If you're managing a coworking space and need to notify members about an event, maintenance, or a new perk, switching between tools can slow you down and break consistency. With Email Announcements in OfficeRnD Flex, you can send beautifully formatted emails directly from the Admin Portal—no third-party tools or copy-pasting needed.
Whether it's a quick update or a promotional campaign, Email Announcements help you stay connected with your community, using the email template that reflects your brand.
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
Create and send branded email announcements directly from the Admin Portal.
Choose the “From” address for each email.
Format messages using rich text, links, images, and attachments.
Target members by location, company, status, or membership group.
Preview and test emails before sending.
Track delivery rates and open rates to measure engagement.
When and why to use email announcements?
If you need to inform members about schedule changes, promote events, or send urgent alerts, Email Announcements let you do this directly from the Admin Portal without relying on external tools.
You may want this feature if you manage multiple locations and need to send targeted updates without risking errors from switching between systems. Often, Community Managers use this feature to send quick updates, while Marketing Teams use it to promote offers and services.
What can you achieve?
With Email Announcements, you can send well-formatted emails that reflect your brand and reach only the members who need to see them. You can:
Create messages with rich text formatting, images, links, and file attachments.
Select the sender's email address so members know who the message is from.
Target specific members using filters for location, company, status, and more.
Send emails immediately or save drafts for review before sending.
Track delivery and open rates to see how members engage with your messages.
If you manage several locations, you can send location-specific emails so members only receive updates that apply to their site. Many admins send test emails first to check formatting and accuracy before sending the announcement to members.
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)
Tips for success
Use clear and specific subject lines so that members understand the purpose of the email.
Always preview or send a test email before sending to your full audience.
Choose the correct "From" email address to avoid confusion.
Check that your organization's email template includes the correct branding.
Ensure that member email addresses are up to date to minimize delivery failures.
Avoid sending too many announcements close together to prevent email fatigue.
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 > Account Details > 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.
To edit your email template, go to Settings > Data & Extensibility > Templates > Member Emails and edit the _Email Layout template.
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.
