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Group & Team Communication

Send an Email to Group or Team Members

Users with permission can email some or all of the members of a group or serving team.

Although you can email people from many areas in Realm (pathways, profiles, custom queries, and more), most communication centers on groups and volunteer teams. To email participants efficiently, go directly to the group or team and select recipients from the participant list.

Administrators and users with permissions to communicate can email members of a group. As an administrator or user with permission, you are automatically copied on any email you send to your group. (Remember, if communication is enabled, group and serving team leaders can communicate with participants from the Connect App.)

If a member has the family position of Child, his or her parents will also receive the email. If the child is connected to multiple families, the parents in both families will be emailed.

Note: If a child and parent share an email address, only one email is sent to that address. In the email history log, this will show as only one email, and might show the child's name as the recipient instead of the parent.

After you send an email, you are told the number of participants who received it and the number of participants who did not. You can then have this list sent to you or immediately download it through your browser. The spreadsheet contains each individual's contact information.

Some things to keep in mind with emails:

  • An email can't be saved as a draft, though you can schedule it to send later.
  • Leaders are automatically included in the recipient list. The staff member or administrator sending the email is also included, whether or not they're a member of the group.
  • To review an email after you send it, go to My Communications. See View My Email History
  • If you are drafting a rather long email, or feel like you will need extra time to write, consider drafting the email in Microsoft Word or some other word processing program then cut and paste it into Realm.
  1. Do one of the following:
    1. Groups:In the top-left corner, click your site name then Realm. Then click Groups > All Groups.
    2. Teams:In the top-left corner, click your site name then Realm. Then click Volunteers/Serving > Volunteer Teams/Serving Teams
  2. Click the name of the group or team from the list, then do one of the following:
    1. Groups: On the main group page, click Send Email. To choose which individuals receive the email, first click Select specific people. Click the To drop-down menu, then select each individual from the list. By default, everyone in the group will receive the email unless you select specific people.
    2. Teams: On the Roster tab, select one or more volunteers names to communicate with. In the Select an action drop-down list, select Send Email.
  3. Enter a Subject and Message. To personalize your message, drag and drop any of the blue fields into your message.

    image showing how dragging the blue field inserts a personalized name field in the body of the email.
  4. To attach a photo or document, click Add a file. Click Choose File, and locate the file on your computer.
    See Allowed Attachments File Types
  5. If you want to schedule the email to send at a later date, select the date and time from the Send Email drop-down menu.
  6. Click Send.
Administrator/Staff
Realm
Communications
Groups

Last updated: October 2, 2026