Communication Templates

Communication Templates in MailRoom allow you to create standardized and customizable message templates that can be reused for future communications.

Using templates can help:

• Maintain consistency across communications.
• Save time and improve efficiency.
• Ensure important information is included in recurring communications.
• Support communications that may need to follow legal or regulatory requirements.
• Standardize communications when multiple team members are sending messages on behalf of the association.

Depending on your communication needs, you can also configure attachments, recipients, and delivery methods when preparing a template to send.

Before You Start

Before creating a Communication Template:

• Make sure you have access to MailRoom.
• Determine the purpose and intended audience of the communication.
• Prepare any content, attachments, or branding you want to include.
• If you plan to use dynamic information, identify the appropriate tags/variables to include in the template.
• You can also use an existing ManageCasa template as a starting point and customize it to meet your needs.

Here are the steps to create your own templates:

1. Log in to your ManageCasa account.
2. Go to MailRoom from the left-hand menu.
3. Click Templates.
4. Click Add.
5. Enter a name for your template.
6. Select a section for the tags you want to use in the template.
   • You can leave this option unselected if you want the system to make all available elements accessible.
7. If preferred, select an existing template provided by ManageCasa and customize it to fit your needs.
8. Once your selections are complete, click Create.
9. The system will open the template editor, where you can customize the template.
   • Add or edit the content as needed by typing directly into the editor or dragging and dropping the available variables into the appropriate fields.
   • You can change the format and orientation to Portrait, Landscape, or Email.

When you are finished, choose one of the following options:

Save Updates

Click Save Updates to save the template for future use. You can return to the template later and make additional edits as needed.

Prepare to Send

Click Prepare to Send if you want to use the template immediately or schedule it for a future date.

The system will save the template and take you to the Send Communication page, where you can configure the communication, including the recipients, attachments, and delivery method.

Important Notes

• The Send Communication feature is available for PDFs and Communication Templates.
• It is recommended to create and save a template before using the Send Communication feature for recurring or standardized communications.
• Templates can be edited after they are created to keep the content current.
• A Communication Template that has already been sent can be duplicated and reused for the same purpose or a similar audience.
• Before sending a communication, review the recipients, content, attachments, and delivery method to make sure everything is correct.

Need Help?

If you have any questions or need further assistance, feel free to reach out to the ManageCasa Support Team or visit our Help Center for more guides and troubleshooting steps. We’re always here to help!