A welcome email is the email that helps your employees onboard to Workvivo after Launch day.
Historically, the scheduling and targeting of launch emails was managed solely by Workvivo. Today, we're delighted to announce a new self-service functionality that makes it possible for admins to create and update their Welcome Emails for newly created users, once your organisation launches.
Device(s): Desktop
Roles / Permissions: Admin, Welcome Email Manager
Availability: This feature can be enabled by your Workvivo Contact. Please reach out if you'd like to manage your own Welcome Emails for newly created users.
How to access these settings:
You will see this option by navigating to Admin > Welcome Emails:
How to schedule an email:
To create a new template click the 'Create' button. A modal will pop up and the following targeting options will display:
Global & Targeted templates:
To enable this feature, you must first configure a “global” welcome email first. You can then create targeted welcome emails for specific departments or locations. You can customize the timing and language of these messages to accommodate different regions. Users targeted by these customized welcome emails will NOT receive the global email.
SSO/Username Password:
If you are an organization with mixed authentication options we will show you an option called "Email Type". This is so you can specify SSO or username/password for your target groups. Users with one type of authorization will not see this field.
Drafting and scheduling:
If a template is created without a date selected, it will be created as a draft Template. Drafts aren't sent until a schedule date has been added and the status of your welcome email is Active. The status of a draft is changed to Active once the email is sent. Please note, your overall organization must be live for emails to start sending.
If a schedule date is set within 24 hours, a warning message will appear to ensure you want to go ahead.
Timezones are per the logged-in user. For example - a user in Ireland scheduling a welcome email for 9am in New York should input 2pm Irish time.
Please note, this solution does not:
- Allow for changes to in-body email text - the standard template is used. Please see our support documentation for default text
- If the default content is changed for you by Workvivo please note translations must be provided too (the system will not autotranslate content)
- If a user is in multiple teams where custom, targeted email templates are configured, they will default to the global template that is set up
- The Welcome Email will only send to active, newly created users once the trigger date is picked and the org has launched and is live. Initial Welcome Emails at launch will still be managed by your Onboarder/Workvivo team.