1. Start with one roster
Give each person one row. Keep their additional email addresses on that row, then record the groups they belong to. Before importing, ask the current organizer to check addresses, membership, and who should still receive email.
The workbook contains a blank roster and a fictional example. Save only the Roster sheet as CSV to import it. Create your team and groups first, then use their group addresses or Team / Group names in the group columns. Check TellTell’s current CSV headers and review the import preview before confirming. Keep real rosters private.
2. Choose groups around real conversations
| Group | Who belongs | Useful for |
|---|---|---|
| Whole team | Current participants, parents, and coaches | Schedule changes and season updates |
| Parents | Parents and guardians who asked to be included | Travel, forms, and volunteer coordination |
| Coaches | Current coaches and lead organizers | Preparation and coaching decisions |
| Event group | That event’s participants and relevant adults | Practice times and equipment |
| Volunteer shift | People assigned to that shift | Arrival instructions and handovers |
One person may belong to several of these groups. Start with the groups you will actually email this month. Add others when a recurring conversation needs them.
3. Agree on how email should work
- Name the organizer responsible for each group.
- Choose who may send and where replies go. Test both settings.
- Tell members what the group is for, which address to use, and how to contact the organizer.
- Use a small test group first. Confirm actual delivery with willing recipients before switching the whole team.
- Check delivery failures and membership requests before resending a message.
4. Keep a seasonal handover checklist
- Confirm the incoming organizer has appropriate access.
- Review continuing members, new families, departing people, and group owners.
- Check sender permissions and reply destinations for every active group.
- Document the group addresses and the purpose of each one.
- Remove outgoing organizer access when the handover is complete.
- Review the plan, payment contact, and renewal date.
- Send a small test from the incoming organizer’s normal inbox.
In TellTell, leaving a person out of an imported CSV does not remove existing memberships. Review departures explicitly. Related teams can share one directory; check the team allowance on your plan.
Want to work through it together?
Ask for free setup help. We’re helping the first ten organizations in our pilot. You can build a roster before adding a card. Sending starts with the card-backed 30-day trial; plans start at $8.99/month or $89/year.