Employee Communications Templates

Updated 3 months ago

The following templates are suitable for use with communicating internally with employees/team members etc. across a range of businesses. Some can also be used externally, depending on the audience (e.g. the contact data verification template). 

You can add an additional Opt-out message by clicking on "Add Opt Out" in the SMS campaign screen within the dashboard, once you have pasted the template content in to the message field. You can choose from 'Reply stop' or an unsubscribe link (if sending from your business name).

We have included some data templates as well (which should automatically download when you click each link), to help you save your contact information in a format that will work with the field references in each message template. Each data template has column headers in row 1, a description of the required data in row 2, and an example of the data in row 3. Make sure you delete the contents of rows 2 and 3 before adding your contact data, but do not delete the content in row 1 (unless you want to change the header name and the field references in the message).

This article explains how to add field references or placeholders.

1. Contact Data Verification

Purpose:

This template is useful as a test of your contact data on file, to ensure that you have the most up-to-date information for all of your contacts. 

Field references:

  • This template utilises the "firstname" field in the contact profile; when uploading the CSV file during your contact import, ensure that you match this column to the First Name field in the dropdown.

Supporting Data Template:

You can use this template example to save your contact data to work with this message template if preferred (example data has been added to the first row)

Basic Contact Data Template.xlsx

Template:

Dear (First Name)
This is a test of our emergency notification system for alerts related to the ongoing Coronavirus pandemic.
Please reply with your name to confirm receipt of this message.
Thank you.

2. Confirmed Case Alert

Purpose:

If you have mobile employees (e.g. field based sales staff, couriers etc.) then you may want to keep them notified of any updates on confirmed cases to allow them to avoid those areas for their safety.

Field references:

  • This template utilises a custom field called "location"; when uploading your CSV file during your contact import, ensure that you match your column with location information to Custom field 1.

Supporting Data Template:

You can use this template example to save your contact data to work with this message template if preferred (example data has been added to the first two rows)

Contact Data Template - Location Alert.xlsx

Template:

ALERT: There has been a confirmed case of Coronavirus in (Cust. 1). Please exercise caution and avoid travelling to the area unless absolutely necessary. Thank you.

3. Travel Service Impact

Purpose:

If you have mobile employees (e.g. field based sales staff, couriers etc.) then you may want to keep them notified of any updates on transport service disruptions (e.g. flight cancellations) that may impact their ability to travel

Field references:

  • This template utilises the "firstname" field in the contact profile; when uploading the CSV file during your contact import, ensure that you match this column to the First Name field in the dropdown.
  • This template also utilises two customs field called "destination1" and "destination2", which means that when uploading your CSV file during your contact import, you'll need to ensure that you match these columns with Custom 1 and Custom 2.
  • This Template also utilises a custom field called "service", for the type of service about which you are sending the notification (e.g. flights, trains, ferries, etc.). When uploading your CSV file during your contact import, ensure that you match this column to Custom 3.
  • This Template also utilises a custom field called "date"; when uploading your CSV file during your contact import, ensure that you match this column to Custom 4. Please note - be careful when inputting dates in Excel, as sometimes the format will be converted to a number. In the attached template, the example given is written in a text format.

Supporting Data Template:

You can use this template example to save your contact data to work with this message template if preferred (example data has been added to the first two rows)

Contact Data Template - Service Alert.xlsx

Template:

Dear (First Name) please be advised that (Cust. 3) between (Cust. 1) and (Cust. 2) have been cancelled until (Cust. 4) due to the ongoing Coronavirus pandemic. Further updates will be provided as changes to the situation occur. Thank you.

4. Office Shutdown/Work From Home

Purpose:

If you need to shut down your office and move staff to a "work from home" scenario, this template can be used to provide notification to staff, as well as a link to online resources such as the working from home policy, or VPN set up instructions etc.

This template requires you to add a URL (i.e. the web address) for a link to further information (e.g. a website). You may need to use a URL shortener to limit the web address to 13 characters in order to keep your message clean; bearing in mind the 160 character limit for a single SMS.

Field references:

  • This template utilises the "firstname" field in the contact profile; when uploading the CSV file during your contact import, ensure that you match this column to the First Name field in the dropdown.
  • This Template also utilises a custom field called "date"; when uploading your CSV file during your contact import, ensure that you match this column to Custom 1. Please note - be careful when inputting dates in Excel, as sometimes the format will be converted to a number. In the attached template, the example given is written in a text format.
  • This Template also utilises a custom field called "manager"; when uploading your CSV file during your contact import, ensure that you match this column to Custom 2.
  • This Template also utilises a custom field called "managerphone"; when uploading your CSV file during your contact import, ensure that you match this column to Custom 3.

Where the message says "<Insert URL>" - this is where you need to paste the link to the location where recipients can view the information referenced in the message (e.g. your company website).

Supporting Data Template:

You can use this template example to save your contact data to work with this message template if preferred (example data has been added to the first two rows)

Contact Data Template - Office Shutdown.xlsx

Additional Support:

  • Read this article for instructions on using our link shortener.

Template:

Dear (First Name), 
For the safety of all staff, management have decided to enact our company shutdown/working from home policy, effective (Cust. 1). The policy can be found at <insert URL>  Please contact (Cust. 2) on (Cust. 3) or the HR team with any questions.
Thank you

5. Important Information For Staff

Purpose:

This template can be used to provide your staff with a link to the relevant State Government or other website so they can get access to important information about Coronavirus, such as instructions on self-assessment. 

This template requires you to add a potentially lengthy URL (web address), so you may want to use a URL shortener to limit the web address to 13 characters in order to keep your message clean and within the 160 character limit for a single SMS.

We have compiled a list of State Government URLs to add to your messages 

Field references:

  • This template utilises the "firstname" field in the contact profile; when uploading the CSV file during your contact import, ensure that you match this column to the First Name field in the dropdown. 
  • The template also utilises a custom field called "state", populated with the state in which the recipient is based. When uploading your CSV file during your contact import, ensure that you match this column to Custom 1.
  • The template also utilises a custom field called "URL", populated with the relevant link to the state government health site from the list above. When uploading your CSV file during your contact import, ensure that you match this column to Custom 2.
  • This Template also utilises a custom field called "manager"; when uploading your CSV file during your contact import, ensure that you match this column to Custom 3.
  • This Template also utilises a custom field called "managerphone"; when uploading your CSV file during your contact import, ensure that you match this column to Custom 4.

Supporting Data Template:

You can use this template example to save your contact data to work with this message template if preferred (example data has been added to the first two rows)

Contact Data Template - Important Information.xlsx

Additional Support:

  • Read this article for instructions on using our link shortener.

Template:

Hi (First Name)
We are taking the recent Coronavirus outbreak seriously and want to ensure you have access to the information you need to minimise the risk of exposure for yourself and others.
For general information from the (Cust. 1) state government, please visit (Cust. 2).
If you believe you are experiencing symptoms, you should contact your GP for medical testing immediately and let us know. DO NOT COME TO WORK unless cleared to do so by your GP. If you have any questions, please contact (Cust. 3) on (Cust. 4)
Thank you

As always our friendly team members are on hand 24/7 to help you with any questions about sending messages. Simply click on the face in the bottom right corner for help.


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