Route Update Emails

Route Update Emails let organisers tell a route-specific list of runners when the official GPX changes. Each update is tied to a route version and can include the latest route page and GPX download links.

Open Route Updates

Open the event, find the route and choose Route Updates. The Route Updates area contains the recipient list, import history, email drafts and delivery history for that route.

Manage Recipients

Recipients belong to one route. You can add, edit, search and delete individual recipients or remove the current list. Deleting current recipients does not remove historical delivery records from updates that were already sent.

Each recipient can have a first name, last name and email address. The email address is required and duplicate active addresses are not added twice.

Import a CSV List

1. Download the SummitGPX recipient CSV template.
2. Add first name, last name and email values, then save the file as CSV.
3. Choose Import CSV and select Merge or Replace.
4. Review the preview, sample rows, invalid rows and the number of recipients to add, update or remove.
5. Confirm the import. Replace mode requires an extra confirmation when recipients will be deleted.

Merge adds new recipients and updates matches while leaving everyone else in place. Replace makes the uploaded CSV the current list and deletes active recipients missing from it.

Create a Route Update

Create a draft from the Route Update History area. Enter:

• Subject: the email subject runners will see.
• Importance: Standard, Important or Critical.
• Change notes: a clear explanation of what changed and what runners need to do.
• Route version: automatically set to the current version for a new draft and then kept read-only.

Saving creates a draft and opens the preview. It does not contact recipients.

Preview and Send a Test

The preview shows desktop HTML, mobile HTML and plain-text versions. Review the route name, event, version, distance, ascent, change notes, route page link and GPX download link.

You can send a clearly labelled test to your own authenticated email address. The recipient list is not used for test emails.

Branding

Where white-label branding is included, Route Update emails can use the organisation's logo, accent colour, theme and button style. The sender name is shown as the organiser via SummitGPX. Otherwise, SummitGPX branding is used.

Mark Ready and Send

Marking an update Ready confirms the content has been reviewed; it still sends nothing. When you choose Send Route Update, SummitGPX creates a delivery job and fixes a snapshot of the current recipient list for that send.

Once an update is queued or sent, it cannot be edited or returned to draft. Later recipient-list changes do not alter that historical delivery job.

Track Delivery

Open Job Details to see overall progress, processed and pending recipients, delivery status counts, retry timing and the job timeline. Route Update History keeps draft, queued and completed sends together with their recipient totals.

Delivery Safety

SummitGPX records delivery feedback from the email provider. Addresses that hard bounce or generate complaints can be suppressed from later sends. Temporary delivery problems may be retried automatically.

Best Practice

• Only import people who should receive operational information about that route.
• Check the current route page and download the latest GPX before drafting the email.
• Use Critical only for changes that need immediate attention.
• Tell runners whether they need to delete an old file and download the new one.
• Send an organiser test and check every link before marking the draft Ready.
• Review the delivery job after sending and handle failed or bounced addresses through your normal event communications process.