Welcome Emails

What are Welcome emails for?

Welcome emails allow an Administrator to help their users:

• Register for a FourteenFish account
• Link their FourteenFish account to their FFARMS record
• Provide funded appraisal subscriptions and survey credits (if applicable)

What happens when I send a Welcome email?

When you set up Welcome emails with us and send them out, this will:

• Send them a link to either register for a new FourteenFish account or sign into their existing account
• They will be asked to complete some questions including their current Grade, date of their last appraisal, last Designated Body. This information will filter through to their FFARMS Appraisee Record as Suggested Edits
• There will be a consent tick-box that will ask them to confirm that they are happy that their FourteenFish appraisal history and Revalidation Readiness area of their account will be visible to your Designated Body/Trust
• Once completed, the system will set their Designated Body on their account to your Organisation's (they will not be able to edit this)
• If you provide paid appraisal subscriptions or survey credits for your users, they will automatically be added as a member of the Community that we set up for you

How to set up the Email Template

To set up the Welcome emails, you will just need to check you are happy with the wording in the Email Template.

The Email template you are looking for is Welcome email and details on how to edit the template can be found here.

If your Organisation provides appraisal subscriptions/survey credits, please contact us and we will ensure that a Community has been created and linked to your Designated Body/Trust so your users will be linked when they complete the Welcome Email.

How to send the Email

Once you are happy with the wording in the template, let us know and we can double check this for you and switch them on.

When we have actioned this you can send the invites either in bulk or individually.

Sending Invites in BULK:

This is usually the easiest way to invite your appraisees when you first get going on FFARMS as most people won't yet have a FourteenFish account (unless they have used our site previously!) or it can also be useful when you have a batch of new starters who have joined at the same time.

So to send out your Welcome emails in bulk you just need to go to Emails section of FFARMS and select the following filter settings:

• Email Type Welcome email 
• Filter Emails not sent
• Automatic All
• Welcome filter No FourteenFish account
• Response filter blank
• Designated Body this will be your own DB or you may need to choose one DB if you have more than one for your Organisation
• Division you can leave this blank or if there are just one group of Appraisees within a Division you would like this to go to it will filter them for you

Once you set these you will see the number of people who haven't been sent this indicated where it says Results circled below. Just underneath this (indicated by the arrow) you will have a Warning if any of the people listed don't have an email address:

You can then either Select all which will put a tick in everybody's boxes following the word Preview. You can then hit Emailed selected messages which will bring up the below pop up box where you can hit OK:

Once you hit OK all appraisees ticked will be sent the Welcome Email you created in the Email Template.

Sending Invites INDIVIDUALLY:

You may find after sending the initial batch of Welcome Emails that it is easier to invite new Appraisees individually moving forwards.

To do this go to the Appraisees section of FFARMS and click into their Appraisee Record by hitting View:

Make sure they have an email address in their Appraisee Record but if they haven't you can do this by scrolling down to the Email Addresses section and clicking Add an email:

Once you have done this scroll back to the top of their record and you should see the option to Invite to FourteenFish:

Once you click this you will be taken to the following page where you can Add Custom text if you want to personalise the message. When you are ready just press Send email:

You can check to make sure the message has gone by checking their email history by going to their Appraisee Record and scrolling down to Emails (making sure the Working appraisal year in the right hand side of your screen is the same one you sent the email in).

You will see the date and time stamp of when you sent it and once they have completed the registration process a tick will appear under the Response heading: