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Forwarding email into Pleno

Forward strata email to your Pleno address to create draft maintenance cards.

Council only

Updated

What it is

Every strata has its own Pleno address: the strata plan number, in lower case, at in.pleno.ca. For strata plan BCS1234 it is bcs1234@in.pleno.ca. Forwarding a vendor or resident email to your Pleno address creates a draft maintenance card in Needs review. An email about a card you already have goes on that card instead.

What you can do

  • Copy your Pleno address on the Maintenance board: open the arrow next to New card, or the page's info panel
  • Save it in your contacts, for example as "Harbourview Commons (Pleno)", so it is quick to forward to
  • Forward messages that should become tracked work
  • Send an email to an existing card: put its card number in the subject, for example "Invoice for MNT-040". This works for Done and archived cards too, which is how a late invoice or receipt reaches finished work
  • Forward a reply to an email Pleno already filed on a card: it goes on that card, even without the card number
  • Let your mailbox forward mail about a card by itself, with a mailbox rule
  • On a draft that Looks like an open card, choose Move it there to put it on that card, or Dismiss to keep it as its own card
  • Publish the resulting draft, or discard it on desktop (discarding is not available on mobile)

Who can do it

Council members, on every plan. The forward has to come from the email you sign in to Pleno with, shown in Settings → Profile & sign-in. From any other address, Pleno refuses the message and usually emails you back to say why and which address to send from. Operating the resulting drafts follows normal maintenance permissions.

A contractor in your contractor directory who writes to your Pleno address isn't refused. Their email is held for the property manager, president or vice-president, who release it onto a card or reject it. So is an email Pleno can't confirm came from the address it shows (the sender check), whoever it seems to be from.

Limits and things to know

  • Every plan can receive forwards. On Free they file as unparsed drafts; Pro extracts the details.
  • Pro adds AI extraction from the email body and attachments.
  • Forwarding is not a full mailbox sync.
  • Pleno files an email in this order: a reply in a conversation with a contractor goes on that conversation; a reply to an email already filed on a card goes on that card; then a card number in the subject; anything else becomes a draft.
  • A reply to an email filed on a card goes on that card whatever its subject says. A reply to an email that was split into drafts for several cards files as usual.
  • With a card number in the subject, the email goes on that card as a note and its attachments as files. Use one card number: a subject naming several, or a number that isn't one of your cards, files as usual.
  • On a Done or archived card, the email and its files are marked Added after completion. An archived card's details, quotes and tags are not changed. On an open or Done card, Pro fills in details the card is missing; a quoted cost it fills in shows in the card's Logs as set by whoever forwarded the email. The confirmation email names the card either way.
  • Pro reads each vendor quote in the email and its PDFs with its tax, as the quote states it: "$1,480 + GST" is kept as $1,480 with GST added on top, "$1,554 including GST" as $1,554 with the tax included, and Vendor quotes show them that way. Pleno keeps a tax only when the email (or the PDF) names one. A price with some tax included and some on top, such as "$1,480 including GST plus PST", is kept without its tax. A quote holds one price: a range such as "$1,200 to $1,500", or an estimate such as "about $3K", isn't read, so add it to the card's quotes by hand.
  • Forwarding the same quote again doesn't add it twice, even when one email states its tax and the other doesn't, or names it differently ("+ GST" and "+ tax"). The same amount with the tax on top and with the tax included are two prices, and both are kept.
  • While council is voting on the card, the quotes Pro reads in the email aren't added to the card's quotes yet, so the vote's choices stay as they were. They wait under Vendor quotes with "Added when the vote ends", and are added when the vote passes, fails or is cancelled. The card's Logs say who forwarded each one, and when it was added. If the card is Done or archived by then, they aren't added, and the Logs say so. The confirmation email says how many quotes wait for the vote.
  • Without a card number, a new email becomes a new draft card. When the draft looks like an open card (the same unit, the same contractor, or a close title), it says Looks like MNT-042; Pleno never adds it to that card on its own. Forwarding an email Pleno has already filed puts it back on the same card.
  • Held mail waits in Held at the Pleno address on the Maintenance board, with its files. Releasing it puts it on a card, or in a new draft, as a note that starts with who sent it, with its files; Pro doesn't read it for details. Rejecting it files nothing and keeps the email on record. Automatic replies, such as out-of-office notices, aren't held, and Pleno holds at most 30 emails a day for a strata.
  • Pleno ignores its own emails forwarded back to the Pleno address, such as the one confirming a forward: it files nothing and sends nothing back.
  • After 20 emails in an hour from one address, Pleno keeps filing them but sends that address no confirmation or refusal, and Pro doesn't read them, until the hour has passed. After 200, a council member's emails wait in Held at the Pleno address instead of being filed; a directory contact's are held as a contact's always are, up to 30 a day for the strata, and refused past that; anyone else's are refused, unanswered.
  • The older cards+…@pleno.ca address no longer works. Forward to your Pleno address instead.