Send a one-off email to a group

When you need to send a one-off email to a group of employees (a reminder about a new policy, a staff event invite, a heads-up about a system change), use the Send Email wizard in the Comms module. It walks through audience, template, and preview before sending.

Open the Send wizard

Sidebar then HR Hub then Comms.
Click Send Email in the page header.

The wizard opens with steps shown across the top.

Step 1: Choose the recipients

Pick who should receive the email:

Everyone — all active employees
By role — e.g. all managers
By department — e.g. everyone in Operations
By individuals — pick specific people from your employee list

You can combine criteria. The wizard shows the count of matching recipients as you build the audience, so you know exactly how many emails will go out.

Step 2: Pick a template (optional)

Either pick an existing email template (from your Manual category templates, typically), or skip and write the email from scratch.

If you pick a template, the subject and body fields populate with the template’s content. You can still edit before sending.

Step 3: Compose

Subject line. What recipients see.
Body. Use the visual editor or paste HTML.
Merge tags. Click chips to insert tags like {{first_name}} so the email feels personal.

Step 4: Preview

The wizard shows a preview rendered with merge tags filled from a sample employee. Spot issues here before sending. Common things to catch:

Merge tags that didn’t render (e.g. typo in {{firstname}} instead of {{first_name}})
Layout issues
Tone that’s too formal or too casual for the audience

If you’re not sure, send a test to yourself first. There’s a “send to me” button that mails just you a copy.

Step 5: Send

Click to send. The platform queues the emails and starts dispatching them via Resend. The wizard shows a confirmation with the recipient count.

You can leave the wizard at this point; sending happens in the background. Larger audiences (hundreds of recipients) take a couple of minutes to fully dispatch.

Track delivery

After sending, switch to the Sent log tab to see delivery status per recipient. See Track email delivery and engagement for how to read the log.

When NOT to use the Send wizard

For routine recurring messages (welcome new starters, leave approval notifications). Use the workflow engine instead — it fires templated emails automatically based on triggers.
For confidential one-on-one messages. The Send wizard is for group communications. For 1:1 conversations, use email or chat directly.
For HR documents that need acknowledgement. Use the Documents or Policies module — they handle the signing/acknowledgement audit trail.

Permissions

Sending one-off emails is org admin only. Managers can request that admins send on their behalf, but the audit trail will show the admin as sender.