Email Inbox Page

You can access the Email Inbox by clicking the "email, text & phone" main menu page in the software. This will bring up the three pages of email, text, and phone. To go the email inbox click on email. Once you are on the email inbox page you will see the following buttons with their respective functions at the top of the page: Inbox button - This button takes you to the main email inbox for the HOA. Right above this button you will see where it says "your HOA email address is: ____" this is the email address for the HOA and where owners would send emails. Right below the inbox button there is a half circle icon button. This is a refresh button for the inbox and will check if any new emails have come in. To the right of this refresh button is dropdown field where you can show All emails or only show emails with specific label. To the right of this dropdown field there is a search field where you can search across all emails in the inbox. The right of this search bar is a "compose" button. This is where you would go to compose a new email to be sent. Above this "compose" button is an "email settings" button this email settings button takes you to the email settings page where you can change certain settings such as your HOA email address, forwarding email address, whether you want to use a signature in your emails, a place to create custom email groups, and a place to add new email folders or labels for your inbox. To the right of the inbox button there is a "sent" button. This will take you to a list of all emails that have been sent in the software. You can click on the email to open up and view the actual email that was sent and to whom the email was sent. To the right of the "sent" button on email inbox page is an "archived" button. This will show you all emails that have been archived. To archive an email, find the email, click on it to open it up and then click the archive icon that looks like a little file box. You can also archive emails by clicking on the check box out to the left and clicking on the archive icon that pops up at the top of the page. To The right of the "archived" button on the email inbox page is the "trash" button. This will bring up a list of all emails that have been sent to trash. The emails sent to trash will automatically delete after 30 days. To the right of the "archived" button on the email inbox page is the "system generated notifications" button. This will take you to a list of all system generated notifications. These would be notifications that the software sent out automatically based the settings for your HOA. For example the software can send out email invoice reminders, payment receipts, late fee notices, etc., automatically based on your settings. Any email the software sends out automatically will be listed on this "system generated notification's". page. To the right of this "system generated notifications" button on the email inbox page is the "drafts" button. When you click on the drafts button it takes you to a list of all the emails you have started to draft or write but have not sent yet. To the right of the "drafts" button on the email inbox page is a "spam" button. This will take you to the spam page where emails have been sent to the HOA email address but were marked as spam. When you are on the main email inbox page you will see a checkbox out to the left of each email. When you click on that checkbox you will see a new set of icons appear to the right of the "refresh" icon. These icons are different actions you can take for the email or emails you have selected. If you hover your mouse over the icon a description of what that icon will pop up. The icons are as follows in order form left to right: archive, mark as unread, mark as read, label/folder, delete, and mark as spam. When you are on the main email inbox page and click on the "compose" button at the top right you will be taken to a page called "new message" where you can compose an email to be sent. You can select a template that can be used or compose the email on the fly by typing into the text box. When you are composing an email you will see a bunch of different options that are part of this text box where you can change the font size, text type, bold, italicize, underline, superscript, add bullets, numbers, links, images, etc. When composing a custom email you will also see an attachment icon at the bottom left of the text box where you can add an attachment to send with the email, next to the attachment button at the bottom left there is an image button where you can add or upload an image to the email as you are composing it. The other important thing you will want to be aware of is that when you are composing an email, you may have placeholders inside the email that will reference certain pieces of information about that owner or unit. You can see this placeholder dropdown at the top right of the text box where you are composing the email. It is called "insert placeholder" when you click on the "insert placeholder" it will bring up a dropdown with all the placeholders you can use inside the email. For example one of the place holders is [[date]] wherever you insert this placeholder in the email the software will automatically insert todays date when you send the email. Or if you insert the placeholder [[balance]] in the email then when you send the mail the software will insert the current balance of the unit into the email. To the right of this placeholder dropdown there is a question mark icon that explains in more detail how placeholders work. To the right of the question mark icon there is an icon called AI. When you click on this AI icon a popup will come up where you can create a prompt for the AI agent to write something for you. This is a great tool when you need help with some ideas on how to word something or you are trying to compose a message but don't know where to start. For example when the AI prompt box comes up you could as the AI agent too, "write me a letter to announce our upcoming board meeting" once you create your prompt hit the "compose" button and the AI agent will compose an email for you to use. Once you are done composing the email by using a template or composing one manually you will click on the "next" button at the bottom left. This will take you to the page where you select the email group you want to send to whether you want to CC or BCC. You can add units/owners individually. At the bottom of this page you will see a "go back" button, "preview and sending" button, and a "save as draft" button. At anytime you can also click on the garbage can icon at the bottom right to delete the email and start over.