Bulk Send lets you email a message to any of your crew at once: a call time change, a parking note, a reminder to send W-9s. Each person gets their own copy. You can pull event details into the text with variables, and schedule the message for later. Bulk Send is on Starter and Pro.
Short version
Go to Notifications → Bulk Send. Enter a Subject and Content, tick the crew who should get it, and click Send Now. Ticking a related event only fills in {{variables}}. It doesn't add that event's crew.
Open Bulk Send
Click Notifications in the sidebar, then Bulk Send. Or, on your dashboard, click Send Notifications under Quick Actions. The window is titled Bulk Notification System.
Managers and team admins can use it.
Write and send the message
- Enter a Subject.
- Write the Content. It's plain text: line breaks are kept, and HTML shows as typed.
- Under Crew Members, tick each person who should get it. The list is your team's whole crew roster.
- To reach anyone not on your roster, type their address under Additional Email Recipients and click Add or press Enter. Check the spelling: addresses aren't validated.
- Optional: tick an event under Related Events to fill in event variables (see below).
- Leave Send immediately ticked and click Send Now.
You'll see Bulk Notifications Sent with "Sent to N recipients". If some failed, the message lists the failed addresses.
Messages go out as soon as you click Send Now
There's no draft or undo. Only the people you tick under Crew Members and the addresses you add get the message.
Related events fill in variables, not recipients
Ticking an event under Related Events doesn't send to that event's crew. To message an event's crew, tick each of them under Crew Members yourself.
The related event supplies the values for {{variables}} in your subject and content. If you tick several, only the first one's details are used. Without a related event, variables stay as typed.
Variables you can use
| Type | Variables |
|---|---|
| Event | {{eventTitle}}, {{eventDate}}, {{eventTime}}, {{startTime}}, {{crewCallTime}}, {{endTime}}, {{eventLocation}}, {{locationAddress}}, {{eventDescription}} |
| Production | {{rtmpServer}}, {{broadcastKey}}, {{scheduleLink}}, {{streamLink}}, {{productionNotes}} |
| Contacts | {{venueContact}}, {{venueEmail}}, {{venuePhone}}, and the same for association, producer and coordinatingProducer, for example {{producerPhone}} |
| Details | {{sport}}, {{season}}, {{gender}}, {{level}}, {{state}}, {{isMultiDay}} |
| System | {{currentDate}} |
{{eventDate}} comes out like "Saturday, October 25, 2026", and times like "7:00 PM".
The message is the same for everyone. Crew name and position variables aren't filled in bulk messages, so don't use them: they arrive as literal text.
Schedule a message for later
- Write the message and pick recipients as above.
- Untick Send immediately.
- Pick a date and time under Schedule for later.
- Tick at least one event under Related Events. Scheduled messages need a related event.
- Click Schedule.
Scheduled messages go out on the first hourly run after the time you picked, so they can be up to about an hour late. You can see and cancel them on Notifications → Scheduled. See message history.
Things to know
- Replies go nowhere useful. Messages come from CrewdUp's no-reply address. Put your own email or phone in the message.
{{broadcastKey}}is your stream key. It puts the key in an email. Only use it when that's what you mean to send.- The lists display badly for now. Crew names can be missing (you'll see only the email in brackets), and events show "Invalid Date" next to the title. Pick by email address and event title.
- The earliest schedule time is set in UTC, so in US time zones the picker may not let you choose the next few hours.
- No templates, SMS or tracking. Messages are email only, with no open or delivery tracking.
- On the Free plan, clicking Send Now shows "Bulk Send Failed" with "This feature requires the starter plan or higher." See plans and limits.
Checklist
- Subject and content written, with your contact details
- Every recipient ticked under Crew Members or added by email
- A related event ticked if you used variables or are scheduling
- Notification Summary checked before you send