Sending Group Emails and Text Messages

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Overview

When I Work enables you to communicate with your employees by sending emails and TeamTxt messages (custom text messages).

The TeamTxt service enables you and your managers to send mass custom text messages to employees at any time. Use TeamTxt to send time-sensitive group SMS messages, such as meeting updates, to the entire staff, individual employees, or smaller employee groups with just one click.

Considerations

  • The email message service is included with all plans. However, the TeamTxt service requires the purchase of credits in order to send customized text messages to staff.
  • TeamTxt messages (custom text messages) can only be sent from the web app.
  • Email messages can be sent from the web app, iOS app, and Android app.
  • Email and TeamTxt messages are one-way messages that cannot be responded to by recipients. Any direct replies to these messages will not be received. If your message needs a reply, check out WorkChat.

Recipient filtering

Recipients of emails or TeamTxt messages are filtered as follows:

  • Employees that have information on file for at least one of the selected contact methods.
  • Employees that are not blacklisted from the selected contact methods.
  • Positions with at least one employee in the list.
  • Schedules with at least one employee in the list.

Sending email messages

  1. Click WorkChat WorkChat or WorkChat Message Staff on the navigation bar.
    • If WorkChat is enabled in the General Settings, WorkChat appears on the navigation bar.
    • If WorkChat is disabled in the General Settings, Message Staff appears. 
  2. Click Send Email/TeamTxt.
    Send email and team text button
  3. Click the Email tab within the pop-up.
    Email tab
  4. Enter the recipients. By default, the field is set to “All/Everyone”. To send an email to specific employees, type in a single recipient’s name or begin typing and select the name from the suggestions drop-down.
    Send to recipient drop downType the name of a Position or Schedule to target all employees in a specific group.
    Send to position filter
  5. Click Send Message when finished. You will not be able to send a message unless the subject and message fields are filled in.
    Send message email dialog

NOTE: Messages sent through here go straight to the email inboxes of your employees. If you’d like to keep a copy of a message that you send through here, you’ll want to make sure to include your name as well so you are sent a copy.

Sending custom text messages (TeamTxt)

Follow these steps to send a TeamTxt message to your staff:

  1. Click WorkChat WorkChat or WorkChat Message Staff on the navigation bar.
    • If WorkChat is enabled in the General Settings, WorkChat appears on the navigation bar.
    • If WorkChat is disabled in the General Settings, Message Staff appears. 
  2. Click the TeamTxt tab.
    Team text button
  3. Click the restrictions drop down to change who can send TeamTxt messages. By default, only Account Holders can send TeamTxt messages.
    Message restrictions drop down
  4. Click Buy More to purchase TeamTxt credits. TeamTxt credits are required to send group text messages. See Purchasing TeamTxt Credits.
    Buy more team text button
  5. Enter the recipients. By default, the field is set to “All/Everyone”. To send a TeamTxt to specific employees, type in a single recipient’s name or begin typing and select the name from the suggestions drop-down.
  6. Click Send Message when finished. A single TeamTxt contains up to 140 characters. If your message is longer than 140 characters, it is broken up into multiple TeamTxt messages.
    Send team text dialog

Purchasing TeamTxt credits

The minimum purchase for credits is 500 for $25 (USD). TeamTxt credits do not expire. Depending on what country you are in, the amount of credits required to send a message to one employee are as follows:

Country/RegionAustralia
Credits for one TeamTxt 7
Country/RegionCanada
Credits for one TeamTxt 1
Country/RegionChile
Credits for one TeamTxt 5
Country/RegionCosta Rica
Credits for one TeamTxt 5
Country/RegionDenmark
Credits for one TeamTxt 3
Country/RegionFrance
Credits for one TeamTxt 7
Country/RegionHong Kong
Credits for one TeamTxt 5
Country/RegionIndonesia
Credits for one TeamTxt 3
Country/RegionIreland
Credits for one TeamTxt 2
Country/RegionMexico
Credits for one TeamTxt 5
Country/RegionNetherlands
Credits for one TeamTxt 8
Country/RegionNew Zealand
Credits for one TeamTxt 8
Country/RegionNorway
Credits for one TeamTxt 5
Country/RegionPhilippines
Credits for one TeamTxt 5
Country/RegionSouth Africa
Credits for one TeamTxt 8
Country/RegionSpain
Credits for one TeamTxt 8
Country/RegionSweden
Credits for one TeamTxt 7
Country/RegionUnited Kingdom
Credits for one TeamTxt 5
Country/RegionUnited States
Credits for one TeamTxt 1
Country/Region Credits for one TeamTxt
Australia  7
Canada  1
Chile  5
Costa Rica  5
Denmark  3
France  7
Hong Kong  5
Indonesia  3
Ireland  2
Mexico  5
Netherlands  8
New Zealand  8
Norway  5
Philippines  5
South Africa  8
Spain  8
Sweden  7
United Kingdom  5
United States  1
  • Non-U.S. accounts must be set to the correct country in order to buy TeamTxt credits.
  • Non-U.S. and Canada accounts are billed to include local text message support and it is built into the price of the plan.

NOTE: If your country is not included and you are interested in this feature, please contact us, and we’ll see if we can accommodate.

Updated on February 20, 2020

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