Convercent’s campaign management tool enables you, as a Campaign Administrator, to schedule and deliver policy and education campaigns by email. You can segment your campaigns by location or department, or even target individual employees. Below are the types of Campaigns that can be created:
A campaign can include one or more policies, education courses or a combination of policies and education courses for even greater participant engagement.
After logging into Convercent, select Campaigns from the top menu.
From the Campaign Manager, click Create new campaign and the select the option for a new one-time campaign or new rolling campaign.
One-time campaigns allow you to create and distribute a campaign with a defined participant list and start and end date. One-time campaigns are intended to be distributed only once and are best suited for policies and education courses that are subject to frequent revisions. This allows you to create and distribute new campaigns as needed to ensure employees are engaging with the most current content.
Rolling campaigns automatically send campaign contents to any individual in your organization who matches the campaign criteria.
As an example, you can create a rolling campaign for new hires that includes your new hire training and policies. Any new employee who is added to your organization in Convercent will automatically be added to the campaign, notified that they have actions pending, and are a given a set amount of time to complete the requirements, as configured by you.
Rolling campaigns are also very beneficial for role-specific training. As an example, you may have FCPA training that you want to send to all sales individuals. A rolling campaign can be set up so that any individual who gets assigned to the sales department will be automatically sent the FCPA training.
To configure a new one-time campaign follow the wizard workflow from ‘Start’ through ‘Confirm’ to create your new campaign. A brief description of each step is provided in the right-hand panel to assist you through the process.
As a first step, enter a campaign title and the date you wish the campaign to be distributed to your employees.
**NOTE - When scheduling a campaign, the time displayed/selected is based on you (the logged in user creating the scheduled campaign) and your profile timezone settings.
Next, select the policies and/or education courses you wish to add to your campaign by checking the ‘Add to campaign’ box. Any number of policies and education courses in a published status can be added to the campaign.
Once questionnaires, policies and/or courses have been selected you’ll be prompted to select the individuals that the campaign should be sent to. For added convenience, you have the option to select all employees associated with a location, department or employee group without having to select those employees individually. Alternately, you may click the Employees option to add each employee individually.
Next you have the option to customize the campaign email message that will be sent employees notifying them of the policies and/or courses that require their attention. A link to Convercent will be automatically be added to your email message when it’s sent from Convercent so employees know where to go to access the materials.
As a final step, you’ll be provided the opportunity to confirm all the campaign information is correct. A checklist is provided to ensure you have reviewed all the appropriate items before the campaign is sent. Once you’ve reviewed your campaign confirmation, simply click Submit.
Your campaign email message will be sent per the scheduled time. As new campaigns are sent from Convercent, participants automatically receive your campaign email notification with information on what’s required of them and how to access Convercent.
The rolling campaign workflow is the same as the one-time campaign workflow with two main differences. On the “Start” tab you will now see a “Completion Timeframe” option at the bottom of the page. This is to allow you to define how long each recipient will be given to complete the tasks they are assigned.
The second difference from the standard one-time campaign is found on the “Recipients” tab where you will now find a new check box at the bottom of the page. This check box allows you to control whether or not the campaign should include existing individuals who match the campaign criteria as well as all future matches or consider future matches only.
For example, you may have already run a campaign for your existing employees but want to set up a new rolling campaign for new employees. By checking this option, you can distribute the campaign to new users without impacting the people who have already completed their tasks.
When selecting ‘Create a new campaign’ from Campaign Manager, you will see that we have re-organized the options to help draw the distinction between One-Time and Rolling campaigns, and Awareness Campaigns.
The simple differentiator is that Awareness Campaigns do not create action items for your employees — no action required.
When you create an Awareness Campaign, you will notice that there is no due date associated with the campaign. This makes sense when you remember that there is no action required from your employees.
Adding Policy Links
Adding a policy uses the same control as existing campaigns. Please note, this will not add the policy as an attachment to the email, but rather will create a link that will take your employees directly to the Policy when they click on it.
Customizing the Email Message
The email message provides an opportunity for you to engage with your employees. You can create a specific subject of the email and control the message.
The Email Message is an excellent opportunity for your team to effectively communicate the purpose of the email and nudge your employees to take relevant action. Although no direct action is needed, the Message Body allows your team to provide any relevant information that gets the traction you need.
Adding Links to the Email
The email must contain at least one link i.e. either a link to a policy or an external link. The email can contain multiple links. You cannot edit the link for the policy as that is system generated, but you have full control over the text that will be displayed to the recipients.
Once you’ve added a link, you can preview that link in a new tab as shown.
Select the Recipients
Selecting recipients for the email uses the same powerful capabilities as other campaign types allowing you to selectively target the campaign recipients.
Review and Send
The confirmation tab will provide you with one more opportunity to review all the different elements of the campaign prior to sending.
Below is an example of the email output from the previous page.
Once distributed, the Awareness campaigns will move into the new Awareness category. As there are no action items for you participants to monitor, they will not appear as an Active campaign.
I have questions. Who do I call for help?
Questions? Please contact us. We’re delighted to help.
To reach your dedicated Customer Experience Manager, please call 1.800.335.7639 or email us at firstname.lastname@example.org.