Email & Member Outreach Guide
Copy-only invites and officer reminders — no marketing lists in UnionOps
When email fits
Use email when members already expect a direct message: meeting invites, urgent updates after a board notice is posted, or follow-up to a flyer. Pair email with print and social so members who miss one channel still see the message.
Public Comms tools (copy / mailto)
Document Generator, Board Notice, and Graphic Maker notice layouts include a copy-only invite email step. UnionOps does not send these messages for you — stewards review, paste into their union inbox, and send manually. RSVP instructions stay in the email body; hybrid tallies use the exported Excel pack.
Officer Hub (separate surfaces)
The Hub Events board offers a copy-only officer reminder draft (R2) and optional SMTP self-remind (R3). Cron at /api/cron/meeting-reminders can email officer roster addresses only when EMAIL_ENABLED and CRON_SECRET are configured. These are not the same template as public Comms invites — do not merge the copy.
What UnionOps does not do
No member marketing lists, no auto-broadcast to the full membership, and no dues or PCI workflows. If your local needs a newsletter tool, use your union's approved mass-email provider and export graphics from Comms separately.
Before you hit send
Confirm date, time, location, and RSVP reply instructions match your board notice and social post. Remove draft placeholders. For member photos in graphics, follow the Photo Consent guide. Keep a local record of who received officer reminders when using Hub SMTP.