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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.

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

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

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

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.

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.

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.

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

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.

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