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Sending Group Emails and Text Messages

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Overview

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

Our TeamTxt service allows 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.

Things to know before you begin

  • 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, iPhone/iPad app, and Android app.

Sending email messages

To send a custom group message to your staff from the web app, click Message Staff from the Dashboard or click the Message Staff icon at the top of the page.

If your account uses WorkChat, you’ll see the chat box. Click Send Email/TeamTxt in the top-right corner to send an email.

To send an email, click the Email tab within the pop up.

By default, it will be set to “All/Everyone” so you can email all of your employees at once.

But you can type in a single recipient’s name instead or choose their name from the drop down, and the form will auto complete so that “All/Everyone” is removed.

You can also type the name of a Position or Schedule to target all employees in a specific group.

Once you have chosen the recipients, input a subject and a message. You will not be able to send a message unless both fields are filled in. Click Send Message when finished.


Note
: Messages sent through here go straight to the email inbox’s 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)

To send a TeamTxt message to your staff from the web app, click Message Staff from the Dashboard or click the Message Staff icon at the top of the page.

If your account uses WorkChat, you’ll see the chat box. Click Send Email/TeamTxt in the top-right corner to send a TeamTxt.

Click the TeamTxt tab.

To send group text messages, you’ll want to purchase TeamTxt credits as you need them.

You can purchase credits by clicking Buy More.

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 as are follows:

Country/RegionAustralia
Credits for one TeamTxt7
Country/RegionCanada
Credits for one TeamTxt1
Country/RegionChile
Credits for one TeamTxt5
Country/RegionCosta Rica
Credits for one TeamTxt5
Country/RegionDenmark
Credits for one TeamTxt3
Country/RegionFrance
Credits for one TeamTxt7
Country/RegionHong Kong
Credits for one TeamTxt5
Country/RegionIndonesia
Credits for one TeamTxt3
Country/RegionIreland
Credits for one TeamTxt2
Country/RegionMexico
Credits for one TeamTxt5
Country/RegionNetherlands
Credits for one TeamTxt8
Country/RegionNew Zealand
Credits for one TeamTxt8
Country/RegionNorway
Credits for one TeamTxt5
Country/RegionPhilippines
Credits for one TeamTxt5
Country/RegionSouth Africa
Credits for one TeamTxt8
Country/RegionSpain
Credits for one TeamTxt8
Country/RegionSweden
Credits for one TeamTxt7
Country/RegionUnited Kingdom
Credits for one TeamTxt5
Country/RegionUnited States of America
Credits for one TeamTxt1
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 of America 1

A single TeamTxt can contain up to 140 characters. If your message is longer than 140 characters, it is broken up into multiple TeamTxt messages.

Note: If your country is not included and you are interested in this feature, please let us know at support@wheniwork.com, and we’ll see if we can accommodate.

By default, only Account Holders can send TeamTxt messages. However, the Account Holder can edit this so that Managers or Managers and Supervisors can use TeamTxt credits. Click the Gear icon to change these settings.

Creating a TeamTxt message works the same as email. Select an employee (or all employees) and input a message. Click Send Message to send your message.

Updated on November 15, 2017

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