Outreach the Organizer Runs Himself

The challenge

Every tournament starts the same way: telling the coaches who already play his events that registration is open. Those coaches were spread across league registration spreadsheets and event exports, and the invites needed to come from him, not from a no-reply address.

What we built

We imported his league and event spreadsheets into one coach book (team, age, division, city), with every coach email checked row by row. For each tournament he builds the invite list from rules he sets (age, level, area), and teams already entered for that event in his console drop off. He writes one message with personal fields, previews the exact email a coach will get, and sends it from his own Gmail with his signature, a few seconds apart, with pause and resume. Follow-ups go to everyone a campaign reached, the coaches who didn't reply, or the ones who did. A Check for replies button reads reply headers from his inbox, never message content. Texting is a tap on his own phone: the message is pre-filled, he presses send himself, and coaches marked do-not-text are left off.

• One coach book from league and event spreadsheets
• Invite lists from his own rules, minus teams already entered in his console
• Personal fields, with a preview of the exact email
• A message with an unfilled field is refused
• Sent from his own Gmail, paced, with pause and resume
• Follow-ups to who didn't reply, or who did
• An Unsubscribe link on every campaign email
• Opt-outs re-checked at the moment of sending
• Replies read from headers, never message content
• No open-tracking pixels
• Tap-to-text from his own phone; do-not-text coaches left off