
  • Notes:
    • Team membership must be current
    • Inactive members excluded automatically
    • Each member receives individual email

Members​

  • Label: "Members"
  • Type: Multi-select dropdown
  • Required: Optional
  • Icon: ▼ Dropdown indicator
  • Purpose: Select specific individual members to notify
  • Behavior:
    • Click to expand member list
    • Search/filter members by name
    • Multiple individuals can be selected
    • Can combine with team selection
    • Duplicates automatically handled (if member in team and individually selected)
  • Display Format: Typically "FirstName LastName" or "LastName, FirstName"
  • Use Cases:
    • Specific individuals not in selected teams
    • Subset of a team
    • VIP or special notifications
    • Additional recipients beyond team selection

Short Message​

  • Label: "Short Message"
  • Sublabel: "(Not more than 150 chars)"
  • Type: Multiline text area
  • Required: Optional
  • Character Limit: 150 characters
  • Height: Approximately 3-4 lines
  • Purpose: Brief text-only message for quick communications
  • Use Cases:
    • Simple announcements
    • Quick reminders
    • Brief status updates
    • When formatting not needed
  • Examples:
    • "Tomorrow's game starts 30 minutes earlier. Report by 5:30 PM."
    • "Parking lot B is closed today. Use lot C instead."
    • "Uniform check required before shift. See supervisor."
  • Notes:
    • Plain text only (no formatting)
    • Character counter may display
    • Alternative to Advanced Message
    • Faster for recipients to read

Advanced Message​

  • Label: "Advanced Message"
  • Type: Rich text editor
  • Required: Optional
  • Purpose: HTML-formatted message with styling and structure
  • Editor Area: Large multiline text area with formatting toolbar

Formatting Toolbar​

The toolbar provides comprehensive text formatting options:

Font Controls (Left Section)​
  • Font: Dropdown to select font family
    • Options: Arial, Times New Roman, Courier, etc.
    • Default: System default
  • Size: Dropdown to select font size
    • Options: 8pt - 72pt
    • Common: 10pt, 12pt, 14pt
  • Formats: Predefined text styles
    • Paragraph
    • Headings (H1-H6)
    • Preformatted
Text Styling​
  • B (Bold): Make text bold
  • I (Italic): Italicize text
  • U (Underline): Underline text
  • S (Strikethrough): Strike through text
  • A (Text Color): Change text color
  • A (Background): Highlight text background
  • T (Remove Formatting): Clear all formatting
Alignment and Lists​
  • 🎨 (Color Picker): Advanced color selection
  • ≡ (Align Left): Left-align text
  • ≡ (Align Center): Center-align text
  • ≡ (Align Right): Right-align text
  • ≡ (Align Justify): Justify text
  • ― (Horizontal Rule): Insert line divider
  • • List (Bullets): Create bulleted list
  • 1. List (Numbering): Create numbered list
Special Features​
  • T↓ (Subscript): Subscript text
  • ⊞ (Table): Insert table
  • 🔗 (Link): Insert hyperlink
  • ⤢ (Full Screen): Expand editor to full screen
  • 📷 (Image): Insert image
  • Source Code (HTML): View/edit HTML source

Editor Best Practices​

  • Structure Content: Use headings to organize
  • Bullet Points: Break up long text
  • Bold Key Info: Highlight important details
  • Links: Add hyperlinks to resources
  • Professional: Maintain appropriate tone
  • Test: Preview before sending

File Attachments​

Select Files Button​

  • Label: "Select files to attach"
  • Color: Blue button
  • Icon: May include paperclip or upload icon
  • Action: Opens file browser
  • Purpose: Attach documents, images, or other files to notification

Attachment Behavior​

  • File Selection:
    • Click button to browse computer
    • Select one or multiple files
    • Supported formats: PDF, DOC, DOCX, XLS, XLSX, JPG, PNG, etc.
  • File Size Limits:
    • Individual file: Typically 10-25 MB
    • Total attachments: May have combined limit
  • Upload Process:
    • Files upload immediately upon selection
    • Progress indicator shown
    • Thumbnail or filename displayed after upload
  • Remove Attachments:
    • X or delete icon next to each file
    • Click to remove before sending

Attachment Display​

After selection, attachments shown with:

  • Filename
  • File size
  • Remove option
  • Preview icon (for images)

Action Buttons​

Notify (Green Button)​

  • Position: Bottom-right
  • Color: Green background with white text
  • Icon: 📢 Notification icon or checkmark
  • Label: "Notify"
  • Action: Send notification to all selected recipients
  • Requirements:
    • Title must be filled
    • At least one team OR member selected
    • At least one message type (Short or Advanced) filled
  • Result:
    • Notification sent immediately
    • Each recipient receives individual email
    • Redirects to Notifications list
    • Success confirmation shown
    • Notification appears in list with "Sent" status

Cancel/Close​

  • Position: May be X in corner or Cancel button
  • Action: Close form without sending
  • Confirmation: May prompt if data entered
  • Result: Returns to Notifications list

Message Type Selection​

Short Message vs. Advanced Message​

Use Short Message When:

  • Quick, simple announcement
  • Under 150 characters
  • No formatting needed
  • Time-sensitive brief update
  • Text-only is appropriate

Use Advanced Message When:

  • Detailed communication needed
  • Formatting required (bold, lists, etc.)
  • Long content with structure
  • Professional appearance important
  • Including links or images
  • Formal policy communications

Both Messages:

  • Can use both fields together
  • Short message may appear as preview
  • Advanced message contains full content
  • Both included in email

Sending Process​

Step-by-Step​

1. Open Form​

  1. Navigate to Notifications page
  2. Click + Create button
  3. New Notification form opens

2. Enter Title​

  1. Click in Title field
  2. Type descriptive subject
  3. Review for clarity and accuracy
  4. Keep concise but informative

3. Select Recipients​

  1. For Teams:
    • Click Teams dropdown
    • Select one or more teams
    • Teams expand to show members (may preview)
  2. For Individuals:
    • Click Members dropdown
    • Search or scroll to find members
    • Select specific individuals
    • Can select multiple
  3. Combined:
    • Select both teams and individuals
    • System handles duplicates automatically

4. Compose Message​

  1. Simple Notification:
    • Type in Short Message field
    • Stay under 150 characters
    • Preview as you type
  2. Formatted Notification:
    • Click in Advanced Message editor
    • Type content
    • Use toolbar to format:
      • Bold important information
      • Create bullet lists for clarity
      • Add headers for structure
      • Insert links if needed
    • Review formatting
  3. Both:
    • Fill both fields if desired
    • Short message as summary
    • Advanced message as full content

5. Add Attachments (Optional)​

  1. Click Select files to attach
  2. Browse computer for files
  3. Select file(s)
  4. Wait for upload completion
  5. Verify filenames appear
  6. Add more files if needed
  7. Remove any unwanted files

6. Review​

  1. Verify Title is correct
  2. Check Recipients selection
  3. Proofread message(s)
  4. Verify attachments uploaded
  5. Ensure appropriate tone and content

7. Send​

  1. Click Notify button
  2. Wait for sending confirmation
  3. System processes notification
  4. Redirects to Notifications list
  5. New notification appears with status

Use Cases​

Simple Team Announcement​

Scenario: Brief schedule reminder to one team

Process:

  1. Create new notification
  2. Title: "Reminder: Early Start Tomorrow"
  3. Select Teams: "Field Crew"
  4. Short Message: "Tomorrow's shift starts at 7 AM (1 hour earlier). Please arrive on time."
  5. Click Notify
  6. Each field crew member receives individual email

Formal Policy Update​

Scenario: New policy distribution with document

Process:

  1. Create new notification
  2. Title: "New Check-In Policy - Effective Feb 1"
  3. Select Teams: All relevant teams
  4. Advanced Message: 
    Dear Team Members,

    Effective February 1, 2026, we are implementing a new check-in policy.

    Key Changes:
    • Check-in required 15 minutes before shift
    • Photo ID must be presented
    • Late arrivals (>5 min) require supervisor approval

    Please review the attached policy document for complete details.

    If you have questions, contact your supervisor.

    Thank you,
    Management
  5. Attach PDF: "Check-In_Policy_2026.pdf"
  6. Review and send
  7. Each member receives formatted email with policy attachment

Emergency Notification​

Scenario: Urgent cancellation to multiple groups

Process:

  1. Create new notification
  2. Title: "URGENT: Tonight's Event CANCELLED"
  3. Select Teams: Multiple teams working tonight
  4. Short Message: "Tonight's event at Stadium A is CANCELLED due to weather. Do not report. Check tomorrow AM for updates."
  5. No advanced message needed
  6. No attachments
  7. Send immediately
  8. Quick, clear communication to all affected

Selective Member Update​

Scenario: Message to specific individuals across teams

Process:

  1. Create notification
  2. Title: "Supervisor Meeting - Jan 20"
  3. Teams: Leave empty
  4. Members: Select specific supervisors by name
  5. Advanced Message: 
    You are invited to the monthly supervisors meeting.

    Date: January 20, 2026
    Time: 2:00 PM - 3:30 PM
    Location: Conference Room B

    Agenda:
    1. Q4 Review
    2. New Training Requirements
    3. Spring Schedule Planning

    Please confirm attendance by replying to this email.
  6. Attach: "Meeting_Agenda_Jan20.pdf"
  7. Send to selected supervisors only

Compliance and Privacy​

Individual Email Delivery​

How It Works:

  • System sends separate email to each recipient
  • Recipients do NOT see other recipients
  • No CC or BCC lists used
  • Each email personalized to individual
  • Privacy maintained per club compliance

Why It Matters:

  • Member privacy protection
  • Club compliance requirements
  • Professional communication
  • Prevents reply-all issues
  • Maintains confidentiality

Audit Trail​

  • All notifications logged
  • Timestamp recorded
  • Recipients list stored
  • Delivery status tracked
  • Available for compliance review

Best Practices​

Title Creation​

  • Specific: Clearly describe notification purpose
  • Date: Include date for time-sensitive items
  • Priority: Mark urgent items clearly
  • Consistent: Use similar format for same types
  • Searchable: Include keywords for later search

Recipient Selection​

  • Verify Teams: Ensure team membership current
  • Check Members: Confirm individual selections
  • Avoid Duplicates: System handles, but review
  • Appropriate: Only notify relevant people
  • Test First: For important messages, send to yourself first

Message Composition​

  • Clear: Be direct and specific
  • Concise: Respect recipients' time
  • Professional: Maintain appropriate tone
  • Proofread: Check for errors
  • Format: Use formatting to improve readability
  • Action Items: Clearly state what's expected
  • Contact Info: Provide follow-up contact if needed

Attachments​

  • Relevant: Only attach necessary files
  • Size: Keep file sizes reasonable
  • Format: Use common, accessible formats
  • Names: Use clear, descriptive filenames
  • Scan: Ensure files are virus-free
  • Test: Verify attachments open correctly

Timing​

  • Appropriate: Send during reasonable hours
  • Advance: Give adequate notice when possible
  • Urgent: Mark truly urgent items appropriately
  • Follow-up: Plan for responses or questions

Troubleshooting​

Cannot Send Notification​

Problem: Notify button disabled or send fails

Possible Causes:

  • Title field empty
  • No recipients selected
  • No message entered
  • Attachment upload in progress

Solutions:

  1. Verify Title filled
  2. Ensure at least one team OR member selected
  3. Add Short Message or Advanced Message
  4. Wait for attachment uploads to complete
  5. Check for error messages

Attachment Won't Upload​

Problem: File fails to attach

Possible Causes:

  • File too large
  • Unsupported file type
  • Network issue
  • Browser problem

Solutions:

  1. Check file size (reduce if needed)
  2. Verify file format is supported
  3. Check internet connection
  4. Try different browser
  5. Refresh page and try again

Recipients Not Showing​

Problem: Team or member dropdown empty

Possible Causes:

  • No teams/members in system
  • Permissions issue
  • Data loading delay

Solutions:

  1. Wait a moment for data to load
  2. Refresh page
  3. Verify teams/members exist in system
  4. Check user permissions
  5. Contact administrator

Formatting Not Working​

Problem: Rich text editor not responding

Possible Causes:

  • Browser compatibility
  • JavaScript disabled
  • Editor not loaded

Solutions:

  1. Try different browser
  2. Ensure JavaScript enabled
  3. Refresh page
  4. Clear browser cache
  5. Use Short Message as alternative

Tips​

  1. Individual Emails: Each member receives separate email for privacy compliance
  2. Test Sends: Send to yourself first for important messages
  3. Save Templates: Keep common messages in external file for reuse
  4. Short for Urgent: Use short message for time-sensitive communications
  5. Format for Formal: Use Advanced Message for professional communications
  6. Attachment Sizes: Keep files small when possible (compress if needed)
  7. Clear Subjects: Descriptive titles improve open rates
  8. Proofread: Always review before sending
  9. Timing Matters: Send during appropriate hours
  10. Follow Up: Monitor delivery status after sending