Managing Campaigns

The Campaigns screen allows Service Providers to communicate with employees via in-app messages (which show up in the PrismHR and Employee Portal mailbox), email, and SMS/Text so that the clients can keep employees informed of important information from within the PrismHR system.

If you are a Service Provider, then you can view only view the campaigns and recipient groups for which you have access to all recipients in the Recipient Group or individual recipients.

While on the Campaigns screen, you can easily navigate to the Groups and Recipients screen by clicking the Manage Groups and View Recipients quicklinks respectively.

It is helpful to understand how to use basic features of Communication Hub.

Accessing Communication Hub in PrismHR

To access the Communication Hub form:

  1. Click Back Office.

  2. From System | Action, click Communication Hub to access the campaign screen.

    You can also search for "Communication Hub" in the search bar.

Note: Service Providers can also allow worksite managers and trusted advisors at their SMB clients to access Communication Hub through the Portal (Employee Portal) when they are on a paid tier. SMB access is not available on the free tier. Once enabled, the managers and trusted advisors can send Communication Hub messages, view usage, and monitor activity based on the email and SMS limits allocated to their client.

Additionally, if you are a Manager or Trusted Advisor accessing Communication Hub through the Portal, you can only view the Campaigns associated with the companies that you have permission to access, so that you cannot view campaigns related to clients or employees outside your data security.

Procedures

You can:

Complete the following:

  1. On the Campaigns screen, enter one or more keywords in the search field to display a list of items that contain the keyword(s).

  2. You can search by the Title or the Last Edited column fields. Type two or more characters to filter the list.

  3. Click the Toggle Filters button and complete the following information as necessary to filter the list of items that display in the grid:

    • Select a date range from the Last Updated date picker

    • Select one or more names in the Last Updated By drop-down

    • Select one or more message delivery methods in the Delivery Method drop-down

    • Select one or more message sent statuses in the Status drop-down

      • The available statuses are:

        • Draft - The campaigns that have not been sent to any recipients.

        • Failed - The campaigns that were not sent to recipients due to certain issues such as internet loss, maxed out delivery limit, etc.

        • Partial Sent - The campaigns which are delivered only through some delivery methods.

        • Processing - The campaigns which are still under process.

        • Scheduled - The campaigns that you have scheduled to send it on a future date and time. While hovering over the status on the dashboard, the tooltip displays the scheduled date and time information.

          Note: If you run out of your monthly email limit, the system displays a warning banner with a message stating, There are more emails scheduled than your organization’s monthly limit allows. (<count of scheduled campaigns> scheduled, <count of total email limit remaining> left) Emails will stop sending after the limit is reached, but you can still use in-app messages and push notifications. on the Campaigns screen. Click the icon to close the warning banner. Once closed, the system will not display the warning banner until you log in again.

          Click the View Scheduled Messages button to view the filtered scheduled Email campaigns, so you can take action on them accordingly.

        • Sent- The campaigns that have been successfully sent.

  4. The Delivery Channels column displays the delivery channel icon indicators. Additionally, when you hover over the channel icons, the system displays a tooltip that shows you the name of what the icons represent.

  5. The Available To column displays a clear visual indicator whether each Campaign is available to “All” companies or only specific companies.

    If a campaign is available to All companies, then the Available To column displays All Companies as a text. However, if a campaign is available for only specific companies, then the Available To column displays the count of companies with a hyperlink text (if the count of companies is more than 10.) You can either hover or click the hyperlink to view the list of companies.

  6. (Optional) To reset and clear the filter criteria, click the icon on each of the fields.

  7. (Optional) Sort data that displays in a list by completing the following:

    • Click a column header once to sort data in a list in ascending order by the value in that column.

    • Click the a column header a second time to sort data in a list in descending order by the value in that column.

    • Click the column header a third time to remove the sort option for that column.

Users who are managing the campaigns can easily edit a campaign that is in Draft status.

Note: The Edit option is available only for campaigns that are in Draft status. The Edit option is unavailable for campaigns that are Sent. When users open a sent campaign, it will display in read-only mode.

However, you can edit the campaign title name even after the campaign is sent so that you can correct or clarify the title name without affecting the campaign’s integrity.

Complete the following:

  1. (Optional) Use the filter or search options to narrow the list of items that the system displays in the grid.

  2. Determine which campaign to edit.

  3. Click the hyperlink text in the Title column.

    Or

    Click the three-dot menu and click Edit.

  4. Complete the information on each of the fields as necessary:

    1. Complete the information as necessary.

      1. Click the pencil icon next to the campaign header name. A small editable pop-up displays.

      2. Enter the desired name of the campaign.

      3. Click the tick button.

    2. Complete the information as necessary.

      Note: All fields denoted with an asterisk (*) are required. The edits that you make to the campaign cannot be saved unless all required fields are populated.

      1. To add a language, click the Add Languages drop-down and select the desired language options. Each option selected will create a new tab.

      2. Toggle the button for each section to expand them.

      3. Make your desired changes in the Subject field. The Subject field is not available for the Text (SMS) section.

      4. Similarly, make the desired changes in the body. You can format the message body using different formatting options available on the screen.

      5. Use the options available in the AI Tools drop-down to Improve or Translate your message body.

      6. Click Preview to view the message to see how it will look on the recipient's device.

  5. Under the Campaign Settings tab on the right drawer that is displayed, select the desired recipient Group or Individuals.

    You can also use the Schedule toggle button to schedule a campaign for a future date and time so that you can plan future communications and ensure they are delivered at the most appropriate time.

  6. Click Save to save your campaign successfully.

  7. Click Save & Send to send the campaign successfully to the selected recipients. If you do not select any recipient(s) and click the Save & Send button, then an error message displays, "Please select at least one recipient group or recipient."

Duplicating a message campaign allows users to create a new campaign based on a previous one.

Complete the following:

  1. (Optional) Use the filter or search options to narrow the list of items that the system displays in the grid.

  2. Determine which message campaign to duplicate.

  3. Click the three-dot menu and click Duplicate.

  4. A new message campaign with a heading Copy-original campaign name displays with all the data pre-filled from the original campaign.

  5. The duplicate campaign also contains the same recipients and delivery methods as the original.

  6. If you do not want to save the duplicate campaign that you created, click Cancel.

    A confirmation message pop-up displays.

  7. Click Continue to delete the duplicate campaign without saving it.

Users can delete a draft message campaign from the system. However, they cannot delete an already sent message.

Complete the following:

  1. (Optional) Use the filter or search options to narrow the list of items that the system displays in the grid.

  2. Determine which draft message campaign to delete.

  3. Click the three-dot menu and click Delete.

  4. A confirmation dialog displays. Click Delete to delete the campaign, or click Cancel to return to the Dashboard without deleting the campaign.

Users can save a campaign as a template. This functionality helps reduce your effort by allowing you to avoid duplicating and manually recreating a campaign as a template.

Complete the following to save a campaign as a template:

  1. (Optional) Use the filter or search options to narrow the list of items that the system displays in the grid.

  2. Determine which message campaign to save as a template. The Save as Template feature is available for all campaign status.

  3. Click the three-dot menu and click Save as Template.

    The system displays the Template tab from where you can create or edit your template preferences and save the template as a draft or publish it. To know more about creating a template, please topic.

Users can quickly navigate to the campaign's activity details modal window and troubleshoot any delivery outcomes by using the Activity Details menu option.

Note: The Activity Details menu option is available only for Sent, Partial Sent, and Failed campaigns.

Complete the following to view the activity details window:

  1. (Optional) Use the filter or search options to narrow the list of items that the system displays in the grid.

  2. Determine which message campaign to view the activity details.

  3. Click the three-dot menu and click Activity Details.

    The system displays the Activity Details window where you can view the detailed status of your sent campaigns and troubleshoot for any delivery outcomes.

  4. You can also resend a campaign by clicking the Resend button.