Step 1: Navigate to the Mass Messaging menu.

▪Select the Schedule menu.

▪Select the Mass Messaging menu.

 

 

The Mass Messaging main screen will appear displaying the unfilled shifts for the selected date.

 

Step 2:

 

Click anywhere on the line displaying the unfilled shift that must be filled i.e. the 7am - 3pm shift below:

 

 

Step 3:

 

To initiate messaging, click on the reference number link.

 

 

 

The following menu will appear, displaying the pre-defined Levels (see Step 4) as well as the number of employees who will be called at each level.

 

 

 

Step 4:

 

Select the Based on option from the drop-down list which determines the order in which employees are notified of the unfilled shift i.e. predefined Levels or Employee List:

 

 

 

Step 5:

 

Select a Dispatch Method from the drop-down options:

 

 

No Response Processing

Employees receive a message notifying them of an unfilled shift, with no option to reply. This option can only be used in the Configuration à Setup à Custom Templates menu.

 

First In First Served

Messages are sent in order based on the pre-defined levels. Employees who received the message first must reply (accept or decline) before the next employee will be messaged. Employees who attempt to respond after their Level’s response deadline has passed will not be able to.

 

First In First Served (sliding)

Messages are sent in order based on the pre-defined levels. Employees can accept or decline a message on a first-come-first-served basis, even when employees who received the message first have not yet responded. . Employees who attempt to respond after their Level’s response deadline has passed will not be able to.

 

Broadcasting

Messages are sent to all employees (on the first level) at once, and the first employee who accepts the shift will be booked. If no “Accept” response is received, the system will message all employees on the next level after the pre-defined response deadline for the first level has passed. Employees from the first level will no longer be able to respond.

 

Broadcasting by levels (sliding)

Messages are sent to all employees (on the first level) at once, and the first employee who accepts the shift will be booked. If no “Accept” response is received, the system will message all employees on the next level after the pre-defined response deadline for the first level has passed. Employees from previous levels can still respond until the final response deadline has passed.

 

First In First Served (sliding, equal time)

Messages are sent in order based on the pre-defined levels. Time is redistributed among the levels based on number of employees per level after the duplicates are removed. Employees can accept or decline a message on a first-come-first-served basis, even when employees who received the message first have not yet responded.

 

 

Step 6:

 

Set the Start Messaging and Response Deadline dates and times. This time frame will be displayed under the Feedback Collecting Time column within the top section of this menu.

Click on the grey clock to open a list of times to select from. Use the scroll bar to move up/down the list.

 

 

 

 

Step 7:

 

Click Apply, and messaging for the selected shift will be dispatched.

 

 

 

 

 

 

Step 8:

 

The final step is to monitor the replies from employees who will accept or decline shifts directly from either their mobile devices by text, or by a phone call reply.

 

Employees who accept a shift, will receive a confirmation phone call, or a text similar to the one displayed below.

 

 

 

 

Mass Messaging General Information

Please note the following information about Mass Messaging:

▪Employees will be sent notification of accepted shifts but will not be sent notification of declined shifts.

▪If employees accept or decline a shift after the response period has expired, they will not be notified that the response period is over. Employees must review their schedules for final confirmation of bookings.

▪If messaging is repeated for a certain shift, and employees have previously declined this shift, they will be included again in the next dispatch.

▪The phone icon to indicate shift notification on the Active Schedule will appear for accepted shifts but will not, however, appear for declined shifts.

 

 

 

How validation works when TEXT/CALLS are sent out.

 

If an employee is listed on the Mass Messaging Monitor Level List, validation has been done by that level’s rules both before sending the message and again at time of booking. It is done this way because the text may have taken place a day or two before the actual shift and the employee may no longer meet the validation rules.

 

 

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