With OfficeRnD Flex, you can send email announcements without using third-party tools. You can communicate with members quickly using branded templates, add images, and attachments. This feature simplifies your communication workflow and helps you deliver important updates, event invitations, and general announcements directly from the Admin Portal.
By the end of this article, you will know how to create an email announcement, choose the right audience, format the content, schedule the message, and review engagement metrics after sending.
Summary
Use Email Announcements to send customized messages directly from OfficeRnD Flex, without needing to use external tools.
Format emails using rich text, links, images, and branded templates to match your workspace style.
Select who receives each email by defining your audience based on location, status, company, member group, and more.
Track open rates to measure engagement and adjust future messages for better visibility and impact.
Why we built Email Announcements?
Your members rely on receiving timely updates about schedule changes, event invites, and important policy notices. Until now, delivering these updates often meant switching between tools, copying content across systems, or relying on third-party email platforms.
Email Announcements simplify this. You can now draft, personalize, and send branded emails directly from your OfficeRnD Flex Admin Portal with no extra software required.
What can you do with Email Announcements?
Whether you're a Community Manager sending a welcome message or part of the marketing team announcing a promotion, Email Announcements help you:
Save drafts and refine your message before sending (coming soon).
Define the "Send From" address so emails are coming out from the right email.
Use branded templates for a consistent visual identity.
Track open rates and engagement to improve future campaigns.
These emails are perfect for:
Sharing event invites, space updates, or policy changes
Welcoming new members or guiding them through onboarding
Promoting offers or services in your space
Sending urgent alerts (like Wi-Fi maintenance)
This gives you complete control of how, when, and what your members hear, without needing external email tools.
Who does this feature help?
Community Managers: Need to send quick updates about upcoming maintenance, event changes, or onboarding? You can now do it directly from the Admin Portal.
Marketing Teams: Deliver marketing-style emails without relying on external tools. Use your brand templates, insert images, and review engagement stats.
Your Members: Members receive clear, well-formatted communications that are free from confusion and clutter, ensuring no missed events or forgotten updates.
Who can send email announcements?
Only admin users with the necessary permissions can use the Email Announcement feature. To give permissions to an admin role:
Go to Settings > Admin Roles and open an existing role or create a new one.
Open the Experience Hub tab.
Click Access and select one of the options.
For Messages & Email Announcements, select the permissions you want to give. You can give view-only or edit permissions:
View-only – The user can only view the Email Announcements page and the sent email. To give this access, set the value of "Messages & Email Announcements" to "None".
Edit – The user can view the Email Announcements page and send new emails. To give this access, set the value of "Messages & Email Announcements" to "Create".
Click Save.
Send a new email announcement
To send a new email to your community:
Go to Experience Hub > Email Announcements and click New Email.
Click Send Email From and select the email address from which your email will be sent. You can choose to send the email from:
Your own email address.
The email address of your location. The "From" email address will be used. Learn how to set up location-specific email addresses →
The email address of your organization. The "From" email address will be used. Learn how to set organization email addresses →
Write the email subject.
Write the email body content. You can:
Use rich text formatting.
Add hyperlinks and attach images in the body text (this is different than uploading files as attachments to the email).
Insert properties, such as
Member Name,First Name, andOrganization Name.
Click Upload to upload files as attachments to the email.
Allowed file formats: Images, PDF, DOC, XLS, PPT.
Max. file size: 20 MB for all files.
On the Audience tab, use the filters to select the recipients of your email.
Each filter works independently, and all filters are combined using AND logic.
This means that a member will receive your email only if they match all filter conditions.
You can see the number of members that meet the criteria. In the screenshot below, only one member will receive the email.
On the Timing tab, select whether to send the email immediately or save it as a draft to review later.
Click Send yourself a test email to see what the email will look like and to confirm that it works as expected.
Click Send to audience now.
Click Send Now to confirm that you have reviewed your email and want to send it to the selected audience.
The selected members of your community will receive your email in their inboxes. Your email will use the email template from your organization to follow your branding style. This includes the header and footer; if you have added your organization's logo, it will also be visible.
Track email delivery and open rates
You can see how many members have received your emails and how many have opened them.
Delivery Rate = Number of Delivered Emails / Number of Emails Sent
Open Rate = Number of Opened Emails / Number of Emails Sent
To view the email delivery and open rates:
Go to Experience Hub > Email Announcements and look at the Delivery Rate and Open Rate columns.
Click the percentage number to open the Email Activity page and review each related event. In the Status column, you can see who received and opened your email, as well as when the sending has failed.
Click View Details to see more information.
Review sent email announcements
To review an email announcement that was already sent, click its subject line. You will see the email content and the audience. You won't be able to edit these emails.
