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CommunicationsSending Messages

Sending Messages

An external message is a thread with someone outside your organization — a client, owner, architect, vendor, or subcontractor. Every message you send is captured as a record on the thread, so the full back-and-forth stays in one place and stays tied to the project.

Start a New Message

From the Communications hub, choose New message.

Pick the recipient

Select a contact from your directory. If the person isn’t there yet, use + New contact to add them without leaving the compose screen. See Contacts for building your directory.

Attach the thread to one of your projects so the conversation is easy to find later and lives alongside everything else about that job. You can leave this blank for correspondence that isn’t project-specific.

Write your subject and message

Give the message a clear subject and write the body. That’s all that’s required to send.

Choose delivery options (optional)

Open Delivery options to include a secure portal link or to require an acknowledgement — both are off by default and covered below.

Send

TrueGrade delivers the message to the recipient by email and records it on the thread.

Delivery Options

Two options live in the collapsible Delivery options footer. They are independent, and both are off unless you turn them on.

Includes a secure link in the email. The recipient can open the link to read the message and reply directly in TrueGrade — without creating an account. Their reply comes back to the same thread, so the conversation stays connected.

Use this when you want the exchange to happen on the record inside TrueGrade rather than scattered across email replies.

Require acknowledgement

Keeps the thread open until the recipient confirms they received the message, and adds a one-click confirmation link to the email. Turning this on automatically includes the secure portal link (a link is what the recipient clicks to confirm), so the two options work together. This is covered in full in Require Acknowledgement.

Following the Thread

Open the Inbox to see all of your external threads. Replies stay attached to the original conversation, so the complete history with a client or vendor lives in a single thread rather than a chain of forwarded emails.

If a Message Doesn’t Go Through

TrueGrade never hides a delivery problem. If an email can’t be delivered — for example, the acknowledgement link email doesn’t reach the recipient — you’ll see a plain warning rather than a silent success, along with a way to open the thread and try again. For acknowledgement links, the thread also offers a Resend control and a copyable link you can hand over another way. See Require Acknowledgement.

A message you send always produces a record on the thread, even if provider delivery later fails. The record is your proof that the message left TrueGrade.

Internal Messages

To reach your own team instead of an outside contact, use the Messages segment of the hub. Internal threads are visible only to the members included in them and are open to every role, including Field User. They are separate from external client and vendor correspondence.

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OverviewRequire Acknowledgement