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.

If the manual sending process does not work, verify the employee's email address for accuracy and ensure the employee has been added to the roster. Additionally, advise the employee to check their spam or junk folder for the email. If issues persist, consider manually sending the invite link by copying it from the admin portal and sharing it via email or another communication method.

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.

If the employee still does not receive the email, you can manually send the invite link by navigating to the "People" or "Employees" section in the admin portal, locating the employee, and using the action menu to copy the invite link. Share this link with the employee via email or another communication method.

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.
Troubleshooting Email Delivery: Ensure email addresses are entered correctly, advise employees to check spam or junk folders, and manually send invite links if necessary.

Troubleshooting Email Delivery Issues

Common Causes

Incorrect Email Address: Verify and correct the employee's email address in the system.
Spam or Junk Folder: Advise employees to check these folders and mark emails as "Not Spam."
Employee Not Added to the Roster: Ensure the employee is added to the roster to trigger the welcome email.
Email Already Sent: If the employee has already signed up, use the password reset option instead of resending the email.

Additional Notes

Always ensure that the employee's email provider is not blocking emails from the system.
If issues persist, contact technical support for further assistance.

How to manage welcome and enrollment emails in Take Command?