Manage announcements

Published

October 30, 2026

Publish notices, such as maintenance windows, policy changes, and process reminders, that reach every member of your organization or only selected roles in My Inbox.

Prerequisites

How announcements work

  • Announcements appear in My Inbox under Updates, and in the My Inbox dashboard widget for members who have added it.2 By default, every active member of your organization receives each announcement, and members added while an announcement is live receive it when they join. To reach only some members, target the announcement to selected roles.
  • Each announcement has a Level: Info, Warning, or Critical. Info announcements are shown in blue and Warning announcements in yellow, each with its own icon. While an announcement is live it is pinned above other updates in My Inbox, with Critical announcements first. Critical announcements also cannot be dismissed while they are live, and are emailed to every member they reach when published.3
  • An announcement moves through Draft, Scheduled, Live, and then Retired or Expired. Live and finished announcements cannot be edited, because every inbox already holds its own copy. To publish a corrected version, duplicate the announcement and publish the copy.
  • Members can dismiss Info and Warning announcements. Dismissed announcements remain available under the Dismissed only filter in My Inbox.
  • Creating, scheduling, publishing, retiring, and deleting announcements is recorded in the settings activity log.4

Create an announcement

  1. In the left sidebar, click Settings.

  2. Under Organization, select Announcements.

  3. Click Add Announcement.

  4. Enter a Title and a Message. The message supports rich text formatting and links.

  5. Select a Level: Info, Warning, or Critical.

  6. Optionally, under Roles, select the roles that should receive the announcement. Leave it empty to reach all users.

  7. Click Create Draft. The announcement’s detail page opens.

Target announcements to roles

By default, an announcement reaches all users. When you select one or more roles, only members who hold at least one of those roles receive it. Customer Admin users always receive targeted announcements.

  • You can select roles when you create the announcement, or change them on its detail page while it is a draft or scheduled.
  • The list offers your organization’s roles.5 Stakeholder roles on records and the Basic User role are not listed.
  • Members who join the organization with a selected role, or who are assigned one while the announcement is live, receive it at that point.
  • Members who lose a role keep any announcement they already received.
  • The announcements list and each detail page show the selected roles, or All users when none are selected.
  • Duplicating an announcement keeps its roles.

Delete a role that an announcement targets

You can’t delete a role while a draft, scheduled, or live announcement targets it. The delete dialog lists those announcements under Announcements, with a link to each one. To delete the role, first remove it from those draft and scheduled announcements (or delete the drafts) and retire the live ones.

Retired and expired announcements don’t block the deletion. They keep showing the deleted role, struck through.

Schedule or publish an announcement

On the announcement’s detail page:

  1. Set the Start and End date and time. Times are entered in your local time and shown to each member in theirs.

    • Start is required to schedule. Leave it empty if you plan to publish immediately.
    • End is optional. Leave it empty to keep the announcement live until you retire it.

  2. Choose how to send it:

    • Click Schedule to publish automatically at the start time.
    • Click Publish Now to make it live immediately, then confirm. The confirmation tells you who receives it: every active member, or members with the selected roles and Customer Admins. For a Critical announcement, it also notes that each of them will be emailed.

Once live, the announcement is read-only. You can still Retire or Duplicate it.

Retire, duplicate, or delete an announcement

Retiring ends a live announcement early for everyone.

  1. Open the announcement from the list under Settings > Announcements.

  2. Click Retire, then confirm.

The copies in members’ inboxes remain, marked Ended, and can now be dismissed.

Duplicating creates a new draft with the same title, message, level, and roles, and no dates. Use it to republish a corrected version of a live or finished announcement.

  1. Open the announcement.

  2. Click Duplicate. The new draft opens.

Only drafts can be deleted, since nobody has received them.

  1. Open the draft.

  2. Click Delete, then confirm.

Email for critical announcements

Critical announcements are emailed to every member they reach when they are published, provided the Critical announcements event is enabled under Settings > Email Notifications.6 If it is disabled, the announcement is still pinned at the top of My Inbox and cannot be dismissed, and the confirmation after publishing tells you that no email was sent.

What’s next