Email Teams and Positions

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There are two main types of emails.

  • Scheduling Emails are related to specific plans, sent only to the team members scheduled to those plans. These emails include a link to the plan, assigned times, and if the request has not been accepted, the email will include buttons to respond.
  • General Emails are for an entire team or position, not just the team members scheduled to a specific plan. These emails can be sent from Team pages or the main People page.

Send a Scheduling Email

Scheduling emails can be sent to notify people that they have been scheduled. They can also be sent at any time to give updates about the plan.

After adding people to a plan, you need to manually send a scheduling email. Until you do, your team members will not see those plans in their schedule and will have an email icon next to their names. Send a scheduling email from the plan to add the plan to their schedule and give them details about the plan.

From the Teams section, select Email in any Team Options menu.

Click 'Email' or 'Email these people'

An envelope icon means some people in that team still have an unsent prepared notification and cannot see the plan in their schedule.

To email everyone in the plan, not just a specific team, select email at the bottom of the Teams section.

Choose Email Type and Recipients

When you select Email, you can usually choose who to email based on different options.

If you choose Email for a Team that has unsent notifications, this step will be skipped and you'll proceed directly to the email composer.

Choose Who to Email
  1. Choose Prepared Notifications to only send to people with the envelope icon by their name, All Scheduled People to email everyone scheduled, or Needed Positions to email people to sign up for any available positions.
  2. Check which statuses you want to email.
  3. Choose the teams you want to email. Teams without people matching the options above will be hidden. If you get to this box from the Email button within a specific Team's Options menu, only that Team will be selected by default.
  4. If there are any Split Teams, select the people who are assigned to different time(s).

Prepare and Send the Email

Once you choose who to email, choose a template, or customize your own subject and body.

Compose Your Email

People without email addresses will be crossed out on the list, so you see who will not receive an email.

To remove anyone from the email list, click the x next to that person's name.

Emails use the Liquid programming language to insert dynamic content into each email, like mail merge. When you send the email, each tag enclosed in {{ }} is replaced with the appropriate content for the person receiving the email:

  • {{to.first_name}} will be replaced with their first name when the email is sent.
  • You can also use {{to.last_name}} or {{to.name}}.
  • Edit your personal signature from your profile page, and it will be inserted at {{from.signature}}.

When finished entering information, select Send.

If you send a person multiple emails with the same text within a five minute time period, the person will receive one email with all of the notifications sent during that time period.

The email will include the information on which team(s), position(s), and specific time(s) a person is scheduled. Unconfirmed people will have buttons to Accept, Decline, and View This Service, and Confirmed People will have the button to View This Service.

Check Email Status

Since an email has been sent, the icon next to people's names, as well as the email icon in the Team Options menu, are gone.

After you've sent scheduling emails, select a person's name to see the status of the notification.

All done!

In the Notifications section, view when a scheduling email was prepared, sent, read, and responded.

After sending an email, it will be in the sending status for up to 5 minutes while the system waits to see if it can be combined with other similar messages to that person. If you see a response but no timestamp under Read, then the team member or a scheduler responded manually on the website, possibly without the team member ever opening the email.

You can also check the Communications tab in a person's profile to see all emails sent to that person.

Send a General Email

General emails are used to send an email to everyone on a Team or Position, unassociated from plans. These emails can be sent from Team pages, or from the main People page.

Click the search icon in the main toolbar (or type the / shortcut key), search for your Team, and select it.

Inside a plan, hover over Scheduled People and click the settings icon.

From the Members tab, select the email icon from the All Team Members tab or any of the Position tabs.

select the envelope

The people listed in the tab will be populated in the To field, and you can fill in the information using an Email Template or entering your own subject and message.

Prepare and Send the Email

Once you choose who to email, choose a template, or customize your own subject and body.

Compose Your Email

People without email addresses will be crossed out on the list, so you see who will not receive an email.

To remove anyone from the email list, click the x next to that person's name; add anyone by typing over Add at the end of the list of recipients.

Emails use the Liquid programming language to insert dynamic content into each email, like mail merge. When you send the email, each tag enclosed in {{ }} is replaced with the appropriate content for the person receiving the email:

  • {{to.first_name}} will be replaced with their first name when the email is sent.
  • You can also use {{to.last_name}} or {{to.name}}.
  • Edit your personal signature from your profile page, and it will be inserted at {{from.signature}}.

When finished entering information, select Send.

If you send a person multiple emails with the same text within a five minute time period, the person will receive one email with all of the notifications sent during that time period.

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