Athlete Email List & Bulk Communication

Accessing athlete email addresses

Every athlete's email address is available from the Athletes page (Race Management → Participants → Athletes). The table shows each registered athlete with their name, division, heat, payment status, and an info column that flags missing contact details. The search box matches names, emails, team names and bib numbers.

To see an athlete's email:

1. Go to Participants → Athletes in your race dashboard
2. Click the athlete's name — or open the ⋯ menu on the row and choose Edit…
3. The athlete's email address is shown in the Contact section of the edit drawer, where you can also correct it

Athletes registered by someone else

Athletes can register a friend or family member for an individual division. Those registrations show Registered by … under the athlete's name — the person who registered them also paid.

• Check the name warning. The registration is linked to whoever owns the email that was entered. If the name entered doesn't match that athlete's profile, an amber warning shows the name as it was entered (as "Anna Svensson"). The email may belong to someone else — contact the athlete or the person who registered them to check.
• Details entered at registration. Open the athlete's edit drawer to see an Entered at registration box: who registered and paid (with their email), and everything they entered — name, email, date of birth, gender, phone, emergency contact and address.
• The athlete's profile isn't changed. If the athlete already had a RoxRace account, what was entered isn't saved to their profile. The info column still counts an entered phone number and emergency contact as on file, so the row isn't flagged as missing them. Request missing info… stays available, so you can still ask the athlete to add them to their own profile.

Bulk communication actions

From the Bulk Actions menu at the top of the participants table (labelled Actions on small screens), you can send emails to multiple athletes at once. Each action first shows a confirmation listing exactly who will receive the email — and anyone skipped because there's no email address on file — before anything is sent:

Send payment links to all pending

Emails a payment link (valid for 7 days) to every active registration that still has an amount to pay and hasn't been paid yet. Use this to follow up on unpaid registrations before your event.

Request missing info from all

Sends a contact info reminder to every athlete who is missing a phone number or emergency contact. Athletes receive a link to their profile to fill in the missing details.

Resend invite to unregistered

Sends a fresh account setup email to athletes who haven't set up their account yet — including a payment link if their registration is still unpaid.

The menu also has a Copy email addresses shortcut to the Emails page (see below).

Per-athlete email actions

In the ⋯ actions menu next to each registration you can:

• Resend confirmation… — Send the registration confirmation again (useful if the original was missed)
• Resend payment link… — Send a direct payment link to a specific athlete (only shown for unpaid registrations)
• Request missing info… — Ask the athlete (and, for teams, any teammate) to add a missing phone number or emergency contact (only shown when something is missing)
• Remind team captain… — Email a team's captain a link to complete the roster (only shown for incomplete teams)

Using emails for external communication

For a quick export of addresses to paste into your own email client, use the dedicated Emails page (Race Management → Participants → Emails). It filters registrations by status — All active, Paid, or Pending — and gives you a single Copy all button that puts every matching address on your clipboard, semicolon-separated, ready to paste into the BCC or To field.

Note: Athlete data is handled in accordance with your privacy policy and terms of participation. Only use athlete contact details for communications directly related to the event they registered for.