Purpose
The Employee Communication module sends email to your employees from inside UZIO, so you do not have to keep a separate distribution list in sync with your employee records. It covers two different jobs:
| Tab | What it is for |
|---|---|
| On-Demand Emails | An email you compose and send now, optionally starting from a saved template. This article covers these |
| System Emails | The transactional emails UZIO sends automatically, such as invitations and reminders. You customise the wording; UZIO decides when they go |
To edit either set of templates, see Creating and Editing Email Templates.
Who can do this: users whose role includes Employee Communication access under Company Access. The Employer Administrator has it by default, and a custom role can grant it. See Understanding Roles and Access.
Before you send
- An on-demand email goes immediately. There is no scheduled send and no recall once it has left.
- The recipient list is built from your employee records. Read the Recipients field back before you send, and confirm it holds the people you meant.
- If you are reusing a template, read the body through before sending. A template written for last year's open enrolment will still send happily this year.
Send an on-demand email
Go to HR Tools > Employee Communication in the left navigation. The On-Demand Emails tab opens on the Compose form. Complete it and click Send.
| Field | What it controls |
|---|---|
| Recipient(s) Group | Who receives it. Defaults to ALL; you can instead target the employees in a benefit class or a work location |
| Recipients | The resolved recipient list for the group you chose |
| CC (optional) | Additional copied addresses |
| Sender's Name (optional) | The from-name employees see |
| Reply To (optional) | The address replies go to. Set this to a monitored mailbox, or replies land nowhere useful |
| Templates (optional) | Start from a saved template. Selecting one pre-fills the subject and body |
| Subject (optional) | The subject line |
| Attach file(s) | Files to send with the email |
| Description | The email body, in a rich-text editor with formatting, lists, alignment, colour and links |
UZIO ships ready-made on-demand templates for the benefits events employers write about most often, including open enrolment start and reminder emails, pending elections, Evidence of Insurability, COBRA eligibility and Life Status Change evidence. Open the Templates dropdown to see the set available on your account.
Warning: When a template pre-fills the body, leave the placeholder tokens alone, for example $employeeFirstName. UZIO replaces them per employee at send time, and editing one breaks it for every recipient. Leave the login hyperlink alone for the same reason.
[Screenshot: On-Demand Emails Compose form with Recipient(s) Group set to a work location (use demo data)]
Email history
Email History, a button on the Compose page, keeps a record of every communication sent from this module. Use it to confirm who was told what and when, which is the question that comes up after the fact.
From history you can Resend a communication. The same email goes to the same recipient group again.
Common mistake: Resending is not a correction. If the original had the wrong date in it, resending the same email sends the wrong date again. Compose a fresh email that says what changed.
Editing the templates
- On-demand templates, the ones in the Templates dropdown above: Create and Edit Templates on this page.
- System emails, the automatic transactional messages: the System Emails tab.
Both are covered in Creating and Editing Email Templates.
Still stuck?
If an employee did not receive an email that Email History shows as sent, or the Employee Communication item is missing from your HR Tools menu, please reach out to us at support@uzio.com or call +1-571-601-1752. Send the subject line, the date and time you sent it, the recipient group you chose, and the name and email address of an employee who did not receive it.
Related articles
Was this article helpful?
That’s Great!
Thank you for your feedback
Sorry! We couldn't be helpful
Thank you for your feedback
Feedback sent
We appreciate your effort and will try to fix the article