Staffing Complete now has functionality that allows you to send mass emails to personnel directly from the software. This article will walk you through where to enter your SMTP credentials, create templates, and what can disqualify personnel from being emailed. Should you want to use this new functionality, it will require you to have your own SMTP email vendor that can provide you with the required information that you’ll enter into Staffing Complete. For any clients already using our text messaging, there’s a lot of similarities between the two.

To use the mass email functionality, the first step is to enter your own SMTP email server information. In the Setup module, navigate to the “Settings” tab. From here you’ll check the box to “Enable SMTP Settings” and enter the server, username, password and email port. Keep in mind that though we can walk you through the setup process, the below information will need to come from your email vendor.

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A new permission has been added so you can control who can send mass emails from Staffing Complete. This permission is located in the Setup Module > Users > User Accounts > Permissions > Misc and is called “Mass Email Personnel”. This permission must be enabled for the user attempting to send the mass email.

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Staffing Complete allows you to specify which personnel statuses are eligible to receive mass emails. From the Setup module, navigate to the Types > Personnel tab where you’ll see all the existing personnel statuses. Simply select a status you want to be mass email eligible and check the “Mass Email Eligible” box at the bottom and click save.

Should you want to opt out a specific person from receiving mass emails, simply go to their profile in the Personnel module, click the “Misc” tab and check the “Opt Out of Mass Email System” box and click save.

The Mass Email functionality also adds an email template option where you can create and share email templates that are used for mass emailing. From the Setup module, navigate to the Office > Email Templates > Personnel tab. Each office will start off with a default email template where you can enter the From, Reply To, BCC, Subject, and Main body of the email template as shown below.

To create a new template, click the “Insert” button on the top. This will add a new template to your list and activate the various fields for you to customize. As email templates are specific to the office that you’d selected, you have the option to check the “Template Available to All Offices” which will list your customized template in the template list for all other offices.

You also can check the “Use Sender’s Email Address for “Reply-To” option which will grey out the standard “reply-to” field here, and instead will reference the email address associated with your user account. This can be viewed from the Setup module > Users and select the user you wish to review as shown below.

With the various settings in place, you’re now free to send mass emails to personnel within Staffing Complete. This can be done from any of the search options that exist for personnel (Basic Search, Activity Search, Skill Search, etc) and you can utilize the column headers sort/filter/grouping options. With your search filters in place, right click and select “Send Email” where you can select the option to send an email to a single person, or everyone displayed in the grid.

Selecting either option triggers the “Send Email” window to display and will default to the “Default” email template. On this window you can view the personnel and their email addresses in the “Recipients” area where you have the option to double click a person to exclude them from this particular email blast, and should you want to use a different email template you can select the “Load Template” button. Doing so will open a separate window that will display the various email templates you’ve created, and double clicking a template will then load the template information into main email window.

Once you’re ready, click the “Send Email” button at the top. This will close the window and you’ll see a progress bar loading as the email sending is processed. Once the processing is complete, you’ll see the below window that will confirm how many emails were sent and not sent.