External communication

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. 

Creating a ready-made email template

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 (Visible 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.

 

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 from the Let's Go menu and then, press Let's go.

After this, you can edit the submission. 

• The Recipients section automatically contains the addresses of all selected recipients. 
• You can edit the sender information. You do not have to use your own email address, which will automatically appear in the Sender field, but instead of your name, you can enter, for example, noreply or the production area you are responsible for, for example, akkre. Each account is assigned a specific email address, for example, @gest.fi, and it is essential to use that address every time you send an email. This way, the recipient's email server knows that the message is from you. Even if your email address is name.lastname@gmail.com, you can create it in the Sender field according to your needs and organization; for example, akkre@festivalx.fi, if the organization's official address is festivalx.fi. 
• You can select a message you have created in advance from the Ready-made template. When you select a ready-made message, the Subject and Message fields will automatically contain the information from the message you have created. 
• 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. 

NOTE: Placeholders can only be used in pre-created message templates. They cannot be added at this stage. 

 

Sending a text message 

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 from the Let's Go menu and then, press Let's go.

You can then write your message. Please note that if the number of characters exceeds 160, it will become 2 messages.

 

External communication via the Search function on the Check-in page

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 exactly the same as previously presented, but now there are more options to choose from. 

You win

1. Sort 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 press 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 from a group of people.