One little known fact of HR Partner is that you can use it as a communication centre for your employees. Did you know that you can select just a particular group of employees and send them an email or SMS broadcast – all from within HR Partner?
Some examples of why you would want to do this are:
- You might have a shift time opening up if an employee calls in sick and want to see who of your after hours floor staff might want to claim some extra hours.
- You might want to send out a meeting reminder to all staff in a particular department.
- You might want to alert all staff in a particular location about the movers coming in to deliver new furniture.
- You might want to let all team members working on a particular project know about an ad hoc update meeting coming up.
- …and much more…
How do I group my users?
HR Partner lets you group users by many factors, including:
- Employment Status
- Custom Tags
Of all the above, custom tags are possibly the most powerful. You can create as many custom tags as you want, and each employee can be assigned multiple tags.
Lets go ahead and create a custom tag for our employees working on a particular project, and add some employees to that tag, then send them all an SMS message.
You can create tags in HR Partner by going to Company -> Data Files -> Categories. This will show you all the categories that are available to you in the system. Scroll down the page and look in the lower right corner, and you will see all the tags that have been created for your company.
To create new tags, simply click the ‘+ Add Tags’ button and give the new tag a name.
For more information on creating Categories, check out our documentation by clicking here.
Allocating a Tag to an Employee
Once you have created the tag(s) you want, you can then allocate them to employees. To add a tag to an employee, click on their name from the Employee List screen.
Then, once in the Employee View screen, click on the green ” button on the right hand side.
Then, scroll down the page until you get to the Employee Tags heading. You can click in this field to start entering a tag name, or choose it from the drop down list. You can choose as many tag names as you like.
Once you have chosen the tag(s) you want, scroll right down to the bottom and click on ‘Save’.
Now, if you look at the header of the employee view screen, there will be a list of tags shown under their other details.
Grouping Employees by Tag
From this same screen, you can click on any of the tag names, and you will be taken to another screen which show you ALL employees who have this same tag.
For our example, we will click on the ‘Project Icarus’ tag to see everyone else working on this project.
Now, on the top right corner, you can click on the ‘Send Message’ button, and choose whether you want to send them an email or a text message.
Note: You might not be able to send emails or SMS messages depending on the security settings you have been given by your HR Partner company admin – please check with them if you don’t see these options.
You can selectively remove certain users from the list of recipients if you like, further narrowing down the list of people you send to.
(Note: The system will only send to employees who have an email address or mobile phone marked as their ‘Primary’ contact address – please check our documentation pages for more information about this).
Thats it! See how easy it is to group employees and send them a message in one hit?
Please bear in mind that while email messages are free, SMS text messages DO cost money to send, and you can buy credits to top up your SMS account so you can send hundreds of texts.
Note: Every company is given about 30 SMS messages for free when they sign up so they can test this feature out at no cost
For more information on sending messages, please check our documentation.