Email Policy & Procedure

SAPAA uses a Google Workspace account to manage its email services. This service provides up to 2,000 users (more than sufficient). What accounts are used, who gets one, and what happens when they leave.

This is part of a series on How We Do Things and GWS – Policies.

  1. Authority and Management
  2. SAPAA Email Addresses
    1. Officer Emails
    2. Potential Future SAPAA Emails
  3. SAPAA (Legacy) Gmail Accounts
  4. Tips and Tricks

Authority and Management

On an annual basis, the allocation of emails is reviewed by the board. The board is accountable for the allocation and the webmaster is responsible for managing the changes in the system.

SAPAA Email Addresses

Officer Emails

SAPAA has created the following addresses assigned to officer roles of the organization with the current (2024-25) ‘owner’.

RoleSAPAA Email Address, StatusOwner
Presidentpresident@SAPAAStewards.com
Alias: Phrank.P@		Frank
Treasurertreasurer@SAPAAStewards.com
Alias: Myrna.P@		Myrna
Secretarysecretary@SAPAAStewards.com
(used for newsletter & membership)
Aliases: newsletter@, membership@, Patsy.C@		Patsy
Webmasterwebmaster@SAPAAStewards.com Frank
Past Presidentpastpresident@SAPAAStewards.com
Aliases: hubert.t@SAPAAStewards.com		Hubert
Director Director01@SAPAAStewards.com
Alias: david.f@		David
DirectorDirector02@SAPAAStewards.com
Alias: Madeline.m@		Madeline
DirectorDirector03@SAPAAStewards.com
Alias: Tony.b@		Tony
DirectoriNat@SAPAAStewards.com
Alias: none, currently assigned to David F.		David
CSL-MentorMentor01@SAPAAStewards.com
Tyler.N@		Tyler
GeographerGeo@sapaastewards.comFrank
Sys AdminAdmin@SAPAAStewards.com
System administration for Google Workspace.		Frank
iNaturalistinat@@SAPAAStewards.com
Project Manager for iNaturalist.ca		David F.
Geographergeo@SAPAAStewards.com
Used to manage Google Map.		Frank
File Managerfile@SAPAAStewards.comFrank
Current Allocation of Emails

Potential Future SAPAA Emails

RoleSAPAA Email AddressStatus
Newsletternewsletter@SAPAAStewards.comPending
Membershipmembership@SAPAAStewards.com
(used for membership payments)		Pending
Future Allocation of Emails

SAPAA (Legacy) Gmail Accounts

With the adoption of the Google Workspace, SAPAA will use, retire or no longer use these GMail accounts:

“@Gmail”CustodianComments
sapaasteward@gmail.comFrank PTo be retired, currently: Data Archive and Web Functions
TBDChris STo be retired, currently: Hosts SAPAA Map, not clear on the GMail account
adm.sapaa@gmail.comFrank PTo be retired, currently: Used to store administrative (e.g. finance, membership, etc.) content
sapaa@gmail.comtbdThis account was set up but it is not clear by whom or what purpose (e.g. used by ‘our’ SAPAA?)
GMail Accounts used by SAPAA

Tips and Tricks

  • Use a Chrome Browser to access Google Workspace (GWS).
  • An alias can be used to receive emails (and send?, to be confirmed); thus secretary (Patsy) will still receive membership payment information.
  • SAPAA only assigns board members to role based accounts.
  • Log into GWS with the primary email address (e.g. president@) and NOT the alias (e.g. patsy.p@).
  • Members and volunteers may be assigned person based accounts
  • If you have more than one Google account (including Telus), use a profile landing page to select the correct account:
Example of Multiple Google Log Ins with the ADD button for a new account, such as SAPAA!
Example of Multiple Google Log Ins with the ADD button for a new account, such as SAPAA!

Creating a New User

  • Officer Role:
    • First/Last Name: Actual person’s name
    • Primary email: [ROLE]@SAPAASTEWARDS.COM
    • Job Title and Type of Employee: [ROLE] and Board or Volunteer
    • Organizational Unit: [YEAR] > Board (see GWS – Organizational Units).
    • Security: Add recovery email and phone
    • Storage Limit: 100MB

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