Deliver important messages and announcements to your team in less time using the Communications feature.
How it works
Communications is a messaging tool for managers to broadcast important information to employees.
Managers send announcements by using the feature online and or on their Mobile App.
Employees can receive and respond to these announcements both by logging in online and or on their Mobile App.
Send an announcement
Log in to Workforce.com online at my.workforce.com.
Navigate to Communications on your Navigation Bar
Select which locations or teams to broadcast an Announcement to
Create a Group and give your group a name
Create an Announcement
If you would like staff to be able to respond to the announcement, select the 'allow replies' option
If you require acknowledgement of the announcement, select the 'require acknowledgement' option
If you would like to attach a document or image to the announcement, select the 'Add file' button
Depending on their notification settings, staff will receive a push notification on their device when an announcement is made.
Respond to an announcement
When an announcement is made with the 'Allow Replies' option enabled, all members of the communication room will be able to send and read other replies on the announcement. The number of replies already made will be shown on the announcement.
To respond to an announcement, staff can follow the below steps:
Navigate to the Messages tab on the mobile app
Select the specific communication group the announcement was sent in
Click the Replies button in the bottom right corner of the message
Enter your response and click the blue Send button
At this point, staff can also include an attachment to their response through the Add File button. Like announcement replies, all members of the communication room will be able to add attachments and access others on the announcement.
Require acknowledgement of an announcement
When creating an announcement, you'll have the option of requiring acknowledgement through a checkbox confirmation. If staff are yet to acknowledge an announcement, a prompt will appear in orange. Once they have acknowledged the announcement, they'll get confirmation below the post.
Admins and Managers will also be able to track responses under the 'Communications' tab on both desktop and mobile.
Pin an announcement:
To pin/ unpin an announcement, Admins and Managers can select the menu on the top right hand corner (three dots on the announcement) and select 'Pin/ Unpin.'
Once an announcement is pinned, a banner will display the pinned title. To read the entire pinned announcement, simply click on the banner to expand the full announcement.
Archive a group:
Admins can archive a communications group which is no longer necessary. Archiving a communications group removes visibility of the announcements and the group to both Managers and Employees.
To archive a communications group:
Open the group you want to archive
Click Archive (located at the top right of the group)
A warning message will display. Click Confirm to archive the group.
Archived groups can be viewed by toggling from 'Active Groups' to 'Archived':
Admins can un-archive a group by clicking the 'archive' button again. Doing so will restore the group and any associated announcements.
View "read receipts":
Admins and Managers can view who has read an announcement by hovering (click on mobile) over the 'eye' icon on the top right corner:
To simplify this visually/at a glance:
Gray eye = announcement has been read by some staff (read receipts available)
Gray eye with strike through it = announcement has not been read by any staff (read receipts unavailable)
FAQ and troubleshooting
Where can I read and create an ‘Announcement’?
‘Announcements’ can be read on the web-app and latest mobile app (Android and iOS). Employees will be notified of a new ‘Announcement’ via a push notification on their mobile device.
Unread announcements will display on the web app. The total number of unread announcements will display as a badge next to the relevant 'group'. Once the announcement has been read, the badge will be removed:
Who can I broadcast an ‘Announcement’ to?
Communications permissions follow the same permissions which are already set in Workforce.com:
Admins can create, read and send an announcement to all employees
Managers can create, read and send an announcement to all locations & teams that they manage
Employees can read announcements for teams they are in
Permissions per role can be updated by navigating to Settings > View all Permission Settings > Advanced Settings > Customize Access & Roles
What is an 'Organization-wide Announcement' Group?
An 'Organization-wide' group is a default group which allows Admins to broadcast Announcements to all users within the organization.
Can I edit a 'Communications' group?
Yes, users can make the following updates to 'Communications' groups:
To add/remove teams of an existing group (edit groups):
Add/remove teams to an existing group by selecting the '...' button > 'Edit Group Members' > select/unselect the desired locations/teams.
To edit the 'group' name
Update the name of the existing group by selecting the '...' button > 'Edit Group Name' and entering the new Group name in the field.
Can I insert URLs?
Yes, you can insert clickable URLs into the body of the announcement as well as email addresses. Clicking on an email address will automatically open your email client (Outlook, Apple Mail etc) to send an email effortlessly.
Can I attach PDFs, images, documents, etc.?
Yes. The file must be less than 5MB and of an allowable file type (PDF, doc, docx, jpg, jpeg or png format).
Can I create one-on-one chats?
Yes, you can create one-on-one chats.
Can I archive the 'organization-wide' announcement group?
No, this default group cannot be archived.