Send communications to the team

A communication is a message from the institution to a group of people: a change of time, a rule or a notice. Weikos sends it by email to each of them, also to people without an account if their contract has an email, and lets you see who has received it and who has confirmed reading it.

Write and send a communication

You can start from Communications (in the menu, or in the project tab) with New communication, from Team with Send communication (with the filters you have set, or only the selected rows) or from the project’s Roster with the paper plane icon. To send, choose the contract of a single institution at the top.

In Recipients, search for a grouping, a project, a section, an instrument or a person, or tap one of the Shortcuts, such as The whole team. The shortcuts adapt to what you send most.
In Adjustments: with a project, choose whether it goes to the permanent staff and reinforcements, only the permanent staff or only the reinforcements; without a project, people with a contract valid today are included, and you can change it to a season or some dates.
In Touch-ups, add or remove someone by searching for them. On the right you always see who will receive it; the ✕ removes a person.
In Message, write the subject and the text. If it matters that they read it, turn on Ask for read confirmation. With Receive a copy in my email you get a copy in your account email, with a link to its tracking; the option remembers what you chose last time and does not appear if you are already among the recipients.
Choose Who sees it in Communications and the Signature: With my name or Institution only.
If needed, attach files in Attached files (see “Attach files” below).
In Review and send you see the email as it will arrive. Press the send button, which says how many people it goes to.

A communication that has been sent cannot be edited or deleted. If someone replies to the email, the reply goes to whoever sent it.

If you write to the whole team about a concert, Relate to a project, at the top of the “Message” step, links it to the project: the email shows it and the communication appears in its tab, without changing who receives it. Whoever sent it can change it later from its page.

Attach files

In the Message step, under Attached files, drag the files or press Choose files. You can attach PDFs, documents (Word, Excel, PowerPoint or OpenDocument), images, audio and video: up to 10 files of 50 MB each. Each one uploads with its progress bar and is removed with the ✕; while any is uploading, the communication cannot be sent.

The email does not carry the files inside: below the text there is an “Attached files” box with the name, the size and a link to each one, so it stays light and mailboxes do not reject it. Each person opens them from their email without signing in, and opening them does not count as confirming they have read it. The reminder has the same links and, when you duplicate the communication, the files are copied without uploading them again.

In the communication’s page, Attached files lets you open each file and tells you how many times its recipients have downloaded it. Each download is also recorded in the activity log, with who made it.

With Choose from Weikos you attach a document that is already in Weikos: those of the institution and, if the communication belongs to a project, its files first. Scores are not attached this way, because they have their own way of being shared. When you choose a document, Weikos checks it against the recipients: if any of them cannot see it (for example, it is only for the permanent staff and you also write to the reinforcements), it tells you how many can see it and why, with “See who”. Those who cannot see it do not receive it. If you can edit that document, you can turn on Send it also to those who cannot see it. A copy is sent: if the document changes later, the communication keeps what was sent.

Schedule the sending

In Review and send, the Schedule the sending icon in the top bar lets you choose the day and time it is sent, in the institution’s time; it goes out at most five minutes later. The button then says “Schedule for …” and, above the email, you see when it will be sent with Change the date. If you change your mind, Send now instead removes the schedule.

The recipients are calculated when it is sent, with what you chose: whoever is in the roster or the team that day receives it. In the list of communications it appears with its date and the Scheduled tag. From its page you can edit it, Change the date or Cancel the sending, which deletes it because it has not been sent. Once it is sent, its page has the usual tracking.

Write to those assigned to a work

In the project’s Roster, open the work’s tab and press the plane, Send a communication to those assigned to this work. The communication opens only with those assigned to that work; when you duplicate it, it is recalculated with that day’s assignments.

Write to a project’s technical team

In the project, open «Team» and press the plane, Send a communication to the technical team. The communication opens with Technical team of … and the project’s name: it goes to whoever is in the team. If you remove that chip with the ✕, the technical staff available for the project who are not in the team are added, the ones you see on the screen; Only the team puts it back as it was. If there is no one in the team yet, it opens with the available staff already and tells you so.

It goes to the saved team: if you have changed the team, press «Save» first. With unsaved changes, the plane is disabled.

Who sees the communications

With According to permissions, each person on the team sees it according to the scope of their role: all of them, those sent by people in their departments or only their own. You can open it to the whole team with access to Communications, or keep it as Only me. Whoever sent it can change this later from its page.

Follow a communication

In Communications, each row shows how many have been delivered and confirmed. With Sent by me you see only yours. Click one to open its page:

At the top, the figures: sent, delivered, opened, confirmed and not delivered.
In Tracking, each person with their status and the time of each step. Not confirmed tells you who to remind.
In Communication, the email as it was sent.

“Opened” is approximate: Gmail and Apple Mail open emails by themselves to protect privacy. The only proof that someone has read it is their confirmation.

Click tells you who has pressed a link in the email: an attachment, the questionnaire or the confirmation.
With Download the tracking in Excel, in the page’s bar or in the ⋮ menu of its row, you get one row per person with their email, the status, the time of each step, the reminders and why it did not reach them.

Check who did not receive it

In the tracking, each person who did not receive it shows the email it was sent to and the reason: the address does not exist, the mailbox is full, the domain does not exist, the destination server rejected it or a temporary failure. Correct their email takes you to their record. Once corrected, the row shows the new email and Resend. It is not resent to the same email, because it would fail again.

Remind those who have not confirmed

If you asked for read confirmation, the communication’s page has a “Remind those who have not confirmed” button, with the number of people. After clicking it, review the notice and click Send the reminder. It goes to those who received it and have not yet confirmed; it is not sent to an email address that bounced.

They receive the same communication with “Reminder:” before the subject, a line at the top with the date of the first sending and the same confirmation button. You can remind them more than once: in Tracking each person shows how many times they have been reminded and when, and at the top you see the Last reminder.

Download the communication as PDF

With Download as PDF, in the top bar of its page or in the ⋮ menu of its row, you get a record of what was communicated: the institution, who sent it, when and from where, the communication as it was sent and the tracking of each person, with the date and time of delivery, opening and confirmation. From the same menu you can also remind those who have not confirmed or copy its link.

Duplicate a communication

To send something similar to another group, open the communication and click duplicate in the top bar, or use the ⋮ menu of its row in the list. A new communication opens with everything from the original (recipients, project, subject, text, options and signature) and starts at the recipients, which is what usually changes.

At the top you see which communication it starts from. The list of people is calculated with today’s contracts: if it does not match the one from then, it tells you how many more or fewer. If you send it without changing the recipients or the text, it asks you first with Send it again.

Announce a questionnaire by email

A questionnaire does not send emails by itself. To announce a published one, open it and send it with a communication: “New communication” opens with the questionnaire inside.

The Recipients of the questionnaire are its own. The first time it goes to everyone; if someone has already answered, you choose between everyone and only those who have not answered.
The subject starts from the questionnaire’s title and the text is optional: below the box you see the attached questionnaire, which the email always includes.
Below the text, the email has a card with the title, how long it can be answered and how long it takes (“Until 23/11/2026 · about 3 min”), the notice “It is anonymous: nobody will know what you answered.” if it is, and the Answer the questionnaire button.
If the questionnaire is anonymous and you send it only to those who have not answered, the communication does not show the list of people or their tracking, only the totals: the list would reveal who has answered.
Those who have the app and haven’t answered yet also get the Pending questionnaire notification, also with the reminder. Tapping it opens the questionnaire.

If you receive a communication with files

Below the text of the email, under “Attached files”, press the name of the file: it opens or downloads in the browser, with no account or password. The link is personal, so it is better not to forward it.

If you are asked to confirm you have read it

In the email, click I confirm that I have read this communication. A Weikos page opens, with no account or password needed, where you click the same button again. From then on, the institution knows you have read it.

If it doesn’t work

You don’t see Communications or the send button. Your institution doesn’t have Communications turned on, your role doesn’t allow it, or you have “All” selected in the contract selector.
You don’t see a colleague’s communication. Your role only sees those of your department or your own, or your colleague kept it as “Only me”.
A person shows as not delivered. The email bounced: check the address in their record or contract.
You can’t attach a file. It isn’t an accepted type, it’s over 50 MB, there are already 10 files, or its content doesn’t match its format. Save it as a PDF or compress it.
Someone did not receive an attached document. It was a Weikos document that person was not allowed to see; the page tells you how many did not receive it.
Someone doesn’t appear among the recipients. They have no email, or their contract isn’t valid on those dates. The list tells you how many people are left out.