The best and most flexible way to do this may be to create a classic email list. Since you mentioned Gmail in your question, we can keep it in the Google ecosystem by creating our email list with Google Groups. Visit the Google Groups signup page and enter an email address for your email list (like
During sign-up, you should:
- Add all the email addresses of the condo board members
- Select "All members of the group" for who can view topics
- Select "Anyone on the web" for who can post
- Select "Only invited users" for who can join, if you want it to only be the board members - or "Anyone can ask" if you want residents to be able to ask to become recipients too (if it's more of a community list).
After sign-up, you should:
- Forward emails from
firstname.lastname@example.org, using the google groups email address you chose at sign up.
To the best of my knowledge, the workflow would then be like this:
Resident sends email to your custom domain.
Email arrives at the google groups address and is forwarded to all board members.
Board members can discuss the email among themselves by replying to it, and Google Groups forwards their replies to all board members (but not the resident).
When a board member is ready to reply to the resident, they click reply on the resident's original email, but also add the resident in the "To" field, so that it goes to the resident in addition to the rest of the board members.
To be honest I don't have a lot of experience with Google Groups so am not entirely sure this setup will work the way you want it to, or quite as I described - it's just an idea that you would need to test out. My second thought is to go whole hog and use a customer service ticketing system - but maybe that would make it feel too corporate?