Waiting for teams to find your registration form is the long way round. On the Uitnodigen (invite) page, in the menu under Organisatie, you prepare the e-mail addresses of the teams or participants yourself, write a single message, and the invitation goes out with your registration link in it.
Paste the addresses into the large field. One per line, or separated by a comma or semicolon: anything that comes out of Excel or your mail program is understood. The form Marie Peeters <marie@club.be> works too — we then keep the name with the address. Duplicates and invalid addresses are reported and skipped.
Did you run this tournament last year as well? Then there is nothing to paste:
Fill in one subject and one message. That is plain text without variables: what you type is exactly what everyone reads. Leave an empty line between two paragraphs.
Starting from a blank page? A proposal is already waiting, with the name, the date and the location of your tournament. Rewrite it however you like.
You do not add the registration link yourself. Below your message, a button to this tournament's registration form appears automatically, next to a We are not taking part button. Every team gets its own link, and that is exactly why you can see afterwards, per address, who clicked.
Enter your own address under A test mail first, to and click Test mail. You receive the invitation exactly as the teams will see it. That test mail does not count in the tracking.
Would you rather the invitation went out on Saturday morning than right now? Fill in a moment under Send later. Leave it empty and it goes out immediately.
Then click Send invitations. You still get a confirmation showing the number.
Your list is on the right. Per address, four steps light up:
There can also be Declined (the team used the We are not taking part button, possibly with a reason) or Not delivered (the address does not exist). Above the list the same figures are totalled, and with Export as CSV you pull the whole list with its status into Excel.
As soon as your invitations have gone out, the Reminder block appears. It is a second e-mail, with its own subject and message, and it only goes to those who have not registered and have not declined. Teams that already registered therefore get nothing — and here too: one reminder per address.
That is spam protection. E-mail is only trusted today when the sender matches the server doing the sending — that is what a domain's SPF, DKIM and DMARC records are for. Those records live on uwtornooi.be, not on your domain. If we used your address as the sender, that signature would no longer line up and your invitation would land in the spam folder for a large share of recipients, or not arrive at all.
The consequence: replies from teams do not reach you. So put your own contact details (name, e-mail address, phone number) at the bottom of your message. The bottom of the mail does state that the invitation was sent by your organisation via uwtornooi.be, so the recipient knows who it is from.
The invitation automatically contains your registration link, and that link only works during the registration period. If your form's dates are not set yet, you would be sending a link to a dead form. First fill in Form available from and to on the Registrations tab; the send button becomes active after that.
No. One invitation per e-mail address per tournament — so nobody receives the same mail twice, even if you click send twice by accident. If you made a typo in an address, remove that invitation from the list with the little cross; you can then add the address again. The reminder is separate: every address can still receive that once.
That someone opened the form with that link. If the contact person forwards your mail to their team-mates, they pass on their link — so a click means "someone with this link", not necessarily the addressee. The status also comes from the mail server and can lag a few minutes behind.
It moves to Not delivered in the list and is marked as non-existent in your address book. Such an address is no longer included in a future invitation or import — so you do not invite it again every year. If it was a temporary problem after all, switch it back on in the address book with Usable again.
At most 500 addresses per tournament. That ceiling protects the reliability of sending: a mailing flagged as spam harms the delivery of all mail from the platform — including your confirmations and notifications.
Only if you give them that right. On the Administrators tab you tick, per co-organiser, which pages they may see; Invite is one of them. For existing co-managers that right is off by default.
For a general notice, yes, but not through this page: use the E-mail all participants card at the bottom of the Deelnemers (participants) tab. It sends one message to the contact address of every registered team, without a registration link — ideal for a notice such as a moved match. This page stays for inviting new teams: the mail always contains your registration link.