Communication Tab

Overview

The Communication tab in your portal allows you to send system emails, generate one-off text notifications to users and edit the notification preferences for users in bulk.

You can send the New User, 2FA Reset and Set Password system emails to selected users from Communication > Send Message.

The Send Messages list doesn’t display any users by default. Before you can send notifications or update preferences, you will need to populate the user list using the Report Settings filters.

You can use the Search drop-down and keyword field to filter for the employees that you need to contact. The options that appear in the Search field will depend on the User Type you have selected. 

Set Password Email

The 'Set Password' system email can be used to send to users if the 'Forgot password' option is not working for them. This generally happens if they don't remember their security questions, which means they won't be able to reset their own password. By sending them the system email from the Communication tab, they'll receive a link that will ask them to reset their password AND their security questions.

Send System Emails to Users

To send a system email:

1. Go to Communication > Send Message.

2. In Report Settings, set the filter criteria for the user(s) that you are sending an email > Go.

3. From the list that appears on-screen, tick the checkbox next to each user that you would like to email.

4. Click ‘With selected Users…’ and select the email notification to send from the ‘Send System Email’ drop-down list.

5. Click Send.

Send a Custom Template Message

You can create custom templates in Communication > Templates. Once you have created a template, you can send the template message from Communication > Send Message.

Any templates that you have created will appear in the ‘With selected Users…’ > Send Email Template drop-down list.

To create a custom template:

1. Go to Communication > Templates > Create New Template.

2. Enter a Name for the template.

3. Set the Communication Type. Your options will depend on how your portal has been configured.

4. Enter the Subject and Body of the template.

5. Click Save.

To send a template as a message, select the users you would like to notify > ‘With selected Users…’ > select the Email Template > Send.

Send a Free Text Message

You can create a single-use message using the Send Free Text Email/SMS option in Communication > Send Message > With selected Users…

To send a free text message:

1. Go to Communication > Send Message.

2. Filter the report using the Report Settings drop-down fields > Go.

3. Tick the checkbox next to each employee that you would like to email.

4. Click ‘With selected Users…’ > under ‘Send Free Text Email/SMS', select the notification type and click Send.

5. In the popup window, enter the subject and body for the message. You can also customise the From Name and Reply-To email address or leave these blank to use the entity defaults.

6. Click Send.

If you are using SMS, there is a 160 character limit per message and the system will not send multiple messages if this is exceeded. 

Change Notification Preferences

You can bulk update the notification preferences for users in your portal from Communication > Send Message > With selected Users… > Change Notification Preferences.

The options that you can select will depend on which notification methods have been enabled in your portal.

To update notification preferences for one or more users:

1. Go to Communication > Send Message.

2. Filter the report using the Report Settings drop-down fields > Go.

3. In With selected Users… > Change Notification Preferences, select an update option from:

   • Send notifications via email only
   • Send notifications via SMS only
   • Send notifications via both Email and SMS
   • Don’t send system and scheduled notifications

4. Click Save.

You can view the notification preferences and contact details for a user in the Notify via Email and Notify via SMS columns in the Communication > Send Message screen. If Email or SMS have been enabled for a user, you will see a tick in the corresponding column.

Note: There is a 160 Character Limit on SMS messages