---
title: "Equiem One - Email Communications"
canonical: "https://help.getequiem.com/space/CS/1917321217/Equiem%20One%20-%20Email%20Communications"
format: markdown
---
> Macro (toc)
# Release Details
**Product**: Equiem One
**Release Date**: 10/30/2025
**Summary:** Modern email creation is now built into Equiem One, with templates, greater customisation, previews and detailed reporting
# Overview
## Email Communications
### Background
Email has always been one of the most important ways our customers communicate with their building and community. Until now, this functionality lived in Iris, but we’ve rebuilt it better directly into Equiem One. This continues to bring us closer to a single place to manage everything within Equiem One.
The new email experience gives you more flexibility and a modern look and feel. It’s designed not only for Marketing Managers to create branded newsletters, but also for Property and Building Managers to highlight critical operational updates, making building communication simpler and more effective.
---
### Accessing Email Communications
> ⚠️ This feature doesn’t need enabling at a site level but you need the `Communications Adminstrator` role in order to access it.
> ⚠️
> ⚠️ This role can be assigned to a user’s profile providing you have one of the following roles already:
> ⚠️
> ⚠️ - Super Administrator
> ⚠️ - Regional Manager
> ⚠️ - Property Manager
> ✅ **Please note we’ve automatically assigned this new** `Communications Administrator` **role to any existing user account which sent an email from Iris within the 12 month period of July 2024 - July 2025.**
If you’ve been granted the new `Communications Administrator` role, simply log into Equiem One and select the `Email Communications` option in the left hand side menu. Alternatively navigate directly to `equiem.one/communications`.
---
> ✅ If you’d rather watch a video overview of this new functionality, check out [the training video](https://www.youtube.com/watch?v=e21q1AHitZ8)!
### Creating an Email
> ℹ️ If you have access to multiple sites, at which you have the `Communications Administrator` role, you’re able to view and edit emails for all of these sites. This doesn’t however apply when creating a new email. When creating a new email, the particular site you have chosen in the left hand side menu will be the site you create the email for:
> ℹ️
> ℹ️ 
#### Choosing a Template
We currently offer two kinds of emails, each with its own template:
- `Spotlight`
- For simple, single-focus updates. Either highlight an item (event, deal etc.) or create a fully custom message with your own content.
- `Newsletter`
- Highlight an important item (event, deal etc.) and share multiple items in one polished, easy-to-read email.
Once you’ve selected your chosen template, simply select the `CREATE EMAIL` button to begin drafting your email:
> ✅ If you would like to see further templates added in the future please let us know via the below option:
> ✅
> ✅ 
---
### Drafting an Email
#### Form Overview
The email form is comprised of two columns:
1. The left hand column is where you configure the content and layout of your email.
2. The right hand column shows a real-time preview of the email you are creating.
#### Newsletter Format
The below section covers off all of the different form fields, available on this template, and how each of the individual features work.
#### Subject
There’s nothing particularly glamorous about the `Subject` field 😀 . There’s a limit of 255 characters but we do support the addition of emojis 🥳
#### Audience
For consistency sake, the `Audience` settings behave the same way they do across other parts of the platform however we’ve made some minor improvements:
1. Below the `AUDIENCE` field we’ve modified the name of the checkbox so it’s clearer what it does: `Bypass subscription settings for this audience`
The help text provides extra context of what this feature is for:
`When selected, this email will be sent to all recipients in your chosen audience, even if they've opted out of email communications. Use this only for mandatory announcements.`
2. When this checkbox is ticked, it adds a banner to the email to inform end users why they are receiving emails even if their subscription settings are set to off. We’ve improved how the banner is displayed and also moved the position of it slightly higher up the email so it sits above the footer section:
#### Header & Footer Section
This particular section allows you to choose a different header & footer combination. Refer to [this section](#Header-%26-Footer-Images) below for a full understanding of how this feature works.
Expand the accordion and you’ll see the `Default` header & footer pair and any other combinations available to use for your email.
Simply select the particular combination you want to use for your email.
> ℹ️ If only a `Default` option is shown, it means there are no other existing pairs. Refer to [this section](#Managing-Header-%26-Footer-Pairs) for how to add new pairs.
#### Add Hero Content Section
This new section lets you prominently highlight key content at the top of your email. You can also use it as an introduction to your other content, including just a heading and a short snippet of text if you prefer.
##### Select Content
As the name would suggest, you can select existing content from Iris and highlight this at the top of your email.
Select `BROWSE CONTENT` to choose content from your site to feature at the top of the email:
> ℹ️ The ordering of content is from whatever date is closest to today.
> ℹ️
> ℹ️ - For `News/Building Info content` they are ordered using the `Published date`
> ℹ️ - For `Deal content` they are ordered using the `Created/Updated date`
> ℹ️ - For `Events` they are ordering using the `Start date`
> ℹ️ When you choose content, the Title, Image and Excerpt will be pre-filled into the form fields. We added the capability of overriding the `Heading` and `Body` fields so that they can be tailored more for the particular email.
> ℹ️
> ℹ️ ***Any modifications to these fields doesn’t update the actual content in Iris, it only applies to the email.***
> ✅ Use the `FILTERS` and search functionality to locate a particular piece of content or filter by type and status.
> ✅
> ✅ We now support the ability to select individual event occurrences in emails 🎉. What that means is if you have an Event, with multiple occurrences in the future, you can choose any of these occurrences to include in the email.
##### Insert Your Own
Alternatively, you can curate your own copy and configure any combination of introductions using the optional fields:
- Heading
- Image
- Body
- Button
For example, you could simply add an introduction to the top of your email and include a prominent CTA button if you’d like. It’s entirely optional what you include:
#### Add Content (2-Column Layout) Section
Another advantage of the `Newsletter` type is the option to include content in a clean, easy-to-read two-column layout.
Select `BROWSE CONTENT` to choose the content from your site that you want to include in your email:
> ✅ You can select multiple content at once and use the `FILTERS` and search functionality to locate particular content or filter by type and status.
> ✅
> ✅ We now support the ability to select individual event occurrences in emails 🎉. What that means is if you have an Event, with multiple occurrences in the future, you can choose any of these occurrences to include in the email.
> ℹ️ The ordering of content is from whatever date is closest to today.
> ℹ️
> ℹ️ - For `News/Building Info content` they are ordered using the `Published date`
> ℹ️ - For `Deal content` they are ordered using the `Created/Updated date`
> ℹ️ - For `Events` they are ordering using the `Start date`
Add the content to the email and you’ll see them displayed in the preview:
> ✅ If you need to rearrange the order of the content posts, simply use the up/down arrows:
> ✅
> ✅ 
---
#### Spotlight Format
> ℹ️ All aspects of the `Spotlight` email are exactly the same as outlined above on the `Newsletter` type with the exception that it doesn’t include the section `ADD CONTENT (2-COLUMN LAYOUT)`.
---
### Sending a Preview
> ✅ You can enter up to 10 individual email addresses to send the preview to.
If you want to test how your email looks, before sending it to your audience, select the `SEND PREVIEW` button at the bottom of the preview section. You’ll be presented with a modal where you can enter a comma separate list of up to 10 email addresses. Your logged in email address will be added by default:
Select `SEND PREVIEW` and the email will be dispatched to the nominated email addressed.
The email you receive will be prepended with `PREVIEW` so you can clearly differentiate that it’s a preview.
---
### Saving a Draft
At any point during the creation of your email, you can save it as a draft via the `SAVE DRAFT` button at the bottom of the form:
Upon saving your draft, you’ll be redirected back to the `Draft` tab in the main list view.
#### Editing a Draft
To edit an email simply click the particular row in the `Draft` tab and you’ll be redirected into the email form to continue drafting your email.
---
### Scheduling an Email
When you’re ready to send your email to the target audience, you can do one of two things:
1. Send it straight away (`SEND NOW`)
2. Schedule it for a future date/time (`SCHEDULE NOW`)
In the footer of the email form, you’ll see the options to do this:
If you choose to send it now, you’ll be shown a final confirmation message before confirming to dispatch the email to all users in your selected audience.
If you select the `SCHEDULE` option, you’ll be shown two additional fields which allow you to configure a date and time in the future for when you want the email sending:
Simply select the correct date and time and then select the `SCHEDULE NOW` button:
You’ll automatically be redirected into the `Scheduled` tab on the list view page where you’ll see your email:
If you want to unschedule the email, simply select the `Unschedule` option in the operations menu on the far right hand side and this will move your email back into a draft state.
---
### Header & Footer Images
One of the other great features of the new functionality is the ability to tailor the header and footer images to suit the particular type of email you are sending. This is really useful if you want to bring more attention to a type of email for example marketing updates or important operational updates.
#### Accessing Header & Footer Pairs
To view and modify existing header & footer pairs, navigate to the `Settings` page:
On this page you can view existing combinations and add new ones:
> 📝 You can have a maximum of 6 header & footer combinations per site.
> 📝
> 📝 The `Default` combination cannot be deleted. In order to change the default header and footer pair, you need to go into Admin Panel site settings and modify them:
> 📝
> 📝 
#### Managing Header & Footer Pairs
To add a new pair, simply select the `NEW HEADER AND FOOTER PAIR` button in the top right hand corner. You’ll be presented with a modal where you can upload a new pair.
Simply give your pair a name and upload the images. We will automatically resize images to 600px width to ensure they display correctly in emails.
> ✅ Both the header and footer images are optional, giving you the flexibility to mix and match different combinations, for example:
> ✅
> ✅ - Header image but no footer image
> ✅ - Footer image but no header image
#### Choosing Header & Footer Pairs in an Email
Refer to [this section](#Header-%26-Footer).
---
### List View
When navigating to the `Email Communications` feature, the default landing page is the list view.
> ℹ️ If you have access to multiple sites, where you have the `Communications Administrator` role, you’re able to view and edit emails for all of these sites all within the same view.
This section is split into 5 separate tabs:
- Draft
- Any emails which are yet to be sent i.e. are still being worked on.
- Scheduled
- Any emails which are scheduled to be sent for a future date/time.
- Sending
- Any emails which are currently in the progress of being sent. When an email is sent, it may temporarily show up in this tab. More often that not you’ll see it in the `Sent` tab if it has already been sent.
- Failed
- Any emails which fail to be sent.
- Sent
- Any emails which were successfully sent.
> ℹ️ You can filter emails in the tabs by:
> ℹ️
> ℹ️ - Site (if you belong to more than one)
> ℹ️ - Email Type
> ℹ️
> ℹ️ 
---
### Reporting
> ⚠️ Email open and click metrics provide insight into engagement. Some email clients and security tools (e.g. Apple Mail, corporate firewalls) may block tracking or trigger false positives, so results are indicative rather than exact.
#### Equiem One Email Reporting
##### Sent Tab
Within the `Sent` tab, we include 3 reporting metrics:
- Sent Count
- `Total emails the system attempted to send. Delivery may fail if addresses are invalid or blocked.`
- Open Rate
- `The percentage of all sent emails that were opened by recipients. (unique opens / sent count * 100)`
- Click Rate
- `The percentage of all sent emails where a recipient clicked at least one link. (unique clicks / sent count * 100)`
##### Detailed Reporting Page
> ℹ️ New activity may take up to 15 minutes to appear in the detailed report page.
You can also view a dedicated report page for a particular email. Simply select the particular email in the `Sent` tab and you’ll be redirected to the report as per the below example.
On this detailed report page, you’ll get an overview of the following data points for the particular email:
1. A summary section is shown at the top detailing who the email was sent to and when
2. The `Open rate` and `Click rate` is also shown on this page in addition to the `Click to open rate` which is calculated based on `The percentage of opened emails where a recipient clicked at least one link. (unique clicks / unique opens * 100)`
3. In the `Reports` section there are 5 graphs:
1. Unique opens by Company
1. Total unique users who opened this email by company.
2. Unique opens by Industry
1. Total unique users who opened this email by industry.
3. Unique clicks by Company
1. Total unique users who clicked at least one link in this email by company.
4. Unique clicks by Interest
1. Total unique users who clicked at least one link in this email by the interests listed in their profile.
5. Email Opens Over Time
1. Total email opens over time from when the email was sent. Includes multiple opens by the same user.
In addition to these graphs, you can also see the count of clicks on the email preview. These click stats can be toggled on/off using the `Show click data` button at the top of the preview:
#### Reporting Application
As of 12/15/2025 , aggregated reporting for the new Equiem One emails is now available in the Reporting application via the `Outgoing Comms` tab. In addition to adding this data, we’ve also made several improvements:
1. There’s a new filter control at the top of the page which allows you to filter email data on the `Source Application` i.e. whether your email was sent from `Iris` or `Equiem One`. This means you can see historic Iris data and new Equiem One data:
2. We’ve improved the scorecards at the top of the report. They were originally represented like this:
They’re now represented as follows:
We’ve made the following improvements:
1. The original scorecard `Newsletters Sent` has been updated to be explicit what it includes:
1. It’s been renamed to `Sent Email Communications`. Although it was previously called `Newsletters Sent`, it didn’t only correspond to Newsletter emails.
2. It only includes email communications sent from either the Iris or Equiem One application
2. We’ve added a new scorecard called `Average Click to Open Rate`. **Please note that the **`Average Click Rate` in the original report actually corresponded to the `Average Click to Open Rate`. Now you’ll see both the `Average Click to Open Rate` and `Average Click Rate` listed separately.
3. We’ve made it clearer how these figures are calculated by adding the calculation in grey text underneath the title e.g. `Average Open Rate` = `unique opens / sent count`
4. The `Click to Open Rate` is also included on the `Email Click/Open Rates & Unsubscribes` line chart.
5. Several of the graph titles have been updated to be clearer what they correspond to.
6. We’ve improved the table which lists all of the emails so you can now determine which application they were sent from and what type of email it was. An `Application` and `Type` column have been added:
In addition, we’ve also removed the `pushes` column from this table because it doesn’t relate to Emails and would always show a figure of 0.
7. Finally, all `Push Interactions` data has been moved to the bottom of the report and from any original graph/table where it didn’t make sense to include it.
---
### Linking to a Specific Page
> ✅ This is a new feature added on 11/26/2025
We’ve added the capability of linking to a specific page/section when using the `Insert your own` option in either the `Spotlight` or `Newsletter` types. This allows you to direct someone to one of two pages:
- Home page
- Deals page
When an end-user clicks the button in the email, it will:
1. Take them to the web page if opened on their desktop device
2. Direct them straight into the mobile app or prompt them to install the app if it’s not already installed (providing the site [has dynamic linking enabled](https://help.getequiem.com/space/CS/1798799361/Dynamic+Links+-+Smart+Email+Links))
#### Configuration
1. Select the `Insert your own` option in the `ADD HERO CONTENT` block:
2. Scroll down to the `BUTTON LINK` field and you’ll see a link button in that field:
3. Select the button and a modal will be shown allowing you to select on of the two options:
1. Home (This will take the user to the home page on web or mobile)
2. Deals (This will take the user to the deals page on web or mobile)
4. Once you’ve selected the page to link to, you’ll be returned back to the form and the `BUTTON LINK` will be pre-filled with the correct link.
**Ensure you do not modify the link otherwise it won’t dynamically direct the end-user to the correct web or mobile screen. If you no longer want to link to a page you can delete the link and start afresh.**
5. You can configure all other aspects of the `Insert your own` sections as you wish.
---
## FAQs
| **Question** | **Answer** |
| --- | --- |
| Do I need another role to access this feature? | Yes, there is a separate role called `Communications Administrator` which permits you access to the new functionality. |
| If I belong to multiple sites can I access emails all at the one site? | Yes. Providing you have the `Communications Administrator` role at all of these sites, you can view and edit emails all within the one site. |
| Is the email functionality still available in Iris? | For now yes. We highly recommend using the Equiem One functionality instead as it’s far more advanced and optimised to look great across all email clients.
Due to the new functionality existing in Equiem One, we’ve removed 3 of the existing Iris shortcuts from the left hand side menu:
 |
| What content types can I include in emails? | The following types of content are currently supported:
- Event (Iris)
- News (Iris)
- Building Info (Iris)
- Deals (Marketplace) |
| Are any of the other Iris communication features now in Equiem One? (Push Notifications & SMS) | Not yet. The longer term goal is to also bring these into Equiem One. |
| Are there any things I’m no longer able to do, which could be done using the Iris email functionality? | There are a few things related to the `Email Notification` communication type in Iris:
1. There is no longer a dedicated section to upload attachments to emails.
1. If you want to add attachments you can include links in the main body of the email.
2. You can’t insert a token for `First name, last name or email`
3. You can’t insert an image directly into the body section of the text editor
4. You can’t modify the email `Reply-to-address`
In addition to the above items, it’s currently not possible to copy an email from one site to another, as could be done in Iris.
> ℹ️ We assessed utilisation of these features and they were low. We instead focused our efforts on features which had a greater benefit. Although we won’t rule out bringing these features back, we do not have any plans right now. |
| Are any features named differently compared to what was in Iris? | No, we’ve not made any changes to existing features of emails. Any new features have been named, and built, in a way that’s intuitive to end users.
Iris did however have 3 separate email types. Here is a guideline for which template you’d use in the new functionality in Equiem One:
- Newsletter
- Use the template `Newsletter`
- Email Notification
- Use the template `Spotlight`
- Single Post Notification
- Use the template `Spotlight`
> ℹ️ The above suggestions are a guideline only. We recommend getting familiar with the new functionality and experimenting with ways in which you can send new email variants. |
| What happens if I include content in the email which has a segmented audience i.e. not visible to `All` users? | The content will still be included and visible to all users when viewing the email, however, only people who belong to the segmented audience will be able to see the content when clicking on it. Anyone outside of the audience will see a message informing them that they cannot see the content because they aren’t part of the target audience.
> ⚠️ This behaviour is consistent with how it worked in Iris. If you want to include targeted content then we recommend ensuring that the email audience is set to the same audience as the content’s audience. |
| Can I send email communications, in Equiem One, from my mobile device? | Not currently. The new features are built for desktop and not optimised for mobile. |
| Have any improvements been made to reporting? | Yes.
**Equiem One**
We have a detailed reporting page in Equiem One for each email. Refer to [this section](#Reporting) for more details.
**Reporting Application**
We are including reporting data for the new Equiem One functionality within the `Outgoing Comms` tab of the reporting dashboard. Refer to [this section](#) for more details. |
| Can I link to other pages apart from Home and Deals? | Not at this stage. |
| I can’t see the `Deals` page to link to, why’s that? | The `Marketplace` module must first be enabled for the site in Admin Panel. |