Managing user welcome emails
You have a few options on how you would like your user welcome emails to be sent out. Navigate to 'Company settings' in your admin area and select 'When to send login emails.'
1. Send after manager completes training: Manage your OpenBlend roll-out through the use of the admin 'Training' area. By assigning managers to a training session they will receive their welcome email along with the training details. Following this, 48 hours after the manager has been trained, the employee will automatically be sent their welcome email to invite them to register.
2. Send immediately when users are created in OpenBlend: OpenBlend will automatically send out the welcome email as soon as the user is added to OpenBlend.
3. Only send manually: The welcome emails will need to be manually triggered by you, for both employees and managers. Below we show you how to manually send your user welcome emails.
You can also modify the content of the Login email by navigating to Admin > Company Settings > Login email content. Please note that you should not change any of the password or username links here as they are configured to your individual site. You can change the main body of text though if you would like ti use something more bespoke.
We go into a bit more detail about these options below:
Send as your managers complete their training
This option is great for managing a staged roll-out to your managers and employees, to ensure that everyone has been trained before getting access to OpenBlend; however, once you have completed your launch, we strongly recommend that you change the setting to "Send Automatically" to ensure every new user created gets their log-in straight away.
Follow the steps below to set up your training sessions:
1. In your left-hand navigation, click 'Training' from within your Admin area
2. Click 'Book new training'
3. Fill out the appropriate details in the pop up on screen
- Date and time of training
- Trainers name
- Location for the training (if online you can add the meeting link here)
- Any relevant notes
4. Click 'Save'
Follow the steps below to assign managers to your training sessions:
1. Click on the number of participants in your list of training sessions
2. You will see the eligible managers for training within the 'Leaders eligible training' section and any already assigned managers will be shown in the section above, labelled 'Leaders attending training'.
3. Simply click on their names in the red boxes and this will apply them to the session.
4. Once you are done, click 'Save'.
5. After the managers have been applied to the training session, upon saving, they will be sent their welcome email with the details for the training session.
6. 48 hours after the manager training date has taken place, the manager's direct reports will be sent their log-in details.
Manually sending welcome emails
1. Within your Admin tab, select 'Company Settings'
2. Click on 'When to send log-in emails'
3. Click on the "Invite users to log-in and register" button
4. Select the name of the employee you'd like to manually send the welcome email to by clicking on their name
5. Then click on 'Send [x] log-in email'
You also have the option of marking users as having been invited to OpenBlend externally, removing them from this list. Simply select the employees and then select 'Mark [x] user as invited to use OpenBlend'.
