Knowledge Base / Race Setup / Email Lifecycle & Notifications

Email Lifecycle & Notifications

Last updated: March 2026

Overview

The first 48 hours set the tone for the entire race. Early activity creates a flywheel — people see others logging, they log too. These messages celebrate momentum and encourage anyone who hasn’t joined yet to jump in.

After the first few days, the platform’s built-in features — notifications, streaks, leaderboards, passing alerts — do most of the engagement work for you. Your job is to make the launch loud enough that people notice.

Base Template (Day 1 Launch)

To: All staff
Subject: They’re off! [X] activities logged in the first [X] hours

[Challenge Name] is live! [X] people have already logged activities today.

[Top team] is off to a fast start. It’s not too late to register and join the fun: [link]

Slack / Teams version:

[Challenge Name] is LIVE! [X] activities logged already today. [Top team] is leading. Jump in: [link]

[Attach screenshot of leaderboard or activity feed]

Day 2–3 Highlight

To: All staff or Slack/Teams
Subject: [Challenge Name] update — [fun stat or activity highlight]

Day [X] of [Challenge Name] and things are getting interesting:

  • [Participant Name] logged [unexpected activity — e.g., “45 minutes of salsa dancing”]
  • [Top team] is in the lead with [X] miles
  • [X] total activities logged so far

Still not signed up? You can join anytime: [link]

Photo share version (Slack/Teams):

Love this — [Participant Name] shared a photo from their morning walk for [Challenge Name].

[Attach photo from activity feed]

[X] people are racing. Join: [link]

End-of-First-Week Wrap-Up

To: All staff
Subject: Week 1 of [Challenge Name] — [X] activities and counting

Week 1 of [Challenge Name] is in the books. Here’s where things stand:

  • [X] participants
  • [X] total activities logged
  • [X] miles covered
  • Top team: [Team Name] with [X] miles
  • Top individual: [Name] with [X] miles

[X] weeks to go. Keep moving — every activity counts.

Not in yet? You can still join: [link]

Late Registration Nudge

To: All staff or targeted to non-registered employees
Subject: [Challenge Name] is underway — it’s not too late to join

[Challenge Name] started [X days ago] and [X] people are already tracking activities.

Good news: you can join at any time. Any activity you log from today forward counts toward your team’s total and the leaderboard.

Jump in here: [link]

Captain-to-team version (for captains to forward):

Hey team — [Challenge Name] is off to a great start. We’ve got [X] members logging activities but could use a few more to compete with [rival team name].

If you haven’t signed up yet, join [Team Name] here: [link]

It takes 2 minutes and anything counts — walking, biking, yoga, you name it.

Tips

  • The first 48 hours set the tone. Send at least one message on Day 1 with real activity numbers. Early momentum is contagious.
  • Highlight unexpected activities. Someone logged gardening, dancing, or wheelchair basketball? Share it. It reinforces that “any activity counts” more than any announcement ever will.
  • Screenshots beat text. A screenshot of the leaderboard, the race map with avatars, or a photo from the activity feed will get more engagement than a paragraph of stats.
  • Always leave the door open for late signups. Many people assume they’ve missed the window once a race starts. Explicitly say “you can still join” in every message.
  • Taper off after the first week. The platform’s built-in notifications (weekly progress, badge earned, passing alerts) take over from here. You don’t need to keep sending manual updates.
  • Arm your captains. Give them a short message they can forward to their team. Captain-to-team messages feel more personal than org-wide emails.

Contact support if you have questions.

↑