Communications & Website

WEBSITE MANAGEMENT

Note: When preforming some of these operations, it is often helpful to open a copy of the website in two browser tabs allowing for editing and accessing information at the same time.

SEND EMAIL COMMUNICATIONS TO MEMBERS

  • Log into website as Admin: [email protected] | Southcove19
  • Go to Admin Control Panel and click Communications
  • Select Send email and compose the email. Insert links and/or attached files as needed.
    • Links to docs uploaded onto the website can be copied by right clicking on the uploaded doc and selecting Copy Link Address.
  • Select Send Preview to Myself if a preview of the email is needed before sending the email.
    • Previews will show formatting and allow confirmation that links & image are correctly inserted.
    • Previews are sent to the [email protected] email allowing all Board members to review.
    • A draft of the email will save to the Send Email page until resolved. Only one draft is saved at a time.
  • Select Continue when the draft is ready to send
  • Select the Add dropdown box options to select each type of resident the email should be sent to.
    • Communication such as events, newsletters, warnings or important notices need to go to Homeowners, Residents and Renters
    • Communications regarding HOA members, assessments, annual meeting, and voting only go to Homeowners and Residents
  • Select Continue
  • Select desired option for Replies and When to Send.
  • Select Schedule Message. A Message is Scheduled notice will appear to confirm. 
  • Multiple emails can be scheduled.
  • Once an email is scheduled, it cannot be edited only deleted and then recreated.
  • See active and sent email on the Communications page. Click Details to see full email or delete if needed.

UPDATE ACTIVE BOARD MEMBERS
On Admin Group List, Current Board Member page & Contact Your Board Member page

  • Log into website as Admin: [email protected] | Southcove19
  • Go to Admin Control Panel and Select Groups
  • Scroll the member list and select resident(s) to add to the Board Group
  • Click the highlighted button Add # member to group and click Board Members
  • Confirm member(s) was added and delete members no longer on the Board – see list at bottom of the page
  • Go to the website homepage as Admin
  • Go to HOA Board and select Contact the HOA Board page
  • Select Manage recipients
  • Select Add a recipient. A new entry will appear at bottom of current list
  • Select the Name field and type in member’s last name or scroll until correct member is located and Select
  • Add member’s role into the Title / matters handled field
  • Use the up/down arrow to reposition as needed
  • Delete any members no longer in the Board
  • Select Save and confirm list is correct on the Contact the HOA Board home page
  • Go to Website homepage as Admin
  • Go to HOA Board and select Current Board Members page
  • Select Manage Board Members
  • Select Add a Board Member option. A new entry will appear at bottom of current list.
  • Select the Name field and type in member’s last name or scroll until correct member is located and Select
  • Add member’s role into Title field and Term Ends field
  • Use the up/down arrow to reposition as needed
  • Update any Title/Roles or Term Ends of current Board Members or Delete any no longer on the Board
  • Select Save and confirm list is correct on the Current Board Members home page

CREATE A NEW PAGE TO THE MAIN MENU 
information coming

EDIT THE CONTENT ON AN EXISTING PAGE
information coming

APPROVE NEW MEMBER ACCOUNT REQUESTS
information coming

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SOUTH COVE GMAIL

GMAIL FORWARDING TO ACTIVE BOARD MEMBERS
Update this list when any member change occurs on the Board 

  • Log into [email protected] | south1257coveHOA
  • Go to Settings gear in the upper right and select See All Settings
  • Go to the Forwarding and POP/IMAP tab
  • Click Add a forwarding address and enter the new email address
    • The new member will be sent an email to confirm with instructions
  • Go to Drop Down List and select Remove of any out-going members
  • Confirm that Forward a copy of incoming mail is selected for all current members – edit as needed
  • Select Save Changes

When email is approved by the new member:

  • Go to Settings
  • Go toForwarding and POP/IMAP tab
  • Go to Forwarding section and Click on drop down list to select the new member's name
  • Select Forward a Copy of Email to 
  • Select Save Changes
  • Go to Filters and Blocked Addresses tab
  • Select Create a new filter (at the bottom of the current list in blue)
  • Set the To: field and add[email protected] and click Create Filter
  • Select the Forward it to: drop down field and select the new email address and click Create Filter
  • Confirm that new member was added to the list and delete any as needed
  • Send a test email to [email protected] to validate new member is receiving forwarded emails

ARC GOOGLE GROUPS ACCOUNT
Update this list when any member change occurs on the ARC Committee. Members receive all ARC request forms submitted through the website to their private email
  • Go to google groups
  • Click on [email protected]
  • Go to People and Click Members (located in left side bar)
    • Note current Owners and Members
  • To add new Member, Owner or Manager: click on Add Member
  • Add the members email to the correct box based on role and add an invite message
  • Select Add Member
  • To remove a Member: select the Member and click the minus in a blue circle symbol (upper right).
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MONTHLY NEWSLETTERS


Information coming

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