In most co-ownerships, the board's email is the president's. When the president changes, the history leaves with them. The syndicate now has its own address, which stays with the syndicate.
Choosing the address
In "Settings", the "Email" tab first explains why a syndicate address matters, then asks for a name, for example lebeaumont. The syndicate then receives mail at board@lebeaumont.condoaide.ca, and conseil@, syndicat@, administration@, info@ and contact@ all land in the same mailbox. Once created, the address cannot be changed: it is the one co-owners and suppliers will keep.
The syndicate address is included in every paid plan.
Writing from the Inbox
"New" opens a single editor, and the "To" field decides how the message goes out. A group, such as all co-owners or one floor, makes a broadcast: everyone gets their own copy. People and addresses, such as a roofer and a co-owner, make a shared email, sent from the syndicate's address.
- Formatted text: bold, italics, headings, lists and links.
- Files sent as links. Each file goes out as a link valid for 30 days, which recipients open without a CondoAide account. In the conversation, the board sees when it is opened and can revoke the link.
- Co-owners' addresses protected. If a supplier would see the address of a co-owner in "To" or "Cc", the editor flags it and offers "Move to Bcc".
Notices and announcements also go out from the syndicate's address: a co-owner's reply comes back to the same conversation instead of landing with one director.
Received mail
An email sent to the syndicate lands in the Inbox, and the board is notified. If it comes from a known co-owner or supplier, it is linked to their unit or record. The board can reply from the syndicate's address, or turn it into a request to follow up.
Who reads it, and for how long
- Directors and, if there is one, the syndicate's property manager read the mailbox. Every time a person opens a message, it is logged.
- Email is kept for 36 months, unless it is filed to a record such as a work order, a contract or a dispute, or placed under a legal hold.
- The mailbox is hosted in Quebec, in the Montreal region.
- Mail and its files count toward the plan's storage: 100 GB on Starter, 200 GB on Management and 500 GB on Pro.
Why an address in the syndicate's name, and what the law provides when the board changes: Why a condo syndicate needs its own email address.