Broadcast Message Templates allow repeated use of predefined messages. Broadcast messages (email or SMS) can be sent via the Communicate button found in multiple employee-related areas. Only employees with a Primary Email or Cell Phone number (if Twilio is used) receive messages. Messages can be scheduled and customized with templates. System-generated emails can be tracked via reports. Troubleshooting involves verifying the employee's email and notification preferences.
Sending Broadcast Messages to Employees
Broadcast Message Templates
Within a Broadcast Message template (Settings > Global Setup > Broadcast Message Templates), messages can be defined and used repeatedly without having to retype each time.
Sending Broadcast Messages to Employees
Sending a broadcast message (email or SMS) can be done from multiple areas where a Communicate button is available. Areas where users can find a Communicate button include:
- Profile icon in the employee profile header
- Employee Information Report page
- Employee Quick Links
- All Timesheets Report Page
- Team Members Report Page
- My To-Do Items Page
When you select the Communicate button, the Communicate dialog will open, where you can define and submit your communication.
IMPORTANT NOTE: Only employees with a Primary Email Address on File can receive email via broadcast messaging. If the client uses Twilio, the same goes for employees having a Cell Phone Number on file in the system. Before a client begins using the Broadcast Messaging, you should recommend that they audit their Employees for Primary Email & Cell Phone Numbers by pulling those columns into an Employee Information report.
On the Communicate pop-up window, you can select a template in the Template To Use field in the Email widget. Once a template is selected, and the required From and Subject fields are filled, you can enable/disable communication methods, edit the text (including utilizing system tags), enable the iCalendar attachment, and schedule the message.
When sending out a broadcast message to employees, the option to specify when to send the message, either immediately or as of a date and time, is available in the Schedule widget.
System Generated Email Report
To verify that the emails have been sent, which email address was used, and all other details, you can view all System-Generated Emails from a report.
Navigate to: My Reports > System Reports > System Utilities > System Generated Emails.
Troubleshooting
If an Employee is NOT receiving system-generated emails, but others are receiving them, you should check a couple of things in the system:
- Verify the Primary Email Address on the Employee's Profile is correct.
- Go to: My Reports > System Reports > System Utilities > Notification Preferences
- From there, you can see if an Employee has marked their Notification Preference to NO for Email or SMS.