College Pipe offers organizations a streamlined process to send emails to coaches and manage outreach campaigns effectively. This article provides a detailed guide on how this process works, including key features and limitations, empowering you to directly engage with potential programs efficiently.
College Pipe provides several powerful features to enhance your communication with college coaches:
Automated Email Queuing and Sending: Emails are automatically queued and sent out by the system, ensuring an efficient workflow. The sending process intelligently considers limitations based on your email provider integration (or lack thereof) to maintain deliverability and domain reputation.
Contact Coaches Automatically: When initiating contact, organizations can often choose to automatically target specific coach roles, such as the Head Coach and one or more assistants or recruiting coordinators, typically allowing you to reach up to 2 coaches from each university selected, increasing the chances of engagement.
Tracking Capabilities: Monitor the effectiveness of your outreach with built-in tracking. You can track the Email Open Rate to see how many recipients opened your email, and Profile Link Clicks to see whether coaches clicked on the athlete's profile link within the email.
Email Integration: You can integrate your own company or personal email address (Google or Microsoft) to personalize your outreach. Emails sent through College Pipe will then appear to come from your address and go through your email provider.
Automatic University List Updates: Once a university is contacted through the system, it is automatically added to the athlete's University list (if not already present) with the corresponding "contacted" status. This ensures efficient tracking and management of outreach efforts directly within the athlete's profile.
Campaign Search Functionality: Easily search for past and ongoing email campaigns by subject line to quickly locate and review your outreach history.
For personalized outreach and access to higher sending limits, it's highly recommended to integrate your email address with College Pipe. You can typically find this option in your Settings (usually located in the top corner). Look for email integration or connection options (you might need to click "show more options") and connect your Google or Microsoft account.
College Pipe provides several starting points for contacting coaches, catering to different workflows:
From the General "Find a University" Section: This method is particularly useful when you want to contact coaches at multiple universities regarding multiple athletes simultaneously. You can apply filters to find suitable universities and then select them. Instead of adding them to a university list, you'll choose the "Send a message" option. College Pipe will often suggest relevant athletes in that sport and gender, allowing you to relate them to the email. Sending from here automatically adds the contacted universities to the related athletes' university lists with a "contacted" status.
From an Athlete's Specific "Find University" Section: If you are working on outreach for a single athlete after filtering universities based on their criteria, you can select universities from this view and click "Send a message" for that specific athlete.
From an Athlete's University List: This is a very efficient method if you have already built a university list for an athlete. On the athlete's university list page, you will find a button or option specifically designed to "Send a message to all the coaches with the status to be contacted" (or a similar designation). This allows you to quickly reach out to coaches at schools the athlete intends to contact.
As highlighted previously, using pre-written [Link to article on message templates] is key to efficient and personalized outreach. When preparing your message to coaches, you will select from your saved message templates. These templates can include placeholders that College Pipe automatically fills with personalized information (like the coach's name, university details, and athlete facts), saving you significant time while maintaining a personal touch.
Within the messaging interface, before sending, you can specify which coaches at the selected universities should receive the email. College Pipe often allows you to select specific roles like Head Coach, Assistant Coach(es), or the Recruiting Coordinator, frequently defaulting to contacting the head coach and one other relevant staff member.
To protect your email domain's reputation and ensure high deliverability rates, College Pipe implements built-in email queues. These queues manage the rate at which emails are sent, aligning with the typical sending limitations imposed by various email providers.
Here is an overview of the sending limits per minute and per day, depending on your email integration:
Provider | Plan | Limit Per Minute | Limit Per Day (Official) | Limit Per Day (College Pipe) |
Free Gmail | 30 | 500 | 500 | |
Google Workspace | 50 | 2000 | 1500 | |
Microsoft | Free | 30 | 300 | 300 |
Microsoft | Microsoft 365 | 50 | 10000 | 5000 |
Zoho | Free | 1 | Dynamic (50) | 50 |
Zoho | Paid | 5 | Dynamic (500) | 500 |
College Pipe | No Email | 100 | - | Unlimited |
Note: The "Limit Per Day (Official)" refers to the general limits published by the email providers. The "Limit Per Day (College Pipe)" is the specific daily limit enforced by College Pipe through its queuing system when integrated with that provider type. When using College Pipe without email integration, the system sends at a rate of 100 emails per minute with no daily limit enforced by College Pipe itself.
All emails that have been sent or are currently in the sending queue can be monitored within College Pipe. Navigate to the "Mail" section of College Pipe and look under the "Sent" and "In Queue" folders. If your email domain is integrated, these sent emails will also be visible within your own email provider's "Sent" folder, providing a complete record of your outreach. Status updates for each individual email (e.g., sent, opened, clicked) are accessible at any time, allowing you to track engagement.
By adhering to these guidelines and leveraging College Pipe's features for email integration, template usage, targeted sending, and monitoring, organizations can efficiently manage their outreach to coaches, ensuring maximum engagement and successful connections for their athletes.