Update Communication Settings

To access: Setup > Communication

The Communication page allows you to edit messages that will be sent to admin users or workers when an action is taken on the system. Both the email and text notifications can be customized by your office.

Tip: Run the Communications Report for a list of all the communications that have been emailed to election workers and admins.

To edit an existing message:

  1. Go to SETUP > Communication.
  2. Select Edit to update the sender name, subject line, and message content.
  3. You can do any of the following:
    • Enable or disable—Use the slider at the top of the screen to enable or disable the communication type. If a communication type is disabled, no emails or texts will be sent for that type. If a communication type is enabled, emails or texts will be sent from the time the type is enabled.

    • Sender Name, Subject, Content—Change the text in any of these fields. Use the toolbar to edit or format the content, including the ability to insert from the Variables list.

  4. Select Save.

Variables can be included in messages as a way to customize and personalize a message to a worker without having to manually enter the information. Once a variable is added to a message, the information will auto fill at the time of sending, providing the worker with their specific details. Variable must be formatted as {{variablename}}. These variables include:

Value Variable
Worker first name {{workerFirstName}}
Worker middle name {{workerMiddleName}}
Worker last name {{workerLastName}}
Worker email {{workerEmail}}
Worker address {{workerAddress}}
Worker position {{workerPosition}}
Worker user name {{workerUsername}}
Shift start time {{shiftStartTime}}
Shift end time {{shiftEndTime}}
Shift address {{shiftAddress}}
Class location name {{classLocationName}}
Class name {{className}}
Class address {{classAddress}}
Class start time {{classStartTime}}
Class end time {{classEndTime}}
Instructor first name {{instructorFirstName}}
Instructor last name {{instructorLastName}}
Election Name {{electionName}}
Election Start time {{electionStartTime}}
County name {{countyName}}
Portal name {{portalName}}
Base url {{baseUrl}}
Base site {{baseSite}}

 

Default Messages

Default messages are sent based on the actions of the Worker or Election Admin. By default, emails will only be triggered with new actions, and will only include new information. Once a notification has been triggered, the worker will not receive that notification again unless information changes.

Message Type and Trigger Default Message

Recipient

Delivery Method

Begin Course Enrollments

When a new class is published, all workers assigned the position(s) associated with the class and whose home precinct is eligible to vote in the election will receive this message.

Email Subject: New class available: <className>

Email Message: <workerFirstName> <workerLastName>,

<countyName> has added <className> for <workerPosition>s to the schedule. Please login to <portalName> for more information and to sign up for a session.

Contact <countyName> (at xxx.xxx.xxxx or email@county.gov) with any questions.

Worker

Email
  Text Message: <workerFirstName>, <countyName> has added <className> to the schedule. Please login to <portalName>for more info and to sign up for a session.

Worker

Text

In-Person Class Enrollment

When a worker enrolls in an in-person class.

Email Subject: You’re enrolled in <countyName> <className>

Email Message: <workerFirstName> <workerLastName>,

You have been enrolled in <countyName>’s <className> training on <classDate> at <classTime>. We look forward to seeing you at <classLocationName>!

Login to <portalName> to find more information and contact <countyName> (at xxx.xxx.xxxx or email@county.gov) with any questions.

Worker

Email
  Text Message: Hi <workerFirstName>! You’re enrolled in <class name> on <date> at <time>. Login to <portal name> to see details.

Worker

Text

Online Class Enrollment

When a worker enrolls in an online class.

Email Subject: You’re enrolled in <countyName> <className>

Email Message: <workerFirstName> <workerLastName>,

You have been enrolled in <countyName>’s <className> online training; this course may be completed at your convenience before the deadline provided by the elections office.

Login to <portalName> to find more information and contact <countyName> (at xxx.xxx.xxxx or email@county.gov) with any questions.

Worker

Email
  Text Message: Hi <workerFirstName>! You’re enrolled in the <className> online training. Login to <portalName> to see details.

Worker

Text

Class Reminder

Message to all registrants 48 hours before the scheduled start time of an in-person class.

Email Subject: Don’t forget your upcoming training! <countyName> <className>

Email Message: Hello <workerFirstName>,

Two days until <className> training begins on <classDate> at <classTime>. Login to <portalName> for detailed information.

We look forward to seeing you at <classLocationName>!

Worker

Email
  Text Message: Reminder: we’re looking forward to seeing you for <className> on <classDate> at <classTime>. Login to <portalName> for more info.

Worker

Text

Class Rescheduled

When an in-person class is rescheduled.

Email Subject: Schedule change for <countyName> <class name>

Email Message: <workerFirstName> <workerLastName>,

The <countyName>’s <className> training you are enrolled in has been updated to <classDate> at <classTime>, at <classLocationName>.

To make further changes, login to <portalName> or contact <countyName> (at xxx.xxx.xxxx or email@county.gov) with any questions.

Worker

Email
  Text Message: Hi <workerFirstName>! Your <className> online training has been updated to <classDate> at <classStartTime>. Login to <portalName> to see details or make changes.

Worker

Text

Missed Class

When attendance has been logged for an in-person class. Message to all class registrants who were not marked as attended.

Email Subject: <countyName> <className>

Email Message: Hello <workerFirstName>,

We missed you in the <countyName> <className> training on <classDate> at <classTime>.

To sign-up for another offering of the class, please login to <portalName> or contact the <countyName> elections office with any questions.

Worker

Email
  Text Message: <workerFirstWorker Name>, we missed you in the <countyName> <className> training. Please login to <portalName> to find another offering of the class.

Worker

Text

Profile Changed Notify Admin

When a worker makes a change to their profile.

Email Subject: Profile update for <countyName> election worker.

Email Message: <workerFirstName> <workerLastName> has updated their profile. Review the changes at <portalName>.

Admin

Email

Profile Changed Notify Worker

When an admin makes a change to a worker's profile.

Email Subject: Your election worker profile update

Email Message: <workerFirstName> <workerLastName> has updated their profile. Please login to <portalName> for more details and contact <countyName> (at xxx.xxx.xxxx or email@county.gov) with any questions.

Worker

Email

Work Assignment

When a work shift has been assigned to the worker.

Email Subject: You’ve been assigned to a shift with <countyName> elections.

Email Message: <workerFirstName> <workerLastName>,

<countyName> has assigned you to one or more shifts for the upcoming election.

Shift Information:

<shiftDate>

<shiftStartTime> to <shiftEndTime>

<shiftLocation>

Please login to <portalName> for more details and contact <countyName> (at xxx.xxx.xxxx or email@county.gov) with any questions.

Worker

Email
  Text Message: <workerFirstName> - <countyName> has assigned you to a shift for the upcoming election! <shiftDate> at <shiftLocation>; login to <portalName> for more details.

Worker

Text

Worker Availability

When an election with assigned positions is published.

Email Subject:

Are You Available to Work in the Upcoming Election?

Hi <%first_name%>,

You previously let us know that you were interested in serving as an election worker in <county name>.

Please click the link below and log in to let us know what shifts, if any, you are available to work in the upcoming <election name> election.

<Login UR>

Worker

Email
 

Text Message:

<workerFirstName>, <countyName> has posted the schedule for the upcoming election. It's time to log in to <portalName> and provide your shift availability!

Worker

Text

Work Rejected

When a worker rejects an assigned shift.

Email Subject: Assignment update for <countyName> election worker.

Email Message: <workerFirstName> <workerLastName> has rejected an assigned shift. Review the changes at <portalName>.

Admin

Email
Work Reschedule

Email Subject: Shift rescheduled by <countyName> election worker.

Email Message:

<workerFirstName> <workerLastName> has rescheduled an upcoming shift. Review the changes at <portalName>.

Admin

Email

Email Verification Worker

When a worker changes their email address in their worker profile.

Email Subject: Election worker profile email update

Email Message: You recently changed your email address on {{portalName}}. Please click the link below to verify your email address.

{{emailVerificationLink}}

Worker

Email

Email Verification Admin

When an admin changes an email address in a worker's profile.

 Email Subject: Election worker profile email update

Email Message: An administrator of {{portalName}} recently changed your email address. Please click the link below to verify your email address.

{{emailVerificationLink}}

Worker

Email