1. Gather the lists you actually use
Start with your latest team, parent, coach, and volunteer lists. Ask the organizer to confirm who should receive each kind of message. Don’t assume an old BCC field is a current roster.
2. Make one row per person
Combine obvious duplicates and confirm uncertain matches. Two addresses can belong to one person; two people can also share a household inbox. Keep those cases distinct. Use the roster template to record the groups each person belongs to.
3. Create a team and a small test group
In TellTell, an organizer creates the account, team, and group. Choose a memorable address and add a few willing test recipients. Members do not need TellTell accounts. Check who may send and where replies go before inviting everyone.
4. Preview your import
Save your roster as CSV, upload it in People → Imports, and review proposed creates, updates, memberships, and errors. An Admin confirms valid rows. An omitted person or group membership is not automatically removed; handle departures explicitly. Import preview instructions.
5. Send an ordinary email
Add a card when you are ready to start the 30-day sending trial. From an allowed email address in your usual inbox, write a simple test to the new group address. Leave the old BCC list out so recipients do not get two copies. Ask the test recipients to confirm receipt and try a reply.
Check TellTell’s delivery details. An accepted message is not yet confirmed delivered, and a receiving server’s acceptance does not prove someone read it. Investigate failed recipients before sending again. First-message guide.
6. Announce the switch
Once the test works, tell the group which address to use, what belongs there, who can send, and how to request membership changes. Update saved contacts and any organizer instructions. Keep the old roster privately for reconciliation, then retire it from routine use.
7. Check the second send
Use the address for the next real team update. Check that the right people receive it and that the next organizer can maintain the groups. If the workflow still requires rebuilding BCC lists, find that gap before expanding to more groups.
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