Overview
Administrators can create templates on the Envoy dashboard using our Emergency Notifications feature. These templates can be accessed and sent via the web dashboard.
Benefits of using templates include:
Establishing a protocol for who will be the main point of contact during different types of emergencies
Streamlining the process of sending out critical information, ensuring that your messages are consistent, clear, and comprehensive
Saving time and reducing the stress of writing messages under pressure
All templates are organized by custom categories, so it's easy to find the appropriate message when time is of the essence.
Setting up templates at a location
Available for Global and Location admins
After launching the template creator window, you'll have the option to create your own or use one of Envoy's pre-written templates!
Creating your own message templates
Navigate to Communications > Templates
Select Create new template or Get started.
Choose Create my own.
A blank draft will be created. From here, fill out the required categories.
Template name: What you want to call this template. This is not visible to the recipients, only the admins who will be using it.
Template category: How you want to categorize the situation the template is written for. You can add categories by selecting the + Add a new category button. Global admins can always add or delete categories from the Global overview.
Message title (optional): This will be the message's subject line. Note: SMS notifications do not include subject lines.
Message: Here, type the body of your message. There is a 320-character notification limit. You'll want to ensure concise messages during emergencies so people can get important information quickly.
Variables automatically populate the message with the correct information when the template is loaded. Choose from Location name, date, and time.
Default delivery methods: Choose from SMS, email, or push notification.
Default employee group(s): All employees checked in, All employees scheduled but not checked in, All employees with primary location set to the send location, Employees in the send location's employee directory.
Default visitor group(s): All checked in visitors, Visitors invited but not signed in, Visitors signed out
Ask recipients to mark themselves as safe.
Locations applied: Which locations can use this template when sending emergency notifications. Locations must be active to have templates applied.
Global will be able to apply this template at any location. Location admins can only publish templates to locations they have admin access to.
Click on Publish to # locations to finish and make the template available.
Creating a template based on suggested use cases
After launching the template creator window, you'll have the option to use one of Envoy's pre-written templates! These can be a great start if you need example scenarios.
Navigate to Communications > Templates
Select Create new template or Get started.
Select the type of incident you want to create a template for.
Choose from: Fire emergency, Severe weather, Medical emergency, Violent incident, Workplace hazard, IT system outage, Power outage, or Suspicious activity.
After clicking on the incident type, a template draft will be automatically created. Make any edits as necessary, adding emergency contact information or other important information.
Template name: What you want to call this template. This is not visible to the recipients.
Template category: How you want to categorize the situation the template is written for. You can add categories by selecting the + Add a new category button. Global admins can always add or delete categories from the Global overview.
Message title (optional): This will be the message's subject line. SMS notifications do not include subject lines.
Message: Here, Envoy has already populated a suggested message based on the chosen scenario. You can make changes to this in order to best fit your workplace. There is a 320-character notification limit.
Variables automatically populate the message with the correct information when the template is loaded. Choose from Location name, date, and time.
Default delivery methods: Choose from SMS, email, or push notification.
Default employee group(s): All employees checked in, All employees scheduled but not checked in, All employees with primary location set to the send location, Employees in the send location's employee directory.
Default visitor group(s): All checked in visitors, Visitors invited but not signed in, Visitors signed out
Ask recipients to mark themselves as safe
Locations applied: Which locations can use this template when sending emergency notifications.
Global will be able to apply this template at any location. Location admins can only publish templates to locations they have admin access to.
Click on Publish to # locations to finish and make the template available.
Setting up templates globally
Available for Global admins
In addition to creating templates at an individual location, Global admins can create templates in Envoy's Global overview dashboard.
Navigate to Global Overview > Communications > Templates
Here, you can see all templates used across locations and when they were last updated. You can filter by category and or/location.
If you've never made a template, select Get started. For those with existing templates, you should see a Create template button. Click on one of these to launch the template creation window.
Setting up a template via the Global overview is the same process as creating one at a location level.
Select an incident template pre-written by Envoy, or create your own.
Template name: What you want to call this template. This is not visible to the recipients.
Template category: How you want to categorize the situation the template is written for. By default, this will appear as the type of incident you selected in the template creation window. You can always add or delete categories to customize
Message title (optional): This will be the message's subject line. SMS notifications do not include subject lines.
Message: Here, Envoy pre-populated a suggested message based on the chosen scenario. There is a 320-character notification limit. You'll want to ensure concise messages during emergencies so people can get important information quickly.
Variables automatically populate the message with the correct information when the template is loaded. Choose from Location name, date, and time.
Default delivery methods: Choose from SMS, email, or push notification.
Default employee group: All checked in employees, All employees with reservations, All employees with primary location set to the current location, All employees in the employee directory.
Include visitors: All checked in visitors (All visitors who have signed in already or All expected visitors (All visitors who are expected, including those who have already signed in)
Ask recipients to mark themselves as safe (optional)
Locations applied: Which locations can use this template when sending emergency notifications.
Click on Publish to # locations to finish and make the template available.
Managing template categories
Available for Global admins
Template categories make it easier for admins to find the right words in an emergency. All templates are filed under these categories, which are shown when selecting a template on Envoy Mobile.
Categories can be added when creating a new template, but categories can only be deleted from the Global overview by a Global admin.
Creating a category from Global overview
Navigate to Global overview > Communications > Settings.
Under Message categories, select Edit.
Click Add.
Add your new category title, then click Create to save.
Deleting a category from Global overview
Navigate to Global overview > Communications > Settings.
Under Message categories, select Edit.
Click X next to any category you wish to remove. Confirm the deletion by clicking Delete.
Using templates
Templates are available to use on Envoy web. They're available pre-loaded in the existing workflow, allowing for quick access to important messaging. Templates are not enforced - admins can make any changes to fit the current situation. Learn more about sending an emergency notification.
Navigate to Communications and select the Send new message button in the top right-hand of the Message log.
Select a template from the dropdown menu.
The template will automatically fill out all corresponding fields.
View the message, make changes if necessary, then click Send now.
FAQ
Location admins can delete templates from locations that they have access to. They can manage which locations a template is applied to only if they can access those locations.
Location admins cannot delete message categories.
Messages do not automatically translate based on the location they are assigned to. If you need to have templates in different languages, make sure to create them in that language! Learn more about which languages Envoy supports.