MailRoom

MailRoom is an all-in-one hub for managing and sending communications in ManageCasa. It allows you to create, send, schedule, and track communications while maintaining a history of correspondence sent to your recipients.

From MailRoom, you can access the following sections:

• Insights – Provides analytics and reporting related to your property management communications.
• Communications – Allows you to send communications and view communications that have been sent or scheduled.
• Templates – Allows you to create reusable and customizable communication templates using variable information from contacts, properties, leases, and associations.
• Layout Components – Allows you to create reusable headers, footers, and signatures for your communications and templates.

• Archived Templates – Stores deleted templates and allows you to restore them or permanently delete them.

   

Before You Start

Before sending a communication through MailRoom:

• Make sure you have access to MailRoom.
• Determine whether you will send a Communication Template or a PDF.
• Prepare any files or attachments you want to include.
• Identify the intended recipients or recipient groups.
• Determine how and when you want the communication to be delivered.
• If using a template, make sure the template content and Layout Components are up to date.

Steps

Step 1: Choose What You Would Like to Send

1. Go to MailRoom from the left-hand menu.
2. Click Send Communications to begin.
3. Enter a name for the communication.
4. Select how you would like to create the communication:
   • Template
   • PDF

Template : Select Template if you already have a Communication Template created.

1. Select your preferred template from the Templates dropdown.
2. Review the template and make any necessary changes.

PDF : Select PDF if you already have a PDF document prepared.

You can either:

• Select a PDF file stored on your computer, or
• Select a file already stored in your ManageCasa Files.

5. Once you have selected your preferred option, click Create Draft.

Step 2: Select the Recipients  (Estimated Audience)

1. Click Add Recipients Group.
2. Choose whether the recipient group should Include or Exclude recipients.
   • Include: Adds people who match the selected criteria to the audience.
   • Exclude: Removes people from the audience, even if they are included by another recipient group.
3. Select the Record type:
   • Associations: Select an association to include contacts associated with it.
   • Properties: Select properties to include the contacts associated with those properties.
   • Contacts: Select specific contacts as recipients.
4. Choose how you want to select the recipients:
   • Pick Manually: Select specific records individually. The recipient selection remains fixed.
   • By Filters: Define rules for selecting recipients. The audience is dynamically evaluated against the current data when the communication is sent.
5. Click Save Group once your recipient settings are complete.
6. Review the estimated audience to confirm the number of recipients.
7. Click Continue.

Step 3: Add Attachments

ManageCasa allows you to include invoices and other attachments with your communication.

Include Invoices : Choose from the available invoice options:

• No Invoice
• Include Outstanding Invoices
• Include Past Due Invoices

You can also add other attachments if needed.

1. Select the appropriate invoice option.
2. Add any additional attachments.
3. Click Save and Continue.

Step 4: Set Up the Mailing Options

Configure when and how you want the communication to be delivered.

When do you want to send it? Choose one of the following:

• Immediately – Sends the communication as soon as it is submitted.
• Specific Date – Schedule the communication to be sent on a selected date.

How do you want to send it? Choose your preferred delivery method:

• Send via RealMail™ (USPS) - Sends the communication through USPS to eligible registered users with a mailing address. The system will also display an estimated cost for sending the communication.
• Send Communication by Email - Sends the communication by email to eligible registered users with an email address.
• Send as ManageCasa Message - Sends the communication through ManageCasa to eligible registered users.
• Print Locally - Download the communication as a PDF so you can print and distribute it separately.

1. Select your preferred delivery method.
2. Click Save.

Final Step: Send, Save, or Discard the Communication

After completing all the required steps, review your communication before taking the final action. You can choose from the following options:

• Send Communication – Sends the communication immediately or schedules it based on the selected date.
• Close – Closes the communication and automatically saves it as a draft so you can return to it later.

• Discard Draft – Removes the draft if you no longer need to send the communication.

   

Important Notes

• Communications created in MailRoom are stored in the Communications section.
• You can open a communication to preview, edit, or duplicate it.
• Scheduled communications can be canceled, edited, or rescheduled before they are sent.
• Closing a communication automatically saves it as a draft.
• After a communication has been sent, you can open it from the Communications section to review its performance and delivery status.
• The communication details can show which messages were successfully delivered and which failed.
• When using By Filters to select recipients, the audience is dynamically evaluated using the current data when the communication is sent. Review your filters carefully before scheduling or sending.

• Delivery options may only be available for recipients who meet the requirements of that delivery method, such as having a registered account, email address, or mailing address.

   

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!