Community Connect - Users - Send Bulk Alerts
Purpose Statement
The bulk alert feature allows Fire Department users to efficiently communicate important information to multiple Community Connect users simultaneously. This capability enables departments to quickly disseminate emergency notifications, safety updates, training announcements, and other critical communications to their entire community or selected user groups through a centralized messaging system.
Background Information
Community Connect serves as a vital communication bridge between fire departments and their communities. The bulk alert functionality streamlines mass communication by allowing administrators to send targeted messages to specific user groups or the entire community database. This feature supports both immediate emergency communications and routine informational updates.
The system includes template functionality for frequently used messages, attachment capabilities for supporting documents, and flexible targeting options to reach the right audience. Alert types can be categorized to help users prioritize and organize incoming communications effectively.
Required Permissions
Users must have administrative access to the Community Connect module with bulk communication permissions enabled. Specific role requirements include Community Connect Administrator or equivalent permissions that allow access to user management and bulk messaging functions.
Video
Step-by-Step Guide
1. Navigate to the Community Connect Module and click Users from the menu.
2. Use the top four boxes to search for users. You can also click the arrow to expand the search criteria options.
3. Select individual users or select all using the top check box.
4. Click on Bulk Actions
5. Click on Send Alert
6. If you would like to use a pre-built Template for an alert instead, click Load from Template.
7. Select the Template you would like to use.
8. Type a subject for your alert in the line provided.
9. Select an Alert Type from the drop-down menu.
10. In the description box type a basic, informative message.
11. Click on Add Attachment to attach any files.
12. Click on Save as Template if you would like to use this Alert again in the future.
Warning: Any attachments will not be saved to the template and will have to be re-attached for future alerts.
13. Click on Send when you are finished to send the alert.
Best Practices
Do:
- Use clear, action-oriented subject lines that immediately convey the message importance
- Select appropriate alert types to help users prioritize incoming messages
- Test templates with small user groups before sending to large audiences
- Keep messages concise while providing essential information
- Include relevant attachments that support the alert content
Don't:
- Send frequent non-essential alerts that may cause users to ignore important communications
- Assume templates will include attachments from previous uses
- Use overly technical language that community members may not understand
- Send alerts without double-checking recipient selection
Tips:
- Create templates for common alert scenarios (weather warnings, training notices, community events)
- Use descriptive template names that make them easy to identify later
- Consider the timing of your alerts for maximum community engagement
- Regularly review and update your user database to ensure accurate targeting
Troubleshooting & FAQs
Q: My template doesn't include the attachment I previously added. Why?
A: Templates do not save attachments for security reasons. You must re-attach files each time you use a template, even if you added attachments when originally creating it.
Q: Can I see which users received my alert?
A: Check your system's delivery reporting features or contact your system administrator for information about alert delivery confirmation and read receipts.
Q: I accidentally selected the wrong users. Can I recall an alert?
A: Once an alert is sent, it cannot be recalled. Double-check your recipient selection before clicking "Send" to avoid this issue.
Q: What's the difference between alert types?
A: Alert types help categorize messages (emergency, informational, training, etc.) so users can prioritize their responses. Choose the type that best matches your message content and urgency level.
Q: Can I schedule alerts to be sent at a specific time?
A: Check with your system administrator about scheduled alert capabilities, as this feature may vary by system configuration.
Q: The search function isn't finding the users I need. What should I do?
A: Try expanding the search criteria options or using different search terms. Ensure users are properly registered in the Community Connect system.
Q: How many users can I select for a bulk alert?
A: There may be system limits on bulk communications. Contact your administrator if you encounter issues sending to large groups.
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