A team notice is a reusable email your association sends to a site visit’s team, such as a pre-visit briefing or a thank-you after the visit. This article explains how to send a notice to one visit’s team. To create or edit the notices, use your account’s team notice settings.
Before You Begin
Prerequisites
- Confirm that the team notice you want to send already exists and is active. Rhythm does not stop you from sending an inactive notice or one limited to other programs, so choose the notice carefully.
- Confirm that the visit has a team, that at least one team member has an email address on file, and that the visit has an accreditation. If the visit has no accreditation, Rhythm records the send and then it fails.
- You need the permission your account uses to send team notices from a visit.
Send the Notice
- Open the site visit, then find the action for sending a team notice.
- Choose the team notice you want to send. This field is required, so leaving it blank does not suppress the notice.
- Choose the audience: everyone on the team, regardless of response, or only accepted members in the roles you select.
- Send the notice.
Result
Each qualifying team member receives their own copy of the email. The email includes details from the visit, its accreditation, program, school, and that person’s team membership. Nobody sees anyone else’s address because Rhythm emails each person separately instead of sending one message to the full group. Rhythm also adds the send to the visit’s notice history.
Warning
Not every visit-related field is available in a team notice. Merge fields are limited to what fits this notice type, so a field from the broader visit or accreditation record, such as one that lists activities, may not be available here even if it exists elsewhere.
Choosing Who Receives It
You can choose one of two audiences:
- Everyone on the team, regardless of their response to the invitation. This includes members who declined and members who have not answered yet.
- Only accepted members in specific roles. This includes accepted members who hold one of the roles you choose. A team member with no recorded response counts as accepted for this purpose. Members who declined, or who do not hold one of the chosen roles, are left out.
These are the only audiences a team notice can target. You cannot send a team notice to the school itself, and you cannot combine or switch between a school audience and a team-member audience here.
For either audience, Rhythm quietly skips anyone who does not have an email address on their contact record. They are not emailed and do not appear as a recipient in the visit’s history.
If Nobody on the Team Can Receive It
If no one in the selected audience has an email address, Rhythm refuses the send before recording anything, and the Console shows that the notice could not be sent. The message does not identify which members were skipped or why, so check the team’s contact records for missing email addresses.
Sending It Again
You can send the same notice to the same team more than once. Each send adds a new entry to the notice history and emails everyone in the chosen audience again. Rhythm does not check whether they already received it.
Warning
If Rhythm cannot find the visit’s accreditation when the send runs, the notice and its recipients are still recorded on the visit, but the send then fails with an error and no email goes out. If a send appears to have failed but still appears in the visit’s history, check that the visit still has a valid accreditation.