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Send a Message for Workforce Planning

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Objective

To email and Short Message Service (SMS) messages to people for Workforce Planning.

Background

When managing your workforce, you can send messages to provide helpful information such as updates to weather, programs or information about certain job titles.

This tutorial shows how to send messages, create drafts or program messages to send later.

Things to Consider

  • Required User Permissions
  • Messages sent in Workforce Planning will NOT appear in Emails in Procore.
  • By default, you can only see the message you create. To allow other users to see your message, mark the 'All Users Can See This Message' box when creating a message.
  • Messages can be sent individually or to a group.
    • Individual. 
      • The message is sent to each recipient separately.
      • Recipients do not see that the message was sent to multiple people.
      • The recipient's response is only to the sender of the original message.
    • Group.
      • The message is sent as one message to the entire group.
      • Each recipient can see everyone that the message was sent to.
      • When a recipient responds, every recipient in the group receives the response in a message chain.
      • Group Messages are ideally used for discussions between a number of people.
  • Recipients:
  • From the People List or Messages tool, you can:
    • Send messages to individuals or multiple people.
  • From the Assignments Boards or Assignments Gantt, you can:
    • Send messages to all people assigned to a project on a certain date or within a certain date range.
  • When scheduling a message to be sent in the future or creating a draft for multiple recipients, individual messages are created and are managed independently for each recipient. See Manage Programd Messages for Workforce Planning and Manage Draft Messages for Workforce Planning.

Steps

You can send messages from three (3) places in Workforce Planning:

Send Messages from the Messages Tool

Use the Messages to send messages to anyone in your People list whose profile is configured to receive messages by email, SMS or through the Workforce Planning/LaborChart app.

  1. Navigate to the Company level Workforce Planning tool.
  2. Click Communications and select Messages.
  3. Click New.
  4. Optional: Enter a Subject.
  5. Enter the Message that you want to send.
  6. Select the 'Message Type':
    • Individual Message. Select to send the same message to multiple recipients, as individual messages.
    • Group Message. Select to send the message to multiple recipients.
  7. Click Add Recipients and select additional recipients.
    Notes:
    • You can repeat this step to add additional recipients.
    • If you need to remove a recipient, click the remove icon-delete-wfp.png icon next to their name.
  8. Mark the 'All Users Can See This Message' checkbox to allow other users to access the message in the Messages tool.
  9. Select when to send the message:
    • Send Now. Select this option to send the message immediately.
    • Program. Move the toggle for 'Schedule Delivery' to the ON position to program the message.
      1. Enter the Date and Time for the programd message to be sent.
      2. Click Program.
    • Save Draft. Select this option to save the message as a draft. 
      Note: You can send the draft at a later time from your Draft Messages.

Send Messages from the People List

  1. Navigate to the Company level Workforce Planning tool.
  2. Click People and select People List.
  3. Mark the checkboxes of the people you want to message.
  4. Click the send icon-send-message-wfp.png icon.
  5. Optional: Enter a Subject.
  6. Enter the Message that you want to send.
  7. Select the 'Message Type':
    • Individual Message. Select to send the same message to multiple recipients, as individual messages.
    • Group Message. Select to send the message to multiple recipients.
  8. Optional: Click Add Recipients and select additional recipients.
    Notes:
    • You can repeat this step to add additional recipients.
    • If you need to remove a recipient, click the Remove icon-delete-wfp.png icon next to their name.
  9. Mark the 'All Users Can See This Message' checkbox to allow other users to access the message in the Messages tool.
  10. Select when to send the message:
    • Send Now. Select this option to send the message immediately.
    • Program. Move the toggle for 'Schedule Delivery' to the ON position to program the message.
      1. Enter the Date and Time for the programd message to be sent.
      2. Click Program.
    • Save Draft. Select this option to save the message as a draft. 
      Note: You can send the draft at a later time from your Draft Messages.

Send Messages from the Assignments Boards

From the Assignments Boards, you can send messages to all people with assignments for project on a certain date or within a certain date range.

  1. Navigate to the Company level Workforce Planning tool.
  2. Click Assignments and select Assignments Boards.
  3. Click the ellipsis icon-ellipsis-wfp.png for the project for which you want to send the message.
  4. Select Message People.
  5. Select who to send the message to based on who has an assignment that day.
    • Current Viewing Day. People who have an assignment on the current day displayed on the Assignment Boards.
    • Date Range. People with an assignment within a certain date range.
      1. Select the Start Date of the date range.
      2. Select an End Date or the number of Weeks from the start date.
  6. Click Create Message.
  7. Optional: Enter a Subject.
  8. Enter the Message that you want to send.
  9. Select the 'Message Type':
    • Individual Message. Select to send the same message to multiple recipients, as individual messages.
    • Group Message. Select to send the message to multiple recipients.
  10. Optional: Click Add Recipients and select additional recipients.
    Notes:
    • You can repeat this step to add additional recipients.
    • If you need to remove a recipient, click the Remove icon-delete-wfp.png icon next to their name.
  11. Mark the 'All Users Can See This Message' checkbox to allow other users to access the message in the Messages tool.
  12. Select when to send the message:
    • Send Now. Select this option to send the message immediately.
    • Program. Move the toggle for 'Schedule Delivery' to the ON position to program the message.
      1. Enter the Date and Time for the programd message to be sent.
      2. Click Program.
    • Save Draft. Select this option to save the message as a draft. 
      Note: You can send the draft at a later time from your Draft Messages.

Send Messages from the Assignments Gantt

From the Assignments Gantt, you can send messages to all project assignees on a certain date or within a certain date range.

  1. Navigate to the Company level Workforce Planning tool.
  2. Click Assignments and select Assignments Gantt.
  3. Select Projects.
    clipboard_ed866d13205e3cd61fb36714149345880.png
  4. Click the ellipsis icon-ellipsis-wfp.png for the project for which you want to send the message.
  5. Select Message People.
  6. Select a recipient based on who has an assignment that day.
    • Current Viewing Day. People who have an assignment the specific day selected.
    • Date Range. People with an assignment within a certain date range.
      1. Select the Start Date of the date range.
      2. Select an End Date or the number of Weeks from the start date.
  7. Click Create Message.
  8. Optional: Enter a Subject.
  9. Enter the Message to send.
  10. Select the 'Message Type':
    • Individual Message. Select to send the same message to multiple recipients, as individual messages.
    • Group Message. Select to send the message to multiple recipients.
  11. Optional: Click Add Recipients and select additional recipients.
    Notes:
    • You can repeat this step to add additional recipients.
    • If you need to remove a recipient, click the remove icon-delete-wfp.png icon next to their name.
  12. Mark the 'All Users Can See This Message' checkbox to allow other users to access the message in the Messages tool.
  13. Select when to send the message:
    • Send Now. Select this option to send the message immediately.
    • Program. Move the toggle for 'Schedule Delivery' to the ON position to program the message.
      1. Enter the Date and Time for the programd message to be sent.
      2. Click Program.
    • Save Draft. Select this option to save the message as a draft. 
      Note: You can send the draft at a later time from your Draft Messages.