Sending the brief

  1. Creating your custom email briefing templates
  2. Attaching any brief related files to the campaign
  3. Sending the brief email
  4. Sending the brief email in bulk
  5. Re sending a previously sent brief email
  6. Knowing when staff have confirmed their brief

Creating your custom email briefing templates

You must first create your custom brief email templates in Settings > Message options > Email copy > Custom tab. When creating the new templates make sure to select the type as 'Brief'. To get you started you can duplicate the existing brief template already in your system:

Details about creating and managing custom email templates can be found here: Manage email templates

Please note that any brief related attachments aren't added to the template, they are added to the campaign. See the next article below.

Attaching any brief related files to the campaign

If there are any attachments to be sent with the brief email please add these files to the campaign.

You add the files as follows

  • Go to 'View campaigns'
  • Select 'Files' from the 'Actions' dropdown in the last column
  • Click on the + button or drag and drop your files to where it says 'Drag files here'
  • Now click on the 'Start upload' button
  • Your file will appear in the list above the file uploader
  • Add a description to the file if required
  • Press submit to save your changes

Sending the brief email

Under locations/shifts the second row mail and tick icons represent the email brief email:

If you click on the red email icon on the second row this will open the email dialogue window. Follow these instructions to send out the brief email:

  • Select a brief template from the list that you already in settings
  • Adjust the email subject if required
  • Enter a reply email address
  • Click on the paper click to add an attachment. You have 2 options:
    • Add a file
      • This will allow you to add files from your hard drive
      • Click on 'add file'
      • Click 'choose file'
      • Select the file from your harddrive
      • Wait for the loader to disappear and for your file to be attached
    • Add a campaign file
      • ​​​​​​​This will allow you to add files that have been already added to the system. It will default to the current campaign if there are files available to add.
      • Select the files required using the checkboxes
      • Press OK to add
  • Make any custom updates to the email copy
  • You can preview the email before you send
  • Press 'Send' to send the email to the staff

Once sent you will notice that the email icon will change to 'green' to signify that this has been sent:

You can mouse over the icon for it to tell you who sent the brief email and when it was sent:

 

Sending the brief email in bulk

You must first select the shifts to send the email to. You can select them as:

  • All dates and shifts under a location
  • All shifts under a certain date
  • Individual shifts

See screenshot for details selecting the correct shifts:

Once you have select the relevant shifts you can now go to 'With selected > Send brief'


This will now open the email dialogue window. Follow these instructions to send out the brief email to the select staff:

  • Select a brief template from the list that you already in settings
  • Adjust the email subject if required
  • Enter a reply email address
  • Click on the paper click to add an attachment. You have 2 options:
    • Add a file
      • This will allow you to add files from your hard drive
      • Click on 'add file'
      • Click 'choose file'
      • Select the file from your harddrive
      • Wait for the loader to disappear and for your file to be attached
    • Add a campaign file
      • This will allow you to add files that have been already added to the system. It will default to the current campaign if there are files available to add.
      • Select the files required using the checkboxes
      • Press OK to add
  • Make any custom updates to the email copy
  • You can preview the email before you send
  • Press 'Send' to send the email to the staff

Once sent you will notice that the email icon will change to 'green' to signify that this has been sent:

You can mouse over the icon for it to tell you who sent the brief email and when it was sent:

Re sending a previously sent brief email

You can resend a brief email to a person by clicking on the brief email icon on the second row:

This will open up the email dialogue to resend that email.

When you mouseover the mail icon after resending the it will show when this email was last sent, and by whom.

 

Knowing when staff have confirmed their brief

Staff can read and then confirm they have read the brief in one of 2 ways:

  • Via the email link in the email
    • This can be via their email client on their phone, tablet or pc
    • Or the messages section in their staffarea
  • Via their staffarea under 'My jobs > Booked jobs'

Once confirmed you can easily see:

  • Who has and hasn't confirmed by whether the red tick has turned green on the second row
  • The total shifts confirmed with regards to the brief email