Managing Welcome and Enrollment Emails in Take Command
Effective communication is vital to a smooth onboarding process in Take Command. This guide provides step-by-step instructions for managing welcome and enrollment emails, including scheduling, resending, and best practices.
1. Sending Welcome Emails to New Employees
Take Command provides flexibility in choosing when to send welcome emails to new employees:
Manual Sending: After adding an employee to the roster, you must manually trigger the welcome email. To do this: - Navigate to the Employee Roster in your admin portal. - Click the three dots next to the employee’s name. - Select Send Welcome Email.
ICHRA Signup: Similarly, for employees added during ICHRA signup, emails are not sent automatically. You will need to send out the welcome email manually when you see fit.
2. Scheduling Email Invitations
During the initial setup of your organization:
Administrator vs. Employee Invitations: Administrator invitations are sent first, and employee invitations are scheduled afterward. If you notice delays, it may be because your organization is still finishing its initial account setup.
Adjusting Timing for Scheduled Emails: You can request scheduling adjustments for welcome emails. Admins can align welcome email sends with the open enrollment period to give employees access to enroll in their health insurance plans on time.
3. Managing Reminder Emails
To prevent reminder emails (e.g., for open enrollment) from being sent prematurely:
Access the notification settings in your Take Command portal.
Set up the reminders to be sent closer to the desired timeframe for open enrollment.
4. Resending Expired Welcome Emails
If an employee did not log in before their initial welcome email link expired:
Instruct them to visit the Take Command Hub sign-in page.
Use the option at the bottom to resend a new welcome email.
Once the new email arrives, the employee can follow the link to complete their first-time login.
5. Best Practices for Welcome and Enrollment Emails
Timing: Whenever possible, align welcome emails with significant milestones such as the start of an open enrollment period to ensure employees can act on the information immediately.
Personalization Limitations: Currently, the content of the welcome email cannot be customized.
Regular Monitoring: Periodically review email settings to ensure they align with your organization’s operational timelines and goals.
Related Topics
Setting Up an ICHRA Employee Roster
Troubleshooting Email Delivery Issues in Take Command
By following these steps, administrators can ensure timely and effective communication with employees, promoting a seamless onboarding and enrollment experience.