Welcome Emails: Setting them up

If your Organisation is purchasing FourteenFish appraisals for your appraisees you can use our Welcome Email feature on FFARMS.

This will invite them to register for a FourteenFish account and once they have successfully joined you will have visibility of their upcoming Appraisals and Revalidation Readiness on FFARMS.

There are a few things that need to be set up before you can send these but we include all the steps for you below.

Appraisee Records:

First make sure that everyone you want to invite has an Appraisee Record set up on FFARMS and that they have an email address added as otherwise the system won't be able to send the message! Click here if you need help with this.

Editing the Welcome Email Template:

Next you need to make sure that you have added the Welcome Email Template and edited it so the wording reads how you want it to. Our help page on Email Templates tells you all you need to know about how to do this.

We have included below some Example Wording which you may want to use in the main body of your Welcome email:

"Welcome to [organisation] on Fourteen Fish.

Please could you click on the below button which will take you through the process of setting up your FourteenFish account.

There will be some questions which we would ask you to fill out as fully as possible to help us get your appraisal dates correct and ensure any email reminders sent to you from the FFARMS system are accurate.

I have included a link to the FourteenFish Appraisal help centre here which may answer any initial questions you may have on getting started. But if there's anything specific that you need assistance with please don't hesitate to get in touch with us at [organisation] or by contacting the FourteenFish Support Team. 

With best wishes"

We include the command [organisation] which would auto-populate your Organisation's name, the word here could include an embedded weblink taking the user to our FourteenFish help centre and the text FourteenFish Support Team could include our support email address.

Appraisee questions/consent:

When you invite new users to register for their account using the Welcome email, they will be asked to provide details such as their previous Designated Body or when their last appraisal date was.

We will need to know your list of current Job roles (known as Grades in FFARMS) in order for this list to be accurate.

Information that they enter on this page will filter through to their Appraisee Record.

They will also be asked to consent to the sharing of their information with you and in order to move forward in the Portfolio page, they will need to tick 'Yes'.

You are now ready all set up to send the Welcome Emails