Check-in emails

Hosts of open and near-capacity events get a short email every three weeks asking whether the status is still right. Pick a status in the email and confirm it on the page that opens; no login needed. It keeps statuses current for coaches who are counting on them.

How it works

The email’s subject is “Is Pierz Invitational still open?” (with your event’s name). It says what the event is listed as and has three buttons:

Still open
Near capacity
Full

Select the button that fits.
The Event Status Check-In page opens with the event and its current status.
Select Mark as Open (or the status you picked), or one of the other buttons if you changed your mind.
You’ll see “Saved: Open. Thanks for keeping it current.”

The second click on the page is on purpose. Some email systems open every link in a message to scan it, and the extra step keeps them from changing your event.

Answering updates the “Status confirmed” date on the event page, even when the status stays the same. If the status goes 30 days without being confirmed, the event page tells coaches “The host hasn’t confirmed this status since …. Check with them before counting on a spot.”

When they’re sent

To events that are published, Open or Near capacity, and haven’t started yet.
When the status hasn’t been confirmed in 21 days and no check-in went out in the last 21 days.
Changing the status from the event page or My Events, or tapping the status that’s already highlighted there, counts as confirming, so it resets the clock.

Full and cancelled events don’t get check-ins.

Who gets them

The person who posted the event, as long as they’re still a contributor or admin of the organization. If they aren’t, the organization’s admins get it instead. Each person can turn check-ins off with “Is this event still open?” check-ins under Account Settings > Email Notifications. If the person who posted the event turns them off, the organization’s admins get the check-in instead.

What a change sets off

Changing the status from the check-in page works like changing it on the event page: watchers get a status email, and a Full event that becomes Open or Near capacity emails its wait list and matching saved searches.

Rules and limits

Each check-in link works for 30 days. After that, the page says “This link has expired. Log in and open the event from My Events to update it.”
The page can’t change a cancelled event. It says “This event is cancelled.”
The page only offers Open, Near capacity, and Full. To cancel, use the event page.

Where to find it

In your email. See Email link pages.