# How to Send Newsletters and Announcements to Your Co-op

## Overview

CooplyHQ's **Bulk Email** tool lets you send newsletters and announcements to every family in your co-op (or a specific group) in just a few steps. You can write a custom message or use a saved template, preview the email before it goes out, and send immediately or schedule for a future date and time.

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## Step 1: Open the Bulk Email Tool

1. Sign in to your co-op admin panel.
2. In the left sidebar, click **Communications**.
3. On the Email Templates page, click **Send Bulk Email** in the upper-right corner.

![Email Templates page showing the Send Bulk Email button](https://kb.cooplyhq.com/uploads/images/gallery/2026-07/portal-admin-emails-desktop.png)

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## Step 2: Choose Your Recipients

Under **Recipients**, select who should receive the email:

| Option | Who receives it |
|--------|----------------|
| **All families (all guardians)** | Every guardian in your co-op |
| **Active members only** | Families with an active membership period |
| **Users with specific role** | Admins, staff, guardians, or members only |
| **Individual families** | Specific households you pick from a list |

The **Summary** panel on the right updates instantly to show how many recipients match your selection.

![Bulk Email compose page with recipient options and live summary](https://kb.cooplyhq.com/uploads/images/gallery/2026-07/portal-admin-emails-bulk-desktop.png)

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## Step 3: Write Your Message

Under **Email Content**, choose how to compose your email:

**Option A — Use a saved template**
1. Select **Use template**.
2. Choose a template from the drop-down. A subject and body preview appear automatically.

**Option B — Write a custom message**
1. Select **Custom message**.
2. Enter a **Subject**.
3. Write the email body using Markdown.

You can personalize any message with these placeholders — CooplyHQ replaces them with real values for each recipient:

- `{{name}}` — recipient's name
- `{{email}}` — recipient's email address
- `{{tenant_name}}` — your co-op's name

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## Step 4: Preview and Test

Before sending, verify the email looks right:

- Click **Preview Email** to see a rendered preview of the message.
- Click **Send Test to Me** to receive the email at your own address and check formatting in a real inbox.

Both buttons are in the sidebar on the right side of the page.

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## Step 5: Choose When to Send

Under **Schedule**, pick a delivery time:

- **Send immediately** — the email goes out as soon as you confirm.
- **Schedule for later** — choose a future date and time. CooplyHQ queues the email and sends it automatically at the scheduled time.

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## Step 6: Confirm and Send

1. Review the **Summary** panel — confirm the recipient count, content, and timing.
2. Click **Send to [N] recipients** (or **Schedule Email** if you picked a future time).
3. A confirmation dialog appears. Review the details and click **Send Email** (or **Schedule Email**) to confirm.

Once sent (or scheduled), a green success message confirms the action. You can click **View History** to see delivery status.

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## Step 7: View Send History and Status

To review past campaigns:

1. Click **View History** from the Bulk Email page, or navigate to **Communications** → **View History**.
2. Use the status tabs to filter campaigns: **Completed**, **Scheduled**, **Sending**, or **Failed**.
3. Each row shows the subject, number of recipients, delivery rate, open rate, status, and sent time.
4. To cancel a scheduled email before it sends, find it on the **Scheduled** tab and cancel it from the Actions column.

![Bulk Email History page showing campaign status tabs and statistics](https://kb.cooplyhq.com/uploads/images/gallery/2026-07/portal-admin-emails-history-desktop.png)

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## Next Steps

You're ready to keep your families informed. Send your first newsletter today — share an upcoming event, a co-op update, or a welcome message for new members.

Want to save time on future emails? Set up a reusable template under **Communications** → **Create Template** so you can send consistent, on-brand messages with one click.