The HOA Shared Inbox is a separate mailbox that collects all messages sent on behalf of your community (rather than from an individual member). It gives Community Leaders a shared view of official community correspondence so that any authorized leader can read and respond.
The HOA Shared Inbox is available to members with the View HOA Shared Inbox permission. Sending messages as the community requires the Send New Message as HOA permission. Some options may be unavailable or appear differently depending on your level of account access.
Log in to Communitrak at https://app.communitrak.com.
Click Messages in the main navigation menu.
In the sidebar, look for the Shared HOA Inbox section below your Personal Inbox.
Click Messages, Important, or Archived under the Shared HOA Inbox heading to browse those folders.
The Shared HOA Inbox has the same three folders as your Personal Inbox (Messages, Important, Archived) but contains only conversations where messages were sent as the community rather than as an individual.
When someone sends a message using the "Send as" option and selects the community name instead of their own name, that message appears in the Shared HOA Inbox. All leaders with access to the inbox can see these conversations, making it easy for multiple board members to stay informed and respond.
Messages in the HOA Shared Inbox show a community icon instead of a personal avatar, and the sender appears as the community name rather than an individual.
Click New Message.
In the Send As field, select your community's name instead of your own name. This field only appears if you have the Send New Message as HOA permission.
Select recipients, set reply options, enter a subject, and write your message as usual.
Click Send Message.
The message will appear in the Shared HOA Inbox for all authorized leaders and will show your community's name as the sender to recipients.
When replying to a conversation in the HOA Shared Inbox, the reply dialog includes a Reply As option. Select your community's name to keep the reply consistent with the original message, or select your own name if you want the reply to come from you personally.
The HOA Shared Inbox is separate from your Personal Inbox. Messages sent as the community do not appear in your personal folders.
Any leader with the View HOA Shared Inbox permission can see all HOA conversations, including those started by other leaders.
Recipients see the community name as the sender. They do not see which individual leader sent the message.
The HOA Shared Inbox is not available to inactive members, even if they have the permission.
Archiving a conversation in the HOA Shared Inbox moves it to the HOA Archived folder for all leaders, not just for you.
If you have questions or need help, chat with Communitrak Support from any page using the messenger icon in the bottom-right corner.
