On March 22, 2021, Workcloud added the “HR announcements” function.
This is the function that allows company admins and HR managers to make announcements to all employees or a limited number of employees.
It is possible to specify the screens to be displayed and the date of publishing.
*Employees may not reply to announcement received.
General settings for announcements
Create announcements
Publish
To exclude from the target before publish
About badges
After publishing the announcement
Start use of HR announcements
If your company is about to use the HR Announcements function, please complete the following setup first.
If you already use this function and would like to create an announcement, please go to “Create announcements”.
① Click on ADMINS [Company settings].
② Click on “HR” - “HR management settings.”
③ Click on “Edit.”
④ Specify “Use HR announcements: On”.
⑤ Click on “Save.”
The start setup has been completed.
You are now ready to use the “HR announcements” function.
General settings for announcements
Before creating the content of an announcement, make various settings related to the display.
① Click on ADMINS [Company settings].
② Click on “HR” - “Announcements.”
③ You set up the display-related settings in “Categories”, “Lists”, and “Settings”.
Settings
You can change the menu name to be displayed and the text that appears at the beginning of the subject line of the email notification.
*You may leave the default values unchanged.
① Click on “Settings.”
② Click on “Edit.”
③ Enter any changes you wish to make from the default values.
④ Click on “Save.”
Lists
This is the screen for creating a “target list” to be used when you want to limit the number of employees to be notified of announcements, rather than all of them.
You can also create this at the time you create your announcement.
① Click on “Lists.”
② Click on “Add new.”
③ Set the target employees to whom you want to make announcements.
④ Click on “Save.”
⑤ Click on “Return to list.”
⑥ It will be reflected in the list.
To continue creating, click “Add new” and repeat ② to ④.
Categories
Set the name and image icon for the announcement category.
The “General” category is pre-registered and ready to use, so please create additional categories as needed.
You can also create this at the time you create your announcement.
① Click on “Categories.”
② The registered “General” is displayed.
To add a new one, click “Add new.”
③ Set category names and icons.
④ Click on “Save.”
⑤ Click on “Return to list.”
⑥ It will be reflected in the categories list.
To continue creating, click “Add new” and repeat ② to ④.
＜Notes＞
“General” is registered as the default value from the start.
You can change the name, etc. from the edit screen, but you cannot delete it.
Create announcements
Here you create the content of the notice to employees.
① Click on “Announcements.”
② Click on “Add new.”
③ Set the content of the announcement, the target employees, and the method of publishing.
④ Click on “Save.”
＜Notes deletion＞
Once you have created the announcement, you can delete it from the edit screen even after it has been published.
If you delete it, it will also be deleted from the list of announcements published by employees.
Once deleted, you cannot restore it. Please be careful when deleting.
Publish
If you selected “Auto” when you created the announcement, it will be automatically published at 4:00 AM on the publish date you specified.
If you select “Manual,” the announcement will be published at the time you want it to be published.
① Click on the “Announcements” tab.
② Click on the title of the announcement you wish to publish from the list.
In the case of manual publish, “Publish method” is displayed as “Manual”.
③ Click on the “Set employees.”
Auto publish
④ The badge will reflect the number of employees to be notified for this announcement.
Since the publish date has already been set in “Auto” when the announcement is created, the announcement will be automatically published at 4:00 a.m. on the specified date.
■To confirm the subject before publish
⑤ Click on “Unpublished” on the badge.
⑥ The names of the subject to be announced is shown at the bottom.
You can delete employees you do not want to announce by clicking on them with the “✖” on the far right.
If they are not included in the target, you can add them from the screen that appears by clicking on “Add employees”.
Search and specify by employee name, employee ID, etc., and click on “Add”.
As you add more, it will be reflected in the number of badges.
After you confirm, click on “View announcement” at the top.
Manual publish
You publish at the time you wish to publish.
If you did not set an “Auto-unpublish date” at the time of creation, you can also set a date before publishing.
④ The badge will reflect the number of employees to be notified for this announcement.
If you want to check the subject before publish, click “Unpublished” on the badge.
(If you wish to publish this without confirming the name of the subject, please go to ⑥).
⑤ The names of the subject to be announced is shown at the bottom.
You can delete employees you do not want to announce by clicking on them with the “✖” on the far right.
If they are not included in the target, you can add them from the screen that appears by clicking on “Add employees”.
Search and specify by employee name, employee ID, etc., and click on “Add”.
As you add more, it will be reflected in the number of badges.
Click on “View announcement” at the top.
If you wish to set the Auto-unpublish date, specify it at this time.
For details, please refer to ＜To set the “Auto-unpublish date”＞.
⑥ Click on "Publish.
⑦ Read the message "Publish this announcement? This will send email notifications." Then click on “Yes”.
*(When creating the announcement with email notifications turned Off) “This will not send email notifications.” will be displayed.
“Announcement has been published.” will be displayed at the top of the screen.
The publish date and time will also be displayed afterwards.
⑧ At the bottom of the screen, you can check the history of when it was created and when it was published.
＜To set the “Auto-unpublish date”＞
Set it before publishing.
Click on the title of the announcement from the list, then click on “Edit.” Next, specify the date in the “Auto-unpublish date” field at the bottom and save.
The announcement will be unpublished at 4:00 a.m. on the date for employees.
To exclude from the target before publish
If the number of employees scheduled to be notified is already displayed after clicking “Set employees,” follow the steps below to exclude them from the target.
■To exclude all subjects
Click the title of the announcement from the list, then click “Remove employees.”
Read the message and click on “Yes.”
The number of recipients will return to “0.”
■To exclude specific employees
Click on either “All employees,” “Unpublished,” or ‘Unviewed’ on the badge, then click on the “✖” on the right side of the employee name you want to exclude.
About badges
Before publish, you can check the notification recipients by clicking “Unpublished.”
After publish, you can check the number of employees who have read or not read it.
You can also check the relevant items by clicking on them.
After publishing the announcement
You can also add employees and publish the announcement even after it has been published.
It is also possible to change the status from public to unpublish, or from viewed to unviewed.
■Publish to employees who became notification recipients after publish
■Publish to specific employees who are not the target after publish
■Unpublish published announcement
■Reset viewed status to unviewed
■Publish to employees who became notification recipients after publish
After publication, you can extract new subjects by clicking “Set employees.”
(e.g.) You have published the subject as the “team leader.” However, immediately after that, there is an employee who became the team leader.
① Click the title of the announcement from the list, then click “Set employees.”
② The number of “All employees” will increase, and the number of newly extracted “Unpublished” subjects will be displayed.
When you click “Unpublished,” you can confirm the names of the extracted employees.
Click on “Publish again.” Only unpublished employees (extracted employees) will be published.
③ When you read the message and click on “Yes,” it will be published.
■Publish to specific employees who are not the target after publish
This is used when you want to publish it to employees who are not included by the “Set employees” section above.
① Click on the title of the announcement from the list, then click on “here” in the red frame.
② Click on “Add employees.”
③ Search by the names or employee IDs of the added employees to specify the target employee(s).
④ Click on “Add.”
“Added XX employees.” will be displayed at the top of the screen.
⑤ The number of “All employees” will increase, and the number of “Unpublished” will be the number of newly added employees.
Click on “Publish again.” Only the added employees will be published.
③ When you read the message and click on “Yes,” it will be published.
■Unpublish published announcement
Even if it has been published, you can return it to the unpublished state.
It will also be hidden from the employee announcement screen.
① Click on the title of the announcement from the list, then click on “Unpublish.”
② Click on “Apply action.”
If you check “Retain existing read status” and apply, it will become unpublished, but employees who have already read it will remain as having read it.
Even though it is counted as “Unpublished” in the badge, it will be counted as “Viewed” (already read).
Even if you make it publish again, employees who have already read it will remain as having read it. It will also be counted as “Viewed” on the badge.
If you apply it without checking, employees who have already read it will be counted as “Unviewed” on the badge.
■Reset viewed status to unviewed
You can reset employees who have already checked “Mark as read” back to unviewed status.
① Click on the title of the announcement from the list, then click on “Reset all to unviewed.”
② Read the message and click on “Yes.”
③ “All target employees have been set to unviewed status” will be displayed at the top of the screen.
④ Employees who had already read the announcement will also be in the unviewed status.
The number of “Viewed” (those who have read it) will be reset to ‘0’ and counted as “Unviewed.”
・Click here for the Japanese version of this manual.
人事のアナウンス
・For the procedure on how employees can check announcements from HR, please refer to this manual.
Check Announcements from HR