Automated Attendance Letters�Powered By….

Automated Attendance Letters�Powered By….

Automated Attendance Letters

Attendance letters, also known as accountability or absence letters are an automated system that allow chapters to hold their Members accountable for their attendance. As a Member, a letter will be automatically generated and delivered when an absence is recorded in the submitted PALMS reports. This is tracked on a 6-month rolling basis, so it is based on how many absences that the Member has had within the previous 6 months. In addition, letters are also generated and delivered when an absence rolls off their record until they hit Zero absences.

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Timeline:

• If you haven’t signed up, please do so here: Complete Form Here
• Recordings & HTML templates provided the week of December 21st
• All updated Engage templates sent through Global Link week of December 28^th
• Once translations have been received, we need 1-2 weeks to set up if only one language is involved.
• If you would like to send bilingual emails/alerts, then the timeline is closer to 2-3 weeks before activation

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Automated Attendance Letters

Attendance Letter Flow

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Vice President Submits Weekly PALMS Report

Once Daily, BNI Connect sends updated # of Absences for all Members to BNI Engage

Once Daily, BNI Engage compares # of Absences for the Member and if changed, will send email

The Process

• The automated letters are based on whether the number of absences goes up or down
• If that number has changed, it sends out a letter for that number of absences

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Automated Attendance Letters

Who Gets What When

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Note: If a Member is past 4 absences over a six-month rolling period, the VP receives an alert with instructions on how to handle that Member’s situation

From 3 to 2, 1 , 0

Automated Attendance Letters

Additional Notes

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• Letters will go out indefinitely but after 4, only the VP is notified.
• At this time, Directors or other LT are not copied.
• If there is a net zero change in absences – for example and absence is recorded that week but one has also fallen off, no letter is sent.
• NO AUTOMATIC ACTION is taken in BNI Connect – This is for notification purposed only.

• Because this is a ONCE Daily, push of data from BNI Connect to BNI Engage, there is a delay of at least 1 business day between the PALMS entry and the sending of the notices
• BNI Engage is not keeping track of the actual absence dates, just the number. So if you update a previous PALMS attendance for a report within the six-month period, that could trigger an email even if that was several weeks ago.
• Letters are signed by the chapter membership committee, but email replies will go to the regional office due to a various email routing techniques.
• These notifications are not subject to any opt out or unsubscribe notifications. Opt out only applies to marketing based emails, not membership notifications.
• Missing the notifications? Most likely they have gone to SPAM.

Who Me?

There is no way I was absent that many times!

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Let’s have a look…

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Absence Report

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Just the Numbers for the Whole Chapter

PALMS Attendance Report

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Chapter PALMS Report

The Personal PALMS Report

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Single Member Full Details

Automated Attendance Letters: Examples

Automated Attendance Letters: Examples

Automated Attendance Letters: Examples

Automated Attendance Letters�Powered By….