Our Bulletins component allows you to distribute information throughout your organization simply and efficiently. Like a virtual Bulletin board, this tool allows you to display messages for your Workers, send them email or SMS notifications about the information, and track who's read the contents.

Let's go through how to create and administer Bulletins.

To begin creating Bulletins, start on your Admin dash and open the Bulletins component within the Communication & Collaboration category.

You'll see a main body for your Bulletin list. In the top right corner, click Add Bulletin.

In the Bulletin creation screen, you'll see a host of fields that need filling.

Give your Bulletin a subject in the Subject field. This text will appear as the heading for the Bulletin. In the box below, you can enter your Bulletin content. The text entered here can be formatted using the options along the top of the box. You can also add images into this box, either by using the image icon or by copying and pasting an image directly into the box.

If you want to use the contents from an existing Bulletin or a drafted Bulletin as the body for your current one, click the Import button below the text box. Doing so will open a pop-up that will walk you through the steps to choose what you want to add.

Your first choice is whether you want to import from an existing Bulletin or from a saved draft.

You will then choose which Bulletin you want to copy from:

After selecting your desired Bulletin, you can select if you want to include the bulleting contents, the attachment(s), recipients, or any combination of the above:

You can also use the Attach File button to add an attachment to your Bulletin. Attachments will be opened within a pop-up in Workhub for your Workers to view. Because they will open within Workhub, the time spent viewing the attachment will count towards your Workers' required review time.

On the right side, you'll see a box for Bulletin settings. At the top, you can set the Priority for the Bulletin. The priority affects how the Bulletin will appear for your Workers. The choices include:

Required with Alert means the contents are important and workers need to see them as soon as possible! If you choose Required with Alert, an additional option will appear in the settings box, asking for your alert's desired duration.

A red bell symbol will appear for the alert in both the Admin and Worker bulletin lists for the selected duration.

The Bulletin will appear in the admin Bulletin list with a red bell within a circle.

Workers will also see an Alert notification in the top bar of their Worker dash and on the dash tile for Bulletins.

Within the Bulletins list for Workers, the alert will appear with a red bar along the left side of the card. The Alert symbol and red bar will remain even after the Worker has reviewed the Bulletin.

After the alert duration has ended, the Bulletin will be listed as Required instead.

The Required choice means the contents of the Bulletin need to be read but are not time sensitive. There is no duration for this choice, and the priority will stay the same for the Bulletin's entire time in the Bulletin list. Required Bulletins will appear with a red asterisk symbol in both the Admin and Worker lists.

Using the Optional priority will create a Bulletin that's accessible to Workers as needed but carries no requirement. It's for information that's nice to know but isn't essential. Optional Bulletins will display with a dotted grey circle in both the Admin and Worker lists.

Beneath the Priority choices, you'll see several Categories to choose from. The category of your bulletin allows you to group together Bulletins with similar topics or themes. You can filter your Bulletin list by Category, so using accurate Categories could help make workflows simpler in the future.

The Worker Review Time is the amount of time you want Workers to spend on the Bulletin to review it in full. Workers will not be considered Done on a Bulletin until the full review time has elapsed. After that, they will either be marked as done automatically or the Mark as reviewed button will appear for them (depending on your component settings - more on that below!).

Worker Review Time choices include:

The Bulletin Contact is the person responsible for the content and any needed follow-up for the Bulletin. This field is editable because we know that there may be multiple parties involved in the creation of a Bulletin, or there may be someone who creates the Bulletins but isn't the ultimate source of truth on the subject, and so choosing the appropriate contact is important. After the Bulletin has been published, the contact information for the Bulletin Contact will be accessible to Workers through the Bulletin.

The Bulletin contact will default to the name of the profile the Bulletin is created by, but you can click into the field and delete the contents to see all the possible options within your organization.

After tailoring your Bulletin settings, you can add your desired recipients! The Recipients option provides you a toggle to start to choose if you want to send the Bulletin to All Workers in your organization or only to Select Workers.

If you choose All Workers, Workhub will display for you the number of Workers included in your selection beneath the toggle.

However, if you choose Select Workers, you'll be given the option to choose the folks you want to receive the Bulletin. Click the Add Recipients button to select which Locations and Positions will receive the Bulletin.

In the pop-up that appears, first choose your desired Locations.

After choosing your Locations, click Continue. The next screen will ask you to select your desired Positions.

After choosing your Positions, click Continue. The final screen will show you the Workers who are included in your selections.

If you are dissatisfied with your selections (you forgot a Location or a Position, or included ones you don't need), you can use the Back option to edit your choices. However, if you're satisfied with your selections, you can click Add and your chosen Workers will be added to the Recipients list.

If your Position is limited by Location or Division, you will only be able to see the Workers who fall within your same Location or Division as you when adding or editing recipients for Bulletins.
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If you need to have a Bulletin sent to those outside your Location or Division, you may need to speak with an admin to have that limitation changed for your Position or to have another in your organization without limitation post the Bulletin. You can still be listed as the Bulletin Contact if someone else posts the Bulletin!

After adding your desired Workers to the Recipients list, select how you would like them to be notified by using the Notify by Email and Notify by SMS checkboxes.

Regardless of your choices for those two notification options, the Bulletin will appear for your Workers within the Bulletins component, so the message will be present in Workhub either way!

After you've successfully entered the contents of your Bulletin, tailored the settings, and added your desired recipients, it's time to finalize your Bulletin.

In the top right corner of the screen there are two options, Save Draft and Post Bulletin.

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If you want to post your Bulletin now or schedule it for later, click Post Bulletin.

If you choose Post Now, a success notification will pop-up in the bottom right corner of your screen when the Bulletin is posted. You'll also see success messages for each of your notification choices.

The Bulletin will then appear in your Bulletin list.

If you choose Schedule Post, a pop-up will appear for you to select the date and time you would like the Bulletin to be posted.

Use the calendar to select the date you want your Bulletin to be published. The calendar will show you all possible dates within the year you've selected, but please note it isn't possible to schedule a post for any date in the past. All dates must be the current date or a future date. Use the Time selector to choose what time of day you want the Bulletin to be posted, then click Schedule to save your decision.

After selecting Schedule, your Bulletin will appear with a banner at the top indicating when it has been scheduled for. You will also have options in case you want to Revert to Draft or if you'd like to Reschedule the Bulletin for another date or time.

The scheduled Bulletin will then appear in your main Bulletin List. It will display in grey italics until the date and time of publish.

If your Bulletin is one you want to create now but don't have all the needed information for, you can save a draft by clicking Save Draft. The page will remain unchanged except that the Save Draft button will be disabled. You can still choose to send your Bulletin by clicking Post Bulletin.

Saved drafts will be housed in the Drafts tab in your Bulletins list.

You can open any Bulletin saved here, make any edits you need to them, and post them when you are ready.

Now that you know how to create a Bulletin, let's work on administering them!

To administer your Bulletins, open your Bulletins component from your Admin dash. The Bulletin list will populate with any Bulletins that have been sent or are scheduled to be sent in the future.

If your Position is limited by Location or Division, you'll see filters at the top of the Bulletins list indicating any restrictions for visibility. You will only be able to view Bulletins that were sent to recipients within your Location or Division.

Click into any Bulletin you want to review.

The details of the Bulletin will be visible to you in the Bulletin Overview tab. That will include the bulletin contents, the posted date and time, the Bulletin contact, the recipients, the overall review rate, selections for when you want to archive the Bulletin, and an Activity log indicating the history of the Bulletin.

If you want to make changes to the recipients to the Bulletin, you can do so using the Recipients options. Like when creating a Bulletin, you can choose the All Workers or Select Workers option to include new recipients. The pop-up will include any Positions and Locations you had previously selected, so you can add or remove any Positions or Locations you see fit.

After selecting your recipients and closing the pop-up, the Bulletin will update to reflect your choices. It will also present the Notify By options again, with a tip indicating that if you choose to send notifications, they will only be sent to those Workers who have not yet reviewed the Bulletin. Any Workers who have already reviewed the Bulletin will not receive the notification.

If you remove recipients from the list, they will also be removed from the Worker Reviews tab.

As above when creating a Bulletin, if your Position is limited by Location or Division, you will only be able to see the Workers who fall within your same Location or Division. As a result you'll only be able to view and change recipients from your own Location or Division.

The Archive On option in each Bulletin allows you to choose when that Bulletin will be pushed from the list of active Bulletins to the archive. Archived Bulletins will retain all their original information but will not appear for Workers, nor will they be listed as Required for anyone.

The default period of time for how long Bulletins will remain active is controlled by a setting under the Settings tab for Bulletins. You can manually alter the archive date for each Bulletin using the Archive On options. Using the Date and Time selectors, enter when you want the Bulletin to lapse into the archive.

There are easy selection tools available for changing your date, volunteering dates in a month's time, next quarter, next half, or next year. You can also choose No Expiry, meaning the Bulletin will be valid for all folks in the selected Positions and Locations in perpetuity.

You can also click the menu icon (the three dots) in the top right corner of the Archive On box to choose to archive the Bulletin right away.

The Activity Feed for each Bulletin will record any changes or updates for the Bulletin, including changes to contents, changes to recipients, notifications sent, and worker reviews. Anything that occurs for the Bulletin, the feed will include it!

Changes to recipients will be included as updates. The details will not be included in the Activity feed, but you can review the Recipients list for those currently included.

It's important to note that Worker reviews will be housed here even if workers are removed from the recipients list, while the Worker Reviews tab will no longer house that information.

The notifications housed in the Activity feed will detail each notification sent out. For email notifications, the activity listing will indicate if the notification was sent to a verified email address or if the email address on file has yet to be verified.

As an administrator, you can see any comments added to any Bulletin by opening the Comments tab at the top of the screen.

Depending on the settings chosen in the Settings tab for Bulletins as a whole, you may need to approve comments before they're visible to the Workers in your organization.

If comments need to be approved, you will see a gold circle with a number in the Comments tab indicating how many comments there are to approve.

Opening the tab will show you the comments that have been submitted, listed with Pending Approval at the top of each.

To approve a comment, click the Show option for that comment. Doing so will make the comment visible to Workers.

If you'd like to reject the comment, click the Hide option instead. This will make the comment invisible to Workers.

You can also click the menu icon (three dots) to Remove the comment altogether.

If comments do not need to be approved before they appear, the Comments tab will not have a gold circle with a number present. Instead the page will populate with the comments automatically.

You will not need to Share comments, as they will be visible to Workers by default. You can optionally choose to hide comments by clicking the menu icon (three dots) and selecting Hide. You can also remove comments by selecting Remove.

You can reply to a comment by clicking the Reply option and entering your response.

Replies left will appear with a grey background and will be slightly indented from left.

You can also leave a standalone comment on a Bulletin using the top-most comment line in the Comments tab.

You can view all of the Worker reviews for a particular Bulletin in the Worker Reviews tab.

Those included on this screen are those included on the Recipients list for your Bulletin. You will see their names, Locations, and their Status on the Bulletin. The statuses shown will include To Do in red or Done in green. If a Worker has reviewed the Bulletin, the date of their review will appear beneath the Done status in grey.

The menu icon (three dots) at the end of each Worker listing will allow you to review Worker Activity. That activity will include the Bulletin being sent, any notifications associated with it, any failures in sending those notifications, and the date and time of review for that Worker.

In the top right corner of the screen, the Download option allows you to download a PDF or CSV report of the Reviews list.

The Notify Missing button can be used to send notifications by email, SMS, or both to those Workers who have not yet reviewed the Bulletin. A pop-up will open for you to make your selections.

If your Position is limited by Location or Division, you will only be able to see Worker reviews from those who are in your same Location or Division.

You can administer the bulletin drafts you have in the Drafts tab.

To post a bulletin from the Drafts tab, simply click into the Bulletin and use the Post Bulletin option in the top right corner to choose how you want to post.

You can also make any edits you'd like to the Bulletin in this page prior to posting.

Posts housed in Drafts can be used as templates for creating new Bulletins by importing their contents, so if there's a format that works well for your posts, you can create a Draft bulletin and retain that within the Drafts tab to use for future Bulletins of a particular type!

As with the current and scheduled Bulletins, if your Position is limited by Location or Division, you will only be able to see drafted Bulletins for your Location or Division. Those outside your limitation will not be visible.

The Archived tab houses the Bulletins that have lapsed from active status. If you are reviewing your active Bulletin list and don't see what you're looking for, there's a decent chance the Bulletin lapsed to the archive.

In the Settings tab for Bulletins, you can control the default time applied to each created Bulletin for how long they are valid before lapsing to the archive. Each individual Bulletin will also have a section devoted to the archive date, so if you want particular Bulletins to be present for a longer or shorter time than the default, you can make those selections manually.

Archived bulletins will contain all the same information as they had when they were active. You'll be able to see bulletin contents, attachments, recipients, activity feed, and Worker reviews.
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If you want to retrieve a Bulletin from the archive and make it active once again, you can do so by clicking the Unarchive button in the banner displayed at the top of the screen.

Unarchived Bulletins will return to the main Bulletin list and will once again be visible to your Workers.

The recipients will remain the same as they were when the Bulletin was active, so if you need others in your organization to see it, make your needed changes to the Recipients list.

The new Archive On date will reflect the default time for Bulletins, beginning on the date you removed it from the archive. You can make changes to that as needed.

The Settings tab for Bulletins allows you to control the visibility, review time, archive window, notifications, and rewards elements of the component. The Disable/Enable toggle is also present within the Settings page, allowing you to turn the component as a whole on and off.

The settings include the following:

Those are the basic steps in creating and administering Bulletins. If you run into any trouble or if you have any questions, you can always contact our Support Centre for assistance. You can click the orange question mark Help Chat button in the bottom left corner of your screen for chat support.
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You can also email our Support Centre at [email protected].
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Finally, if your account is on a paid plan, you can also call in for phone support. The number for our Support Centre is 1-888-668-6403.