Emails the app sends

Wrestling Aide sends two kinds of email: app emails about events, messages, organizations, and saved searches, and login emails (codes, links, and notices about your login). You control most app emails with the switches under Email Notifications on your Account Settings page. Login emails only go out when you ask for them.

Before you look up an email

App emails only go to accounts with a confirmed email address. If your account is turned off, you get none. The exceptions are invites, which go to the address the admin typed, and schedule changes, which go to the addresses a team lists on Our Season.
You never get an email about a change you made yourself.
Every app email ends with a Notification settings link to your Account Settings page. Saved search and post emails also have a Stop these emails link that turns off that one saved search or post without logging in.
Account settings save as soon as you flip a switch.
Almost every app email also shows under the bell at the top right, so you can catch up in the app. Invites, digests, schedule changes, feedback, and the site admin test email don’t. See Notifications.

Account settings at a glance

Switch under Account Settings > Email Notifications	Emails it controls
Changes to my organization’s events made by someone else	Event changed, A team joined your wait list
Requests to join my organizations (admins)	Join request, Join request reminder
“Is this event still open?” check-ins	Status check-in
“Post next year’s event?” reminders	Post next year’s event
Saved searches: new matching events and teams	Saved search match, Team looking, New event for your Teams Looking post, Daily or weekly digest
Changes to events I’m watching	Watched event status
Registration deadline reminders	Registration closes soon
Messages from other coaches	New message
Weekly summary instead	Holds all saved search and post matches for one email on Monday morning, whatever each saved search or post is set to. Off: each one arrives as it’s set, right away or in the daily digest.

All switches start on.

Organization and membership emails

Join request

Subject: “Name asked to join Organization”
Who gets it: Every admin of the organization.
When: Someone asks to join and needs approval. (The first person at an organization with no admin becomes its admin, and no email goes out.)
Turn it off: Requests to join my organizations (admins).

Join request reminder

Subject: “Reminder: Name is waiting to join Organization”
Who gets it: Every admin of the organization.
When: A join request has had no answer for 7 days. Sent once per request. It says the request closes on its own after three weeks.
Turn it off: Requests to join my organizations (admins), or answer the request.

Request approved or declined

Subjects: “You’re in: Organization” or “Your request to join Organization”
Who gets it: The person who asked to join.
When: An organization admin, or the site admin, approves or declines the request. The approval says which role you got.
Turn it off: No setting. It’s sent once per request.

Request closed

Subject: “Your request to join Organization closed”
Who gets it: The person who asked to join.
When: Nobody at the organization answered the request in 21 days, so it closed. The email suggests asking one of its coaches for an invite, or asking to join again.
Turn it off: No setting.

Invite

Subject: “Name invited you to Organization”
Who gets it: The email address an organization admin typed on the members page.
When: Right after the invite is made. The link works for 14 days, and only for an account with that email address.
Turn it off: No setting. Ask the admin to revoke the invite if you don’t want it.

You’re now an admin

Subject: “You’re now an admin of Organization”
Who gets it: The member who takes over as admin: the longest-standing contributor, or the longest-standing member if there are no contributors.
When: The organization’s only admin deleted their account.
Turn it off: No setting.

See Organizations and members.

Emails about events you host

Event changed

Subject: “Name did something: Event”, such as “Pat Lee changed the status to Full: Pierz Invitational”
Who gets it: The person who posted the event and the host organization’s admins, except whoever made the change. People who left the organization stop getting it.
When: Someone edits a published event, changes or cancels its status, or uploads a new flyer. The email lists which fields changed.
Turn it off: Changes to my organization’s events made by someone else.

To-do due

Subject: “Due day: task”.
Who gets it: The member of the host organization a to-do is assigned to.
When: Once, three days before the to-do’s needed-by day, if it isn’t done. Changing the person or the day sends a new one. Open the to-dos goes to the event’s To-dos page.
Turn it off: Mark the to-do done, or ask a coach to assign it to someone else. See To-dos and vendors.

Status check-in

Subject: “Is Event still open?”
Who gets it: The person who posted the event, while they’re still a contributor or admin of the host organization. If they aren’t, the organization’s admins get it instead.
When: The event is Open or Near capacity, hasn’t started, and nobody has confirmed its status in 21 days. It repeats every 21 days until the event starts. The buttons Still open, Near capacity, and Full open a page where you confirm the status, with no login. The link works for 30 days.
Turn it off: “Is this event still open?” check-ins, or keep the status current: tapping a status button on the event page or My Events resets the 21 days.

See Check-in emails.

Post next year’s event

Subject: “Post next year’s Event?”
Who gets it: The same person as the check-in (the poster, or the organization’s admins).
When: Once, in the three weeks after an event ends, unless it was cancelled or someone already copied it to next season. The Post next season’s event button opens a copy with the dates moved 52 weeks, to the same weekday next year.
Turn it off: “Post next year’s event?” reminders.

A team joined your wait list

Subject: “Team joined the wait list: Event”
Who gets it: The same person as the check-in (the poster, or the organization’s admins).
When: A team joins the event’s wait list. It shows the team’s place in line and their note.
Turn it off: Changes to my organization’s events made by someone else, or turn off Allow a wait list on the event to stop new teams joining.

Your event is hidden for now

Subject: “Your event is hidden for now: Event”
Who gets it: The same person as the check-in (the poster, or the organization’s admins).
When: Three different people reported the event within 60 days, so it’s hidden. The first time, it asks you to check the details and save the event to put it back up. If it’s hidden again after your fix, it says a site admin will decide.
Turn it off: No setting.

Your event is back up, or was removed

Subjects: “Your event is back up: Event” or “Your event was removed: Event”
Who gets it: The person who posted the event.
When: A site admin chose Restore or Remove for an event that was hidden a second time.
Turn it off: No setting.

See New organizations and reports.

Messages

New message

Subject: “Name (Team) wrote about Subject”, or “Name wrote about Subject” when they didn’t write for a team. The subject is the event’s name, or “Team is looking for events” for a team post.
Who gets it: For a message to your organization, the person who posted the event or post, plus the organization’s admins. For a reply to a conversation you started, you. Never the person who wrote it.
When: Each new message in a conversation. The email shows the message (up to 600 characters) and a Read and reply button.
Turn it off: Messages from other coaches. Messages still arrive in Messages in the app.

See Messages.

To a team’s contact

Subject: “Host: Subject”, like “Pierz Healy High School: Form: Pre-event survey”.
Who gets it: The contact a host keeps for a team nobody from is on Wrestling Aide (Add contact under Teams Attending).
When: The host sends the event’s teams a message, a form, a reminder, or an invite. It has the message, a button to Answer the form or Accept or decline the invite (no account needed), Open the event, and Create a free account. Replying reaches the host.
Turn it off: Ask the host to remove the contact, or create an account and join your team: then everything comes in Messages.

Invite answered

Subject: “Team accepted your invite to Event” or “… declined …”.
Who gets it: The coach who sent the invite.
When: A team’s contact answers an invite from the emailed link.

Saved search and post emails

These all follow Saved searches: new matching events and teams, and Weekly summary instead under Account Settings > Email Notifications.

Saved search match

Subject: “New event: Event”, or “Reopened: Event” for a full event that opened up again
Who gets it: The person who saved the search.
When: A newly published event matches the search, or a full or cancelled event goes back to open or near capacity (only if the saved search has When full events reopen on). Sent within a couple of minutes, unless the saved search is set to a daily digest or your account is set to a daily or weekly digest.
Turn it off: Stop these emails in the email turns off that saved search. You can also pause or delete it on the Saved Searches page. The saved search also stops by itself once its date range has passed.

Team looking

Subject: “Team looking: Team”
Who gets it: The person who saved a search on the Teams Looking board.
When: A new team post matches the search.
Turn it off: Same as a saved search match.

New event for your Teams Looking post

Subject: “New event for your Teams Looking post: Event”, or “Reopened for your Teams Looking post: Event”
Who gets it: The coach who posted the team’s Teams Looking post, while they’re still a member of that organization.
When: A new or reopened event fits the post’s dates, divisions, and event types, and isn’t on one of the team’s blackout dates from Our Season. These are set under Emails About New Events on the post form (Send them, and Also when a matching event reopens).
Turn it off: Stop these emails in the email turns off emails for that post; the post stays on the board. Marking the post filled with We found an event also stops them.

Daily or weekly digest

Subject: “N new matches for your saved searches” (“1 new match for your saved searches” for one)
Who gets it: Anyone with saved searches or posts set to a daily digest, or with Weekly summary instead on.
When: Daily digests go out once each morning (7 a.m. Central unless your site admin changed it), only when something matched since the last one. With Weekly summary instead on, matches wait for Monday’s email, at the same hour. Events that closed in the meantime are left out.
Host changes, on Mondays: Contributors and admins of a team also get a line for each upcoming date on Our Season with host changes still to review (“Event has changes to review”), in the Monday digest. With no saved search matches that week, the subject is “N events on your season have changes to review”. Turning off Changes to my organization’s events made by someone else under Account Settings > Email Notifications stops these lines.
Turn it off: Switch the saved searches to right away, or turn off Saved searches: new matching events and teams. The digest has a Manage saved searches button (Open Our Season when it only lists host changes) but no one-click unsubscribe.

See Saved searches.

Watching and wait list emails

Watched event status

Subject: “Event is now status”
Who gets it: Everyone watching the event, except members of the host organization.
When: The host changes the status with the status buttons on the event page, Status on the edit form, Cancel Event, the My Events page, or a check-in email.
Turn it off: Changes to events I’m watching, or stop watching the event.

Registration closes soon

Subject: “Registration closes soon: Event”
Who gets it: Everyone watching the event, except members of the host organization.
When: Once, when the event’s registration deadline is less than three days away. The button goes to the host’s registration link when there is one.
Turn it off: Registration deadline reminders, or stop watching the event.

Spots may be open

Subject: “Spots may be open: Event”
Who gets it: The coach who put each team on the wait list. If that person’s account is gone or turned off, the team’s organization admins get it.
When: A Full event changes to open or near capacity through the status buttons, Status on the edit form, My Events, or a check-in email. Contact the host soon; the app doesn’t hold spots.
Turn it off: No setting controls it. Leave the wait list if you no longer want in.

A person who is both watching and on the wait list gets only the “Spots may be open” email for that change.

See Watching and Wait list.

Season schedule emails

Schedule changes

Subject: “Organization wrestling schedule: N changes”
Who gets it: The addresses (up to five) a contributor or admin entered in Email changes to on Our Season, usually the Athletic Director. They don’t need an account.
When: Once a day, at the same hour as the daily digest, when the schedule changed since the last email. It lists each change with who made it and when, and has an Open the schedule button to the AD’s private link. The first email covers changes made after the first address was added.
Turn it off: A contributor or admin removes the address from Email changes to. This email doesn’t show in the bell.

Emails to site admins

Site admins also get these. Organization members don’t.

Subject	When
“Held twice: Event”	An event was hidden by reports, fixed by its host, and hidden by reports again. It waits on Held events.
“Problem reported: Organization”	A third different person reported the same organization. Sent once.
“Site name: test email”	A site admin sends a test from the System page.
“Site name feedback: Feature request” (or Change request, Bug report)	Someone sends the Send Feedback form. It goes to the site’s feedback address, or to the site admins when none is set. Reply writes back to the sender if they left an email address.

Site admins don’t get an email for each report, for a new organization’s events, or for join requests. See Site admin overview.

Confirm your email: the code that confirms your address when you sign up,
Reset your password: the link from Forgot password?,
Confirm your new email: the code sent to a new address when you change yours,
Remove the authenticator app: the link from Can’t use your authenticator?,
You already have an account: sent when someone tries to sign up with, or move to, an address that has one,
notices that your password, a passkey, your authenticator app, or your email address changed.

Codes and links work for one hour.

They aren’t controlled by the Account Settings page switches, because each one is sent only when you (or someone with your email) asks for it. If you get a reset email you didn’t ask for, ignore it; your password stays the same. See Security.

Stop all email from the app

Open Account Settings from the account menu.
Under Email Notifications, turn off every switch.
Stop watching events you no longer care about, and leave any wait lists.
On the Saved Searches page, delete or pause your saved searches.