Sending Bulk Communications - Staff

This article provides detailed information relating to sending Bulk Communications to Staff.

The Staff Search can be used to generate a list of email, mobile numbers or postal addresses for Staff, for the purpose of sending internal bulk communications.

Audience: All


Prerequisites

Staff will only be able to generate a list of 'Staff Account Email' or postal addresses for those Staff Accounts they already have access to, via the Sites and Services they have listed in their Staff Account, or via higher-level access Privileges at the Site/Service level or global Security.

The 'Human Resources for ALL Staff' Security Privilege provides access to all Staff Accounts across the organisation, and both 'Staff Account Email Addresses' and postal addresses in the CSV download files.

The 'Team Leader for ALL Services' Security Privilege provides access to all Staff Accounts across the organisation, however only access to 'Staff Account Email Addresses', and not postal addresses, in the CSV download files.


Summary

The following list summarises the content within this article. Click on the links below to take you to the relevant sections:


What do I need to know about emailing Staff?

Make sure to read the prerequisites above to ensure the correct access is held.

In order to generate a list of Staff contact details, a Staff Account Search must first be performed. 

There are two methods in which to email Staff from the Staff Account Search results list, depending on the size of the list: 

  • Download Staff Records
  • Email all Staff Members in this list

The 'Email all Staff Members in this List' functionality has a cap of 100 Staff and also displays a warning message once the cap has been exceeded:

The following outlines how to perform these steps. 

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How do I perform a Staff Accounts Search?

To access and generate a Staff Accounts Search, you will first need either the 'Team Leader' privilege or the 'Human Resources' privilege.

To perform a Staff Accounts Search, go to the Dashboard menu and select Staff Accounts:

Also, note at this point that Staff with the ‘Human Resources' privilege will have more filter options available in the Staff Account Search, than Staff with the 'Team Leader' privilege. 

Staff with the 'Team Leader' privilege have the following search criteria available:

Staff with the 'Human Resources' privilege have the following search criteria available:

Select from the Criteria available and then select the Search icon to perform the Search. 

Alternatively, to generate a list of all Staff within your organisation, leave all the search criteria fields empty and just select the Search icon at the bottom of the screen:

Once Search is selected, the Staff Accounts Search Results will appear. 

For more information, please review this article:  Staff Account Search - linked below for your reference. 

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How do I email Staff Members from a list of less than 100?

Please note, this option is only for group numbers of 100 or less. A warning message will display once the cap of 100 has been exceeded, and this will prevent further action. In order to email larger groups over 100, head down to the next section.

Once the Staff Accounts Search has been performed, navigate to the Actions Menu and select ‘Email all Staff Members in this list’:

If the list contains less than 100, the ‘Email Staff Members’ window will open, displaying a message with the number of Staff in the list, and will ask if you wish to proceed:

After selecting the ‘Email Staff in List’ button, it will redirect you to your usual email program (e.g. Outlook, Gmail etc) with the Staff Account Email addresses (as listed in their Staff Accounts) prepopulated in the Bcc address section of the email:

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How do I send bulk communications to Staff Members from a list of over 100?

This is the option that is used for both downloading Staff records, and emailing larger sized groups over 100. This may also be used to source Staff Postal Addresses for bulk communications.

Once the Staff Accounts Search has been performed, navigate to the Actions Menu and select Download Staff Records:

This will generate a CSV file export containing information from the 'User Details' and 'Human Resources' tabs of a Staff Account: 

N.B. When Staff have the 'Human Resources' Privileges, additional personnel information is included in this extract.

This data can then be utilised within the CSV file as required in a program such as Microsoft Excel:

  • for extracting the 'Staff Account Email Addresses' for use in a bulk email service e.g. MailChimp
  • for linking to a program that produces labels e.g. Microsoft Word 

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How to email individual users via SupportAbility

The 'Edit User Accounts' privilege is required in order to access the User Details tab of the relevant Staff Account to initiate sending an email via your default email program.

An email can be sent to individual users by selecting the email icon below the 'Staff Account Email Address' field on the 'User Details' tab of a Staff Account:

Once the email icon has been selected, this will open in your default email program, allowing you to email the individual: 

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