External communication

In addition to communicating internally, GEST also allows you to send emails and text messages to managed people. Messaging features make it easier to communicate with external stakeholders throughout production. 

Communication is an important part of any project. In GEST, you can not only communicate internally, but also send emails and text messages to the people you manage. Messaging features make it easy to communicate with external stakeholders throughout the production process. 

Message templates

You can create ready-made, consistent email templates to streamline communications.

A new email template is created in the User Account menu, Templates > Add New.

1. Name the email template and title it. The header is visible to email recipients. 
2. Format the content of the message and add links, images, and files if necessary. 
3. After formatting your message, you can choose whether the email template you created is visible only to you or to all users, allowing others to make changes to the template and use it.

Template links or placeholders

A personal link can be embedded in the base that directs the recipient of the message to perform the desired action, such as making a payment, completing information, or approving work shifts.

Select the theme of the message you are creating from the drop-down menu. 

Default: Standard message base.

If you have selected a message type other than default, you will need to embed a link in the message so that the recipient can perform the desired action. The link depends on the template you have selected. 

Payment link %recipient.paymentlink%. Payment link to the Paytrail payment system. Suitable for use, for example, to receive accreditation fees.

Post-fill link %recipient.filllink%. Suitable for collecting feedback or forgotten information, for example. You can also use it to send shifts for booking.

Work shift link %recipient.shiftplan%.  Confirm shifts for employees or volunteers. When this link is placed in a message, each recipient can view and approve their own shifts. 

Document link %recipient.documents%. Link to documents, agreements, etc. that have been created with GEST's own document tool. The document is personalized according to the information of the receiving party. 

Copy the link to the desired location in the message as it is, including special characters. Do not edit it in any way. The system will create a personal link for each recipient of the message, allowing, for example, each volunteer at the event to accept or reject their own shifts. 

Note: It is not possible to attach two different links (placeholders) to the same message. 

Managing message templates

All created message templates appear on the Message Templates tab, where you can make any necessary changes or delete them.

Sending an email

When you want to send a message, 

1. First, choose who you want to send it to. One, two, a specific group, all approved people, or perhaps an entire group of people?
2. Then select from the Actions drop-down menu send an email and press Let's go.

After this, you can edit the submission. 

• Recipients The addresses of all selected recipients will automatically appear in the To field.
• In the Sender field you can edit the sender information. The field automatically contains your own email address. However, you can also enter another email address instead, such as noreply, info or the production area you are responsible for, e.g. akkre.
  • Note! Each GEST account is assigned a specific email address, e.g. @gest.fi. Please use this specified address whenever you send an email. This way the recipient's email server knows that the message is from you. Even if your email address is listed as name.lastname@gmail.com, you can change the Sender field to, for example, akkre@festivalx.fi, if the organization's GEST address is @festivalx.fi.
• Ready base You can select a message you have created in advance from the Subject and Message fields. When you select a ready-made message, the information for the message you created will automatically appear in the Subject and Message fields. 
• If you are not sending a ready-made message, you can write the subject and message content at this stage. You can also add links, etc. 

Attaching a file to an email

The file is attached to the message in the message tool. You can link the web address of a file found online in the address field or search for a file you have already downloaded in the GEST Files folder. You can attach the file you want by clicking on the link image (circled) and then clicking on the folder and magnifying glass image. 

You can optionally enter an alternative name for the file that will appear in the text instead of the file name (display text). You can also enter text that will appear when the mouse is moved over the file (title). The item indicates that the file or link will open in a new window.

Sending a text message

If you would like to use the text messaging feature in your GEST, please contact info@gest.fi.

When you want to send a text message, 

1. First, choose who you want to send it to. One, two, a specific group, all approved people, or perhaps an entire group of people? 
2. Then select from the Actions drop-down menu Send a text message and press Let's go.

After this, you can write your message. Please note that each 160 characters you enter will take up one SMS message. However, this will appear as one continuous message to the recipient.

Communication to multiple groups of people and communication at check-in

If you want to send

• for all or several managed groups of people at once
• send a message to people who have a specific product
• limit the message to only those with a certain status from several groups of people, etc.

It is worth using the Search function on the check-in page. The principle is the same as previously presented, but now there are more recipient options to choose from. 

You win

1. Filter by check-in status
2. Select one or more groups of people
3. Specifies whether the message is sent only to those in Pending status, Approved, or perhaps to everyone
4. Limit the message to only those who have a specific product

Once you have set the criteria, go to the bottom of the page.  Select the desired message type from the drop-down menu and click Let's go. You can write your own message or choose a ready-made email template. The same principles apply when sending from here as when sending from a group of people.