Introduction to Event Email and Communications

Communications is how BackOps pulls the email that matters to an event out of personal inboxes and puts it in front of the whole team. It is a beta feature, and it is built around one idea: the thread about the stage rental, the venue load-in window, or the artist's rider should live with the event, not in whoever happened to be on the Cc line.

Why Event Email Matters

Event communication usually lives in individual inboxes. A vendor replies to one producer, a venue contact writes to another, and the answer to a simple question exists only in a thread half the team never saw. When someone is out or leaves the project, the history leaves with them.

BackOps gives the event a shared place for that history. People on the team who have access to the event's Communications tab can read what was said, see who it was said to, tag it to the collaborators and areas it concerns, and save its attachments into the event's files.

How Event Email Works

Mail reaches an event in two ways.

The event's own address. Every event has a dedicated email address. Copy it into the Cc line of any thread you want captured, and the message goes straight to that event.

A connected mailbox. You can connect your own Microsoft 365 mailbox to BackOps. BackOps then looks at the mail that arrives, decides whether it belongs to one of your events, and files it there. Mail that matches nothing is never stored. The mailbox belongs to you, not to your organization, and only Microsoft 365 is supported today.

flowchart LR
    A["Event address (Cc)"] --> E["Event Communications tab"]
    B["Connected mailbox"] --> R{"Match found?"}
    R -->|"One event"| E
    R -->|"Several events"| T["Needs triage"]
    R -->|"None"| X(["Discarded"])
    T -->|"You pick"| E

How BackOps decides where a message goes is covered in how mail is routed. The diagram leaves out folder mappings, which take priority over every other signal.

What Communications Does Not Do Yet

Event email is for collecting and curating mail. BackOps does not send email from this feature, run mass communication, or personalize outreach from event data. Nothing is read from a mailbox until you connect it.