Message Communication and Notification templates

Using your platform to send messages and notifications

Looking to manage your email content?

You have the ability to customise the settings for email and SMS notifications sent to employees, operations and users of the platform.

Some examples of notifications that can be enabled include:

  • Work anniversaries and years of service
  • Manager notification for birthdays
  • Position change notification

To manage communication settings:

  1. Go to Communication > Communication Content. This is where the System message template settings are located.
  2. Click on the blue column headings to sort messages via Name, Recipient, and send SMS or Email.
  3. Use the Search bar to search for a specific message template. You can also refer to the Description to see the intended use of each message.

We will go into some of the more frequently used types of Communication templates and how to use them below.

If you're looking at adding an announcement or a resource that all your admins or employee's can see check out this helpful guide.

Types of communication and message templates

Your foundU platform has the ability to send out emails or SMS to a single person/ admin/ employee, or to multiple at once (dynamic). We have over 100 templates that you can use for a variety of reasons.

Some of the newer templates and more frequently used are:

  • Significant Anniversary Milestone notification- Message sent to admin when employee has reached a set work anniversary
  • Employee Birthday Message- Message sent to an employee on their birthday
  • Employee position change notification- Notification sent to admin when an employee starts a new position
  • Employee accepted admin notification-When employee is accepted, trigger a notification to the selected (admin) destinations
  • Onboarding Complete Template Admin- Employee has completed all onboarding and now eligible for employment notification
  • Admin notification for Employee signing document- When employee signs an issued document, trigger a notification to the selected (admin) destinations
  • Employee entitlement position is expiring- When an effective position mapped to employee entitlement is expiring, trigger a notification to the selected (admin) destinations

As most of the templates work in the same manner we have summarised the process of setting up your templates below. 

Using communication and message templates

You have the ability to customise the settings for email and SMS notifications sent to employees, operations and users of the platform. Settings you can adjust include: 

  • Turn notifications on/off
  • Select if the notification is sent via email or SMS, or both
  • Whether to use the default message or customise with your content

To manage communication settings:

  1. Go to Communication > Communication Content. This is where the System message template settings are located.
  2. Click on the blue column headings to sort message templates via Name, Recipient, and send SMS or Email.
  3. Use the Search bar to search for a specific message template. You can also refer to the Description to see the intended use of each message.

    search_edit_template.png

  4. Click on the message type title to customise. There are a few ways in which you can customise your message, check out the options below:
  • Tokens
    • Tokens are placeholders for example #name, will use the name of the person you are sending the message to.
  • Recipient
    • Admin- choose comms to go to a particular Admin
    • Employee- send the Employee a reminder by SMS or Email
    • Dynamic- allows you to choose multiple communication destinations and customise the content that each recipient receives. 
  • Adjust the type of communication received:
    • Send Email: Yes or No
    • Email Content: Type your own email message or leave blank to use the default message shown below
    • Send SMS: Yes or No
    • SMS Content: Type your own SMS message or leave blank to use the default message shown below.
  • Trigger Point- Some message templates will allow you to choose a trigger point which activates the communication to send
  • Countdown- Choose a countdown day and time where applicable (ie. Employee will be reminded of expiring visa 2 weeks before expiry take place).

email_trigger.png

Click Save.

Messages sent will be recorded in Communication > Communication Log.

 

Onboarding message Admin template

The Onboarding Message Admin template can be tailored to communicate with an Employee's manager and/or CRM contacts once an employee has been onboarded. Below are examples of use.

An example of the email that may be received by the Employee's manager.

Marsha_onboarding.png

An example to alert various admins that they need to complete a task e.g. IT manager set up logins/ laptop ID, HR Manager set up employee code for new starters.

This new feature will allow you to:

  • Send employee onboarding emails (or sms if enabled on your platform) to specified admin email addresses listed in your CRM in foundU
  • Create email content that automatically sends once the trigger point (onboarding process) has been activated (Ie. an employee registers with your foundU platform)
  • Create destination specific messaging for more than one person/s in one email template (i.e Person 1- please organise a laptop, Person 2- please set up individual with a travel account credit card, Person 3, please issue uniforms, etc.)
  • Use tokens (e.g. name placeholders) to customise your email content to the recipients 

To customise your onboarding template:

1. Navigate to the hamburger icon to open the Full Menu and select Communication > Communication Content.

2. Under the template name heading look for Employee Onboarding Admin Template or you can use the Search Bar and type in 'Employee Onboarding Admin Template' to locate the template.

3. Select the Employee Onboarding Admin template. You will notice that Template Type will be set as Dynamic which means the email has the ability to be sent to multiple recipients. You also have tokens (placeholders for name etc) available for use to customise your message.

  • #name- will pull through the employees name
  • #employee ID- will pull through the employees individual ID number
  • #additional_message_text- message that will go to another recipient
  • #company- platform name
  • #domain- domain name

4. Adjust the detail to suit:

  • Send Email - on/off
  • Use Default Email Subject- or compose your own
  • Email content - create your own content for the notification, or leave blank to use the default content below.
  • Email Attachments- add attachments to the email. Preferred files must be .jpg .png, or pdf with a maximum file size of 3MB.
    • Note that you cannot send word or excel files.
  • Send SMS - on/off
  • SMS content - Create your own text for the notification, or leave blank to use the default content below.

5. Select when you would like the email to be sent (trigger point i.e. either or both of the below):

  • admin add employee- employee has been added to the platform by an admin
  • employee registration- employee registers with your foundU platform

The content of the email will then send to the relevant email addresses. Please note the recipients need to be set up in your CRM > Contacts list and enabled for messaging. Add CRM contacts including bulk contacts.

Offboarding message Admin template

The Offboarding Message Admin template will make it easier to communicate with various recipients in your business once an Employee starts offboarding. This new feature will allow you to:  

  • Send employee offboarding emails (or sms if enabled on your platform) to the Employee's Manager as well as specified admin email addresses listed in your CRM in foundU
  • Create email content that automatically sends once the trigger point (offboarding process) has been activated (Ie. manager triggers this from actions in Employee Card)
  • Create destination specific messaging for more than one person/s in one email template (i.e Person 1- please collect laptop, Person 2- please collect credit card, Person 3, please conduct Exit interview, etc.)
  • Use tokens (e.g. name placeholders) to customise your email content to the recipients 

To customise your Offboarding template:

1. Navigate to the hamburger icon to open the Full Menu and select Communication > Communication Content.

2. Under the template name heading look for Employee Offboarding Admin Template or you can use the Search Bar and type in 'Employee Offboarding Admin Template' to locate the template.

3. Select the Employee Offboarding Admin template. You will notice that Template Type will be set as Dynamic which means the email has the ability to be sent to multiple recipients. You also have tokens (placeholders for name etc) available for use to customise your message.

  • #name- will pull through the employees name
  • #employee id- will pull through the employees individual id number
  • #additional_message_text- message that will go to another recipient
  • #company- platform name
  • #domain- domain name

4. Adjust the detail to suit:

  • Send Email - on/off
  • Use Default Email Subject- or compose your own
  • Email content - create your own content for the notification, or leave blank to use the default content below.
  • Email Attachments-add attachments to the email. Preferred files must be .jpg .png, or pdf with a maximum file size of 3MB.
    • Note that you cannot send word or excel files.
  • Send SMS - on/off
  • Custom Destination - Choose who you would like to receive the notification. Employee Manager or Contact.

5. To trigger this content to be sent. Navigate to the Overview section of the Employee's card. scroll down to Actions> select Send Offboarding Emails. Then select Send Offboarding Email. 

The content of the email will then send to the relevant email addresses.

Please note the recipients need to be set up in your CRM > Contacts list and enabled for messaging. Add CRM contacts including bulk contacts.

Employee Birthday message

Birthday notifications can be sent to managers / reps via email or SMS on the day of the employees' birthday. 

To change the message or turn them on/off:

1. In the quick menu select the hamburger icon to open the Full Menu and select Communication > Message Templates.

2. Use the Search Bar and type in 'Birthday' to find the Birthday Reminder notification.

3. Click on the title to adjust the settings.

4. Adjust settings to suit:

  • Send Email - on/off
  • Email content - Create your own content for the notification or leave blank to use the default content below.
  • Send SMS - on/off
  • SMS content - Create your own text for the notification, or leave blank to use the default content below.

5. Click Save.

Messages sent will be recorded in Communication > Communication Log.

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