8.10 Combined communication

In several instances within a HOA, you have to send communication to your owners, be it for provisions, meeting invitations, hoa communication, etc. 

To limit the amount of emails/letters an owner gets in a day (and so also limit costs from letters), it is possible to combine communication to send for example a provision request and meeting invitation as one mailing instead of two.

To see how to send combined communication, follow the steps below:

Step 1. Create the meeting invitation, to see how, follow these steps: 4.04 Managing and sending meeting invitations

Once opened, you will see a checkbox 'Send combined communication'. Click this for the first mailing and click send.

Step 2. Create a provision request, to see how, follow these steps: 3.10 Requesting provisions

Once opened, you will see a checkbox 'Send combined communication'. Click this for the second mailing and click send.

Step 3. Navigate to mailings -> created communication.

Here you will see an overview of all the mailings with status 'send later', basically all mailings that have been marked as 'combined communication'. 

To combine the mailings we have created in step 1 and 2, click on the pencil at the top right and select the two mailings. You will see a new button light up (see below). Click this button to combine the mailings.

Step 4. Setup the combined mailing

In part one, you will see an overview of the mailings that are being combined as confirmation.

In part two, you will see the mailing setup with the owners receiving the communication, with for each owner all the respective documents added in attachment.

When combining two mailings, the letter and email will be empty and you will have to create a new one. 

For this, it is possible to create a template in the context 'Combined communication'. To see more information about this, navigate to this page: 1.07 Automatic & manual message templates (also see screenshot below).

Once you have finished creating the combined mailing, click the button 'Combine and save'.

You will now be able to find the combined mailing under the tab 'Mailings', where you can preview and send it.