As a Pilot, you have the option, from the tool, to directly notify the collectors via email of the various key stages of the project.
Launch of the collection
Closing of the collection
Refusal of a data
In this article, we will see these different steps and how they are articulated in Toovalu Impact.
Launch of the collection
Launch of the collection
From the "Campaigns" space in the Admin section, you have the option to notify all your collectors of the opening of the collection. You need to go to the campaign, and you have an icon that indicates: "Launch the collection and notify your collectors".
At this point, before launching the collection, the status of your campaign is: "In configuration"
That means the collection is in read-only mode. The Pilots can continue to configure the project (adding entities, creating indicators, etc..) but the collectors will not be able to enter values in the collection table.
mais les collecteurs ne pourront pas renseigner de valeurs dans le tableau de collecte.
Once you click on the icon, 2 options are available to you:
You can uncheck the email sending and thus keep control over communication with your collectors.
You can send an email to all the collectors of the project to warn them that the collection is open, and if you wish, you can personalize a message (an email template is already provided and will be sent if you do not fill in a personalized message).
A referral link to the collection is automatically integrated into the email ⬇️
Close the collection
Close the collection
In the same way as at the launch of the collection, you can notify all the collectors of the end of this period.
You just need to go to the same place, in the "Campaigns" space in the Admin part.
You will find the same icon but this time to close the collection.
There are always 2 solutions available to you:
Do not check the email sending to communicate personally with your teams.
Send an email to all the collectors of the project with the possibility of customizing a message.
Once the collection is closed, it will be in read-only mode, meaning your collectors will no longer be able to modify the data and the status of your campaign will switch to "Collection completed".
💡Note: The button to launch and close the collection is dynamic with the dates you entered in the setup of your campaign.
This means that if you launch/close the collection on dates different from those initially planned, it will automatically adjust with your actions thanks to this icon.
Refusal of a data, with Pilot's comment
Refusal of a data, with Pilot's comment
Another notification system is added to the notification system for launching/closing the collection.
As a Pilot, with our verification module you have the option to validate or refuse a data (Verification module).
From now on, when you refuse a data, an email is automatically sent to the person who collected the data.
The email includes a redirect link to arrive directly at the data, and the person will be able to find your comment if you wrote one.
ℹ️ In addition to these 3 email notifications, here are those that will be automatically sent by us:
Weekly summary email
Every Monday, Pilots will receive a progress report of the open campaigns that have the status "In collection".
The email includes the % progress and a redirect link to the verification module.Monthly summary email
On the 1st of each month, all the collectors assigned to a project with a campaign "In collection" will receive an email to notify them of the progress of the collection.
Exemple d'email de récap mensuel ⬇️
⚠️ These weekly and monthly recap emails will continue to be sent as long as you have not closed your collection ⚠️
ℹ️ All emails will be sent in the language that is set on the user's profile. For example, if in a company you have collectors that use, in the tool, French and others English, then they will receive emails in the language set on their profile.
However, the personalized message that Pilots can send with the launch + closing emails of the collection will not be automatically translated. If you wish to send a message in French and in English, it is up to the Pilot to write it in both languages in the same window.
There are several concepts in this article, and it is important to clearly distinguish between closing a collection and closing a campaign. Here we are talking about closing the collection.
Closing a campaign has several consequences for your project.
You will find all the details here 👉 Why close my campaign?