Make functions reachable and use the inbox
Visitors, members and federations write to a function such as “clubhouse warden” – everyone who holds it sees the message and replies together.
CommunicationBasic (free)Checked on 06.11.2026
Prerequisites
- The function exists under “Offices” and has holders (current term).
- To configure it: you have the leadership permission “Assign roles” directly in the club.
Who may do this?
Only the leadership (permission “Assign roles”, directly in the club) can configure this. Everyone who currently holds a function sees its inbox, and so does the leadership. Predecessors see only their own past cases for up to 90 days after their term. Everyone else gets no access.
Step by step
Make a function reachable
In the leadership area open “Make functions reachable”, switch on “Reachable” and choose who may write: visitors without an account, everyone with an account, members or other organizations. Only with “Visitors without an account” does the function appear on the public club page – which always shows just the name of the function, never a person’s name.
Set name, notice and hours
Under “Display name” give the function a name for senders, for example “Clubhouse warden”. The “Notice text” appears in the form and the availability note below it. Click “Save”.
Read and answer messages
Whoever holds the function opens the “Function inbox” in the club area. All holders see the same cases; “unread” is tracked per person. Answer with “Reply”: the reply goes out in the name of the function, and internally it is visible who replied. Visitors receive it by email, members as a notification.
Work on it together
Set the status to “In progress” or “Done”, choose a person responsible and write internal notes the sender never sees. Reply templates save time. Several cases from the same person can be merged under “More actions”.
Report abuse
Under “More actions” you report spam or abuse. The case is closed, the address deleted and the sender blocked for 90 days.
You can find the feature here: /organisation/<kennung>/vereinsleben/funktionspost
Common errors and solutions
- The function does not appear on the public club page.
- Check that “Reachable” is on, “Visitors without an account” is selected and the club is publicly visible.
- I cannot reply to a visitor.
- Visitors give their address voluntarily. Without an address (or after the case is closed) no reply is possible; you can add an internal note.
- I no longer see the inbox.
- You see it only while you hold the function (predecessors only past cases for up to 90 days after their term). Ask the leadership about your term.
Good to know
- You never see a visitor’s email address; replies go through the system and the address is deleted when the case is closed.
- Messages are stored encrypted and deleted after 90 days (visitors) or 365 days (accounts) without activity. Do not write health data in replies or notes.
- When an office changes hands the successor takes over the whole inbox; notifications name only the function, never the content.