Inbox

What is the HOA Inbox?

The Inbox is your board's shared email account. Every HOA on Fourplex gets an address at <your-slug>@hoamail.app, such as your-community@hoamail.app. Messages sent to that address appear as conversations so the board can see the complete history of replies in one place.

Only board members can access the Inbox. Owners and residents who are not on the board do not see it in their navigation.

How is the mailbox organized?

Use the folder rail on a large screen, or the folder menu on smaller screens, to switch between:

• Inbox — active conversations that have received mail.
• Sent — active conversations that include mail sent by your board.
• Drafts — unfinished new messages, replies, and forwards.
• Archived — conversations your board has put away.
• Spam — conversations your board marked as spam.

An active conversation can appear in both Inbox and Sent when it contains both received and sent messages. Archived and Spam conversations appear only in their own folders.

On a large screen, the folders, conversation list, and message reader stay visible together. On a phone or tablet-width screen, tap a conversation to open it and use the back action to return to the list. On those narrower screens, choose folders from the folder menu next to New.

Are read, starred, archived, and spam states private?

No. Mailbox state is shared across the board. If one board member marks a conversation read, stars it, archives it, or moves it to Spam, every board member sees that change.

A new inbound reply marks the conversation unread for the board. If the conversation was archived, the reply returns it to the active Inbox automatically.

How do I find a conversation?

Choose a folder, then enter a search in the Inbox search field. Search stays within the selected folder and checks:

• Conversation subjects and message text
• Sender and recipient names and addresses
• Attachment names
• Shared drafts

Inbox also has an unread-only filter. Search text, results, message previews, and email content are masked from session replay.

How can I tell who replied?

Messages from board members use a stable color accent, avatar, and board-role label so you can scan a conversation and see who answered. Messages from HOA members and people outside the HOA have explicit HOA member or External labels. External messages use a neutral style.

How do I reply and add Cc recipients?

Open a conversation and choose Reply. Fourplex addresses the reply to the latest inbound message's Reply-To address, or to its sender if no Reply-To address was supplied.

You can edit To and show Cc before sending. The reply is sent from your HOA's Fourplex address, not your personal email address, and it stays in the shared conversation.

How do I send a new email?

Choose New Email. Add recipients in To, Cc, or Bcc by typing an email address or selecting an HOA contact. Available contact groups include All Residents, All Board Members, units, and individual members.

Fourplex normalizes and removes duplicate addresses before sending. If the same person appears more than once, the To field takes precedence over Cc, and Cc takes precedence over Bcc.

How do shared drafts work?

New messages, replies, and forwards autosave to the shared Drafts folder. Another board member can continue the draft from another device.

If two people edit the same draft at once, Fourplex does not silently overwrite the newer version. The person with the older copy is asked to reload the latest draft before continuing.

Choose Discard to delete a draft. A sent draft is removed after its outbound message and delivery work are saved successfully.

How do I forward a conversation to all residents?

Open the conversation and choose the ordinary Forward action. The complete conversation is included, and eligible attachments are selected by default. Review the selected attachments, then choose All Residents in the recipient picker.

There is no separate Forward to All button. Forward works the same way for All Residents, a unit, an individual HOA member, or an outside address.

What happens while an email is sending?

Fourplex adds the outbound message to the conversation immediately and shows its progress. Delivery can appear as queued, sending, sent, delivered, delayed, or partially delivered.

If a temporary provider error prevents delivery, use Retry. Fourplex retries only recipients that have not already succeeded, so a successful recipient does not receive a duplicate copy.

If delivery fails permanently, choose the editable resend action. Fourplex opens a draft so you can correct the recipients or content before sending again. Bounces, suppressions, and spam complaints remain visible in the conversation.

How do I archive a conversation?

Choose Archive from the conversation actions. The complete conversation moves to Archived for every board member. You can restore it later by moving it back to the active mailbox. A new inbound reply also reactivates an archived conversation automatically.

How do I mark a conversation as spam?

Choose Mark as spam. The complete conversation moves to Spam and Fourplex blocks its latest outside sender for your HOA.

To recover it, open Spam and choose Not spam. Fourplex restores the conversation and removes the sender block only when that block was created by the same spam action. If a board member separately blocked the address in Inbox settings, that independent block remains in place.

Automated mail that fails Fourplex's spam checks before it enters the mailbox is rejected and audit-logged; it does not appear in the recoverable Spam folder.

How do I manage blocked senders?

Choose the gear next to New Email to open Inbox settings. Enter a complete email address and choose Block. Blocking uses an exact-address match; domain wildcards are not supported. Adding an address that is already blocked has no effect.

To unblock an address, use the X action next to it. Future messages from that address can then reach the Inbox.

How does forwarding to my personal inbox work?

Each board member can optionally receive informational copies of inbound HOA mail at their personal address. Open Inbox settings and change your personal forwarding preference. Your choice does not affect other board members.

The Fourplex Inbox remains the official shared history even when personal forwarding is on. Open the conversation in Fourplex to reply; replying to a forwarded personal copy will not add the response to the HOA thread.

How do I change the HOA email address?

The President chooses the initial mailbox slug during onboarding. It must be 3–40 characters using letters, numbers, and hyphens.

To change it later, open Inbox settings. The previous address continues redirecting for a limited period before it is quarantined and eventually released.

What file types can I use?

Fourplex displays common inbound attachments such as PDFs, images, and Word documents. Attachments can be opened or downloaded from the message card. When forwarding, review the attachments selected from the conversation before sending.