3. Bulk Sending Forms

Send e-signature forms to an entire roster quickly and accurately.

When to Use Bulk Send

The Bulk Send feature lets you send an e-signature form to all members of a selected roster in just a few clicks. This is the fastest way to ensure every student athlete receives and signs a required form — without having to send each one individually.

Bulk send is available only for forms that require a single signer (e.g., the student athlete or recruit). If the form requires multiple signers, such as a parent/guardian signature, you’ll need to use the individual send process instead.

Accessing Bulk Send

Navigate to Forms > Forms List.
Locate the form template you want to send.
If the Send icon is clickable, bulk send is available.
Click the Send icon to launch the send modal.

Step-by-Step Bulk Send Process

Step 1 – Select Your Team

The modal will prompt you to choose a roster.
Once selected, all athletes on that roster will populate in the recipient list.

Step 2 – Adjust Recipients

You can:

Select All athletes on the roster.
Deselect All athletes.
Manually deselect individual athletes.

This is especially useful for:

Under 18 Athletes – Remove minors who need a separate parent/guardian signature.
Special Exceptions – Remove anyone who should not receive this form (e.g., already completed offline).

Step 3 – Review the Email Preview

WinWon automatically personalizes the message with:
- Athlete’s name using the First Name wildcard
- Your school/institution name
- Unique form link
Do not edit the Form Link placeholder — it is replaced automatically with the correct link for each recipient.
Make any optional changes to the message text before sending.

Step 4 – Confirm & Send

The bottom of the modal will confirm how many recipients the form will be sent to.
Click Send Form to start the process.

Step 5 – Sending Status

As the forms start to send, you’ll see a real-time progress indicator:
- It will say "Sending form to Student Athlete Name (1/17)..." then "Sending form to Student Athlete Name (2/17)..." until all are sent.
Bulk send is fast — sending 30 forms takes just seconds. Let the progress page run until they are done sending!

Multi-Sport Athletes – Built-in Protection

If a student is on multiple rosters, WinWon ensures they only receive one request for a given form:

If you send to Roster A first, those athletes are marked as having received the form.
When you send to Roster B, any athlete who already received it will be greyed out with a note showing either Pending or Completed based on their signing status.

Best Practice – Handling Minors in Bulk Send

Use the Under 18? system field to track which athletes are minors.
When sending in bulk, these athletes will have a visible “Under 18” chip next to their name in the modal.
Remove them from the bulk send and send separately via the Individual Send process with a configured parent/guardian signature.
For instructions on setting up and maintaining the Under 18 field, see Best Practices for Sending Forms to Minors.