Ambassador Email Notifications

Updated

Recruitment Marketing Public

The key role of the Employee Ambassador is to answer incoming questions from candidates through the platform. We have set up a few key notification emails to help draw Ambassadors back to the main platform to answer questions. 

Discussion Overview

At any point, Ambassadors or Admins can log in and check the number of unanswered questions in their dashboard and quickly link out to the list. If you do not see these boxes on the dashboard, simply click on the Customise button and toggle on Discussion Overview to add it to the dashboard.

EC7 - Discussion Overview Boxes on Dashboard.png

This is the main place for admins to stay in the loop.

Email notifications

The following are the types of email notifications sent.

Targeted to a specific Ambassador

EC7 - Targeted to a specific Ambassador.png

When that question is asked, an email will be sent to that specific ambassador encouraging them to answer the question. 

That notification will look like the following: 

EC7 - Targeted ambassador email notification.png

Round Up Email

When a question is asked, all admins are notified. Ambassadors are only notified if the question is directly related to them. However, there is the option to set a round up email to all ambassadors and admins daily or weekly. This email will remind ambassadors that there are still unanswered questions waiting to be addressed. 

round up email settings

To enable the Round Up email:

  1. From the side menu, under Companies, click Settings.
  2. Under Employee Connections, click Discussion Round Up Emails.
  3. Set the Round up emails to On. 
  4. Set the following:
    1. Send: Select the frequency.
    2. Time: Select the time.
    3. Day: Select the day.
  5. Click Save.

The email notification will look like the following: 

round up email example

Manually assigned or automatically assigned in the system

To ensure discussions are continually answered, enable the setting:

  1. From the side menu, under Company, click Settings.
  2. Under Employee Connections, click Moderation, Seeding and API Settings.
  3. Tick Discussion Seeding.
  4. Click Save.

If an ambassador hasn't answered a discussion for a week, the Discussion Seeding will automatically assign a Seeded Discussion to the ambassador to answer, bringing them back to the platform.

Additionally, if an admin assigns any unanswered questions to an ambassador, then it will send out a notification as well. 

For both of these, the discussions will look as follows:

EC7 - Seeded Discussion Assignment Email Notification.png

New replies on a discussion

Both ambassadors and candidates will be notified when there is a new reply on a discussion they asked or have previously left a reply on.

Note:

Admin notifications: Admins who are the assignee of a discussion, have previously replied to it, or authored it will receive an email notification when a candidate posts a reply. This occurs automatically regardless of your Discussion Moderation settings. Enabling moderation only controls whether the reply is hidden from the public site until approved - it does not stop the notification from being sent.

For ambassadors, the email will look as follows: 

EC7 - New Reply to Discussion.png

For candidates, the email needs to be set up in a custom format to fit the brand guidelines of each company. For setup instructions, refer to Adding company branding to candidate facing emails for more information.

EC7 - Customize Email for Candidates.png

Discussion awaiting admin approval

To ensure all replies an Ambassador writes are approved before going live on the platform, turn on Discussion Moderation:

  1. From the side menu, under Company, click Settings.
  2. Under Employee Connections, click Moderation, Seeding and API Settings.
  3. Tick Discussion Moderation.
  4. Click Save.

The notification is sent to admins and looks as follows:

EC7 - Discussion Awaiting Admin Approval.png

Discussion approved notification

Once the discussion reply is approved, the discussion is live on the platform. A notification goes out to the ambassador who wrote it to let them know. 

The notification looks as follows:

EC7 - Discussion Approved Notification.png

Troubleshooting Emails

 All notification emails to Ambassadors are sent through the following email and IP.

  • AU: no-reply@rec-marketing.dc2.pageuppeople.com
  • EU: no-reply@rec-marketing.dc3.pageuppeople.com
  • US: no-reply@clinchtalent.com

IP's used:

  • US region: 159.112.242.217
  • EU & AU region: 198.244.61.145

Please encourage your IT team to whitelist the email and domain related to your region to ensure the notifications are received.

Log in to receive email notifications

To start receiving notifications, Ambassadors must log into the platform and accept the terms and conditions.

The password login locations for each region are as follows:

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