Email communications for your HOA
Association email that knows who lives where.
Build community emails for residents with portal accounts, select audiences using current property and contact records, and track each recipient’s send status. Keep the mailing rules and message history with the association.
Crestview Meadows
October community update
Email campaign · Draft
- Audience
- Owners in Phase 3
- Eligible recipients
- 42
- Subject
- October roadwork schedule
- Send time
- October 2, 2026 · 9:00 AM
The audience should stay current when a home changes hands.
Saved audience rules select eligible portal users from the community’s current records when used. A board can reach a neighborhood phase or a group of owners without maintaining a separate export.
What you can do
The tools behind the everyday work.
A visual email editor
Compose messages with reusable content and layouts in the same family of editors used elsewhere in totalHOA.
Saved audience rules
Build segments from supported property, resident, and account fields, then reuse them for later campaigns.
Review the audience before sending
See recipient counts and audience changes before committing a message to the send queue.
Personalized test messages
Send a merged test to check how the message reads with the community’s own record fields.
Send now or schedule
Prepare a message in advance, choose its send time, or cancel a scheduled campaign before it goes out.
A record per recipient
Review sent, bounced, failed, complained, and suppressed outcomes with timestamps and recipient filters.
How it works
From the first draft to each recipient’s send record.
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Write the message
Compose the email and set its subject and sender.
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Choose the audience
Select saved rules based on current community records.
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Test and schedule
Review a merged test and choose when to send.
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Review the results
Inspect recipient outcomes and follow up on delivery problems.
Connected by the record
A bulletin opt-out should not hide an account notice.
Community email preferences are separate from transactional messages. Residents can choose newsletter topics while still receiving supported billing and case notifications.
- Use targeted campaigns for selected streets or groups.
- Offer opt-in mailing lists for resident interests.
- Keep audience rules and campaign records through board turnover.
Crestview Meadows
Recipient activity
October roadwork schedule
| Recipient | Status | Recorded |
|---|---|---|
| Jordan Lee | Sent | Oct 2 · 9:00 AM |
| Morgan Reed | Bounced | Oct 2 · 9:01 AM |
| Casey Park | Suppressed | Oct 2 · 9:00 AM |
The right view for each role
Clear for residents. Useful for the board.
For residents
- Choose the mailing-list topics they want.
- Unsubscribe from community bulletins.
- Keep receiving applicable account and case notices.
For boards and staff
- Reuse audiences tied to current records.
- Preview personalized messages before sending.
- Investigate recipient-level send outcomes.
One connected platform
Keep the next step connected.
Email communications FAQ
Questions boards ask.
Campaign audiences include people with portal accounts. An owner with only a contact record and email address cannot join a segment, though they can still receive transactional mail addressed to them directly. Saved audience rules keep eligible recipients current without a separate mailing spreadsheet.
Yes. Use saved segments based on supported community record fields to target a campaign.
Community bulletin opt-outs are scoped separately from transactional messages such as assessment and violation notices.
Yes. The community can offer opt-in mailing lists grouped into categories, with preferences managed by residents.
See Email communications in action
See an audience built from community records.
Walk through the workflow and the records it connects in a totalHOA demonstration.