Send brief

Video explainer for setting up and sending a job brief

Please click this link below to watch the video explainer on how to setup job brief templates, attached files and email them to staff

JOB BRIEF VIDEO EXPLAINER

Creating your custom email briefing templates

You must first create your custom brief email templates.

• Go to Message Center > Manage email templates
  
• Click on the Custom tab
  
• Click on
  • Add new
  • Or duplicate an existing Brief template
    
    • This is the preferred method as the tags you require are already added to give you a head start
• When creating the new templates make sure to select the type as Brief.
• Please note that any brief-related attachments aren't added to the template, they are added to the job. See the next article.

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.

• Go to View jobs
  
• 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 for individual shifts

On the shifts page the second row of 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
• 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 hard drive
    • Wait for the loader to disappear and for your file to be attached
  • Add a job 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 brief button you can see
  
  • Who sent the brief
  • When the brief was 

Sending the brief email in bulk

• Go to the shifts page
• Select the shifts to send the brief to using the checkboxes
  
  • You can select shifts on the following tabs
    • By location
    • By dates
    • By staff
  • Once you have selected 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
• 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 hard drive
    • Wait for the loader to disappear and for your file to be attached
  • Add a job 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 mouse over the mail icon after resending 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 in the badge in the header bar