Newsletters

Workvivo Newsletters: Keep Your Team Informed and Engaged

At Workvivo, we know that effective communication is the heartbeat of any thriving organization. Our newsletter feature is designed to strengthen that pulse, providing a straightforward, impactful way to reach a wider audience within your company. Whether you’re an organization that relies heavily on email communication or are exploring new ways to reach employees, our newsletter tool is tailored to meet your needs.

Key Features

• Delightful User Experience: Creating and managing newsletters is so easy, with an intuitive interface that streamlines every step of the process
• Audience Segmentation: Target your newsletters more precisely with segment-based distribution, similar to Workvivo’s survey feature. This functionality empowers admins and newsletter managers to tailor content for specific employee groups, improving relevance and engagement
• Customization Options: Choose from a variety of default and custom templates, or design your own with our new Newsletter Builder, enabling unique, branded newsletters

Device(s): Desktop (for creation), Mobile (for viewing emails)

Roles / Permissions: 

• System Admin: Full control over creation, management, and analytics for all newsletters
• Newsletter Manager: Can create, manage, and send newsletters organization-wide

Creating a Newsletter

The ‘Create Newsletter’ section at the top right of the newsletter dashboard allows you to begin to design your newsletters. Choose ‘blank canvas’ if you would like to start from scratch, or leverage one of our default templates to save time. You can also select custom templates. These are templates you can create and manage yourself allowing you to design branded newsletters and leveraging them again and again. 

Creating your Newsletter is split into the two steps outlined below:

Step 1 - Newsletter Builder

• This is where you build out the newsletters with layouts and components each email will contain. This can be a mix of both external or Workvivo content that participants will see. There is no limit to the number of components you add. 

Step 2 - Info & Settings

• This step is all about sharing and socializing your newsletter. It is also where you can customize a range of additional advanced settings.

Let’s take a look at each step in more detail:

Step 1 - Newsletter Builder

To start building a newsletter, select Create Newsletter in the dashboard. From here, choose a template that fits your needs: a blank canvas to design from scratch, a default template, or a custom template created previously.

When starting from a blank canvas you will be presented with the empty newsletter builder shown here.

• The builder provides a drag-and-drop interface where you can add layout options (like full-width or multiple columns) and content components such as headings, images, text, and more. Customize each element with design options, including colors, padding, font sizing, and links.

  • Layouts: Arrange components in various formats, from full-width to multiple columns, to create your desired structure.

  • Content Blocks: Add text, images, and other components, with each item fully customizable to fit your branding.

    • Note: The font is not editable. In our Newsletters we use the font Inter, a well regarded typography built specifically for ease of readability on computer screens. 

    • When copying text from other sources, our recommendation is to "Paste and Match style" to the text component, this will allow you to format the text further. 

  • Images:
    The height of the images can depend on design needs but we recommend to keep them at a maximum height of about 800px or 1000px for better quality output on the newsletter. 

    • Full width column images: [600px width]

    • 1/2 + 1/2 columns: [280px width]

    • 1/3 + 2/3: [160px width, 400px width]

    • 1/3 + 1/3 + 1/3: [180px width]

  • Posts: Integrate Workvivo-specific content (Updates, Articles, Events). Search for and drag posts into your newsletter to add relevant information seamlessly.

    • Note: Newsletters supports Global Content at the moment - Content shared to teams and spaces will be added soon

    • This component is not editable 

  • Preview your newsletter for both desktop and mobile, and send a test email to ensure everything appears as expected before publishing.

Example of a layout with numerous components and design tab:

Note: Images have a lifespan of 12 months by default 

Step 2 - Info & Settings

Choosing your Newsletter Audience:

• • Click ‘Select Segments’ to begin picking specific employee segments to target with your Newsletter. Note: Segments are groups of employees within Workvivo.
  • From here, click on ‘All the Members of’ to choose your main newsletter audience. You can opt for a global audience by selecting ‘Everyone’, or make your newsletter more targeted by choosing specific employee segments like Spaces, Age brackets, Tenure brackets or Teams. You can select multiple segments at once. In this case, we have chosen the Los Angeles team as our audience.

• • Our optional ‘Filter Audience’ toggle allows you to apply additional logic to your audience targeting. 
  • In the example shown here, my newsletter will go out to anyone based in Los Angeles, who is also a member of the Sales team - but excluding anyone who has been in the company less than 3 months.
  • Note: Hidden Spaces can't be selected as an audience
•  
• Scheduling and Saving your Newsletter:
  • Saving as Draft - Click ‘Save as Draft’ at any point during newsletter creation to save your work and come back later. 
  • Publish Date - by setting the date in the past - if you would like to publish your survey immediately, or you can choose a ‘Start Date/Time’ in the future. Once you select a date in the future and click save, the Newsletter will change its status to  "Scheduled". This is editable right up until its scheduled publish date/time.
  • Note: Newsletters will not be saved as scheduled, unless you select an audience.

Theme Color:

• • Choose a theme color for your newsletter to differentiate it visually on the dashboard. By default, it uses your primary brand color, which can be changed.

Custom Templates

• • Admins can save newsletters as templates for future use from the Info & Settings page. Access saved templates via the "Create Newsletter" menu and manage them through the Templates Manager, where you can edit, duplicate, or delete templates as needed.

Analytics

Newsletter analytics provide insights into engagement and effectiveness, available for “Sent” newsletters only:

• Engagement: Total interactions received
• Article Opens: Total clicks on articles
• Event Opens: Total clicks on events
• Update Opens: Total clicks on updates
• Email Sent/Delivered: Total emails sent and successfully delivered
• Reports are also exportable for further analysis.

Notifications

Every user is opted in for email notifications for Newsletters by default. Should you wish to opt out of these email notifications, that can be configured in the notification settings.

Notifications Settings can be found through the Settings icon on the notification drop down on desktop, or by clicking Settings in the hamburger menu on the mobile app.

Example of a sent Newsletter: