Memos Instructions

Preparation:

If you have not already done so, please plan out and set up all your Student Groups so you can send memos to multiple people in different departments, job categories/positions, locations, etc.

Tip: We recommend also having one Student Group called something like “Everyone”, “Company Wide”, or “All Staff” and put everyone in it.

Make sure all intended memo recipients are set up as STUDENTS in your system. Memos are sent ONLY to STUDENT role users. You must have a Student role assigned to read a memo. Even if a person does not take courses in the system but just has some kind of STAFF role, you will need to assign them Student role as well for them to get memos.
If the text of your memo is going to be more than a couple sentences long, we recommend writing it out in a word processor or similar first, then copy and paste it into the online memo content editor.

Create & Send New Memo:

In Communications role on the Memos tab page, click the Create Memo button at top right.

The first step in the Memo Set up is the Create Step: Set up the basic memo information like the title, category, priority, subject, notification options, etc. Once done, click "NEXT: CONTENT".

Please read the “Info Balloons” which are the "(i)" circles beside the functions. At any point after entering the basic Setup info, you can Save your work so far and come back to finish it later, or continue to the next step…

The second step in the Memo Set up is the Content Step: Create the content of your memo using the simple online editor. Memos can be however big you like and contain images, video, or PDF documents. You can also attach one or more documents to the memo. If you are copying and pasting text from Word or other documents, consider using the "Paste From Word” for “Paste as Plain Text” buttons in the toolbars.

It is somewhat common for a company to already have a memo in PDF format. You have the option of just sticking that PDF in the page, however we recommend in most cases to copy that document content directly into the content editor instead.

Then you can Save your work so far and come back to finish it later, or continue to the next step…

The third step in the Memo Set up is the Recipient Step: Here you can choose which individuals or Student Group(s) (departments, job positions, locations, company-wide, etc.). to send the memo to.

Remember, only STUDENT users show up here.

Then you can Save your work so far and come back to finish it later, or continue to the next step…

5. Send memo. At this point the memo is placed in the recipient’s online training desk and they are sent an email notifying them they have been sent a memo and that they must sign in to their online training desk to read it. It includes a hyperlink to the sign in page.

Remember, the recipients need to have a valid email address in their Profile. They will be emailed a notice of the memo with a link to your online training sign in page.

What Happens after Memos are sent?

Recipient logs in to their online training and the memo is right there. They can not close the memo or get into their online training system until they have gone to the bottom of the memo and clicked the confirmation button. When they click that button, the memo goes out of their face, into their “My Memos” library where they can refer to it later, and puts them on their Student ‘Home’ page in the online training system (unless there are more memos waiting for them).
There is an extra feature you may turn on if you use the system’s ‘Safety Reports’ feature, “Emergency Bypass” which enables the student to bypass reading and confirming a memo and let them into the Safety Reports section to fill in and submit a Safety Report.
The ‘Communications’ role user who sent the memo has access to a report which shows which memo(s) were sent to who on which date, what date it was read and if the recipient has confirmed the memo or not.

View Memo Sent Status:

In Communications role, click the Records tab. Generate the report(s) you like.

Send Existing Memo(s) to New Staff:

You can send an existing Memo to someone who has NOT yet had that memo sent to them.

In Communications role, click the “Re-Send Memo(s)” button at top right.

You have the option of selecting ALL MEMOS within an entire Category and/or any or all individual memos.

WARNING: This will send all the memos in that category, so if you have 300 memos in the “Bulletins” category (example), the next time the recipient(s) sign in, they will have to go through and confirm each and every one of those before they can access their training.

Or you can send individual memos by selecting them from the list on that page.

Once you have selected your memos(s), you can click on the "Send Memos" button on the bottom of the page. The button will also tell you how many memos you are sending.

Please note: The "send Memos" button is disabled if no memos are selected.

Next, you can now select the students you would like to resend the memos.
Once you selected your students, the " Send Memos To Recipients" button will be available on the bottom of the page. This button will indicate how many recipients will get the memos.
When you click the button, a window will appear with the progress. Once it's successfully processed, you will be redirected to the memo management page.

If you encounter any issues during this process, please contact support@aerostudies.com