Create and send a club announcement

Announcements share club information without starting an individual conversation. Each send keeps its audience, channel, status and delivery metrics for as long as the announcement exists, so you can check who received it.

Before you start

Prepare a recognisable title, final text and any files you need to share. If the announcement concerns only certain teams or categories, check that they are up to date. Do not include unnecessary personal information in bulk communications.

Step by step

1. Open Announcements and create one

In the club dashboard, open Announcements and select New announcement. Enter a short title and write the message with the necessary information, dates and a clear call to action.

If your club has the training workspace, Send message → Announcement in the On the floor view opens the announcement with the groups you ticked already chosen as recipients. Check the reach before sending it and select Back to On the floor to return to training.

2. Add any files

Attach documents before choosing the audience and wait for them to finish uploading. Check the filename and content so you do not accidentally share private information with a group.

3. Choose families or staff

First select the type of recipient. For families, you can send to the whole club, one or more teams, categories in a season or selected guardians. The staff audience sends the notice to active people in the club.

4. Check the reach and channels

Clybo’ calculates how many people will receive the announcement before it is created. Choose Email, Push or Both depending on the message’s importance. If the audience is empty, return to the selector and check the teams or recipients.

5. Choose when to send and whether to pin it

Review the complete content and send it immediately or schedule a future date and time. Enable Pin this notice if it should stay at the top of the apps. You can review or cancel scheduled announcements before they are sent.

6. Check delivery and pin status

In the overview, the Read / open column shows the percentage of people who read announcements sent by Push only in the app. For example, 2 reads among 5 recipients appears as 40%, even if someone opened the notice in the app without receiving the push notification. The same calculation is used on mobile cards. For Email or Both, the percentage still shows email opens out of delivered emails.

The list of sent announcements refreshes every 15 seconds while visible. A push-only announcement with recipients and no reads shows 0%; a draft, a scheduled announcement or one with no recipients shows no percentage. The Family email open rate counter at the top refers only to email sent to families; push reads are checked on each announcement.

After sending, open the announcement to check Recipients and delivery. Each person appears on one row, even if they receive both email and push:

• Channels: when both icons are present, they always appear in the same order: push (mobile phone) first, then email (envelope).
• Delivered: for push, this means the notification service accepted the send on at least one device; it does not prove that the person saw it.
• Email opened: records an opening reported by the email service. Opening the app does not update it.
• Read in app: shows the first recorded read when someone opens the details in the staff or families’ app, after sending or after the last reset triggered by a change notice. Opening the announcements list does not mark all announcements as read. A date may appear even if the person did not receive a push, because they can also open the notice in the app.

For Push-only announcements, the summary shows Read in app among the recipients. For Email or Both, the open-rate summary continues to mean email; app reads have their own column. Details for a sent announcement refresh every 15 seconds while visible. The CSV includes the read time for each delivery row in the readInAppAt column, in UTC.

Resending to unread recipients is based on email opens, not reads in the app. You can pin or unpin an existing announcement from its list or details. If you edit the content and choose to notify people by push, its read status is reset. An edit without a notification keeps the previous date.

History: some older family read times were recorded when they opened the inbox. Those dates are retained but do not prove which particular announcement they opened at the time. A dash means there is no recorded date; it does not prove that the person did not see it.

7. Delete a sent announcement when needed

If you are a club administrator, open Announcements, open the sent announcement and select Delete announcement. Read the confirmation and accept only if you want to remove it permanently. You can also delete announcements created by staff from the dashboard. Drafts and scheduled announcements keep the Discard action.

The announcement disappears from the dashboard, pinned notices and the families’ and staff apps when they next check the server. Its deliveries and statistics are deleted, and new downloads of its attachments are blocked. The action is recorded in club activity and cannot be undone. If you need the statistics, export deliveries before deleting it.

Emails and notifications already sent or in progress may still arrive or remain on devices; deleting the announcement here does not withdraw them. It also does not delete files already downloaded or content saved offline. A private attachment link obtained before deletion may keep working until it expires or the file is cleaned up. When someone opens a link to a deleted announcement, the app says it is no longer available.

If something goes wrong

• No recipients appear: check the season, teams or custom selection.
• A file will not upload: check its format and size and your connection before attaching it again.
• Scheduling is rejected: choose a future date and time in the club’s time zone.
• The announcement has already been sent: you can correct the visible content while keeping its deliveries, or delete it from its details if you are an administrator.
• An old notice is still highlighted: open its details and unpin it when it no longer needs priority.
• A family replies to the announcement email: their reply goes to the club’s Contact email, under Settings → General, not to Clybo’. If nobody checks that inbox, change it to one monitored by the club. If the case needs a history, start a conversation under Messages.

Next step

To handle replies or individual cases, use Manage conversations with families. Staff can also view notices in View club announcements or in their own app.