Grayscale now allows you to continue your engagement even after the candidate has been hired. This synchronizes with your employee module in SAP, and is a great way of improving communications, increasing employee satisfaction, reducing overhead, and managing groups!
New Roles
We have created two new roles for Grayscale for Employees, Employee Admin and Superadmin.
Employee Admin: User has access to view and message employees only. User does not have access to candidates, or the ability to adjust company settings in Grayscale, manage team members, etc... (This is similar to the "recruiter" role in Grayscale Recruiting)
Superadmin: User has access to both candidates and employees. User also has the ability to adjust company settings in Grayscale, add team members, etc... (This is similar to the "admin" role in Grayscale Recruiting)
Getting Started
Once you have added Grayscale for Employees to your Grayscale account, you can click Employee Hub on the left to open up a list showing all the employees in your organization.
In the Employee Hub, you can filter the employees by Job Title, Department, Division, or Location, or you can search for specific employees by name.
You can even save filter settings as "Segments" by specifying the filter selections, then clicking the Save Segment link. You can then use the Choose Segment button to select that saved segment.
The Employee Hub list with display:
Name
Job Title
Department
Division
Active Tasks
Pulls the employee's active tasks from SAP
Click this link to view a list of the tasks
Location
Conversation icon
You can use the Message All Employees button send a bulk message to all employees, or you can select the checkbox next to multiple specific employees to send a bulk message to those selected. You can also click the conversation icon on the right of the list to message a specific new hire individually.
Bulk Messaging
A bulk message is a one-time message that you can send to multiple employees at the same time. You can customize the list of recipients to make sure it only goes to your intended audience!
Open the bulk messages page by clicking on Bulk Messages on the left.
From here, you can view bulk messages, filter the list by creator, status, or 'Send At' (time sent/scheduled to be sent), and create new bulk messages.
Bulk Message Setup
To create a new bulk message, click the New Bulk Message button, and fill out the form to create the message.
Bulk Message Name
Internal only. It is recommended to use a unique, descriptive name
Audience
Choose who to send the message to from the following options:
Individuals
Select specific employees
All Employees
Narrow it down further using these filter options:
Job Title
Department
Division
Location
Class
Type
Segment
Select a pre-made segment
Messages
First outreach
Enter the message you want to send out. You can even use snippets and templates!
Opt-out information – Recommended to leave as-is
Employees who opt-out accidentally can opt back in by replying START to the message. Support can also provide the number for them to text START to if needed
Follow-up (if unresponsive)
Add up to 3 nudges – messages that only get sent if there's no response within a set time
Followers
The creator of the bulk message will automatically set as the first follower by default
Add additional followers by clicking + Add another follower
Set Time
Select the date and time to send the message
Automations
An automation is an automated message that remains active, and will send a message to employees when they meet the conditions specified in the automation's settings. This is great for sending a message on an employee's birthday or work anniversary, or even sending a reminder to employees who have unfinished tasks that are due!
Click Automations on the left to open the Automations page. From here you can view active automations, or create a new automation.
Automation Setup
To create a new automation, click the New Automation button, then fill out the form to create the automation.
Automation Name
This is an internal title, so it is recommended to use a unique, descriptive name
Audience
First, determine whether you want to include:
All Employees
All Task Owners, or
a Segment
If you selected All Employees, you'll have the ability to filter your audience further using any of these options:
Job Title
Department
Division
Location
Class (New!!)
Type (New!!)
If you selected All Task Owners, you can proceed to the Sending Criteria section.
If you selected Segment, you'll be given the ability to Choose Segment.
Sending Criteria
Next, customize when you'd like this automation to send to your employees.
For All Employee automations, you can choose from these options:
Specific Date
Milestone
Hire date
Birthday
For All Task Owner automations, choose from these:
Task due date
Task assigned
Then apply a Task Category filter (optional)
All (default)
or select a specific category
If selecting a specific category, the Task Name filter option appears, select from:
All tasks (default)
or select specific tasks
Messages
Send Message
Enter the message you wish to send. You can use templates and personalize the message with the use of snippets
Set the trigger time & time zone
Add Reminder
Add up to 5 reminders — before or after the trigger date. Reminders are only sent if the call to action has not been completed.
Followers
Add followers to this automation to receive notifications of any employee responses
Automated reminders are different than nudges! A nudge will be cancelled when a recipient responds to the message, but an automated reminder will be sent out even if a recipient responds.
Finally, click the Start Automation button to save the automation and make it active.
In short, the Employee Module makes it super easy for your HR team users to stay in touch with employees. With tools like Bulk Messages and Automations, you can quickly send out important info, keep track of progress, and make sure everyone gets the information/notifications they need, when they need them.
Have questions? Chat with us below!