This guide provides a streamlined approach for administrators to inform clients about updates to trainers' hours using AI-generated messages. The process includes accessing the scheduling interface, selecting trainers, adjusting their hours, applying the changes to the calendar, and sending tailored messages through an AI assistant. This method ensures clients remain informed and engaged with up-to-date schedule changes.
Step-by-Step Guide:
1. Open Schedule Dashboard:
Log into the admin portal and select the "Schedule" tab. This tab allows comprehensive management of all scheduling-related tasks, including trainer hours.
2. Transition to Hours:
Within the scheduling section, click on the "Hours" tab at the top of the screen to view and manage specific hours for events and personnel.
3. Select a Trainer:
From the hours management interface, select a specific trainer whose hours need to be updated by using the dropdown menu labeled "Select trainer."
4. Determine Trainer Hours:
For the chosen trainer, adjust their clock-in and clock-out times by selecting new hours from the time selection dropdowns provided.
5. Apply New Hours to Calendar:
After setting the new hours, apply them to the calendar by clicking on the corresponding time slots. This updates the trainer's schedule in the system.
6. Locate the AI Assistance Icon:
Click the "AI Generate" button in the bottom left corner of the page. This starts the AI's process of crafting a tailored message reflecting the new hours.
7. Choosing the Message Format:
A window appears, offering the choice between sending an email and a text message. Select the preferred method to tailor the communication accordingly.
8. Edit the Generated Message:
Edit the AI-generated message content in the provided text box. Ensure the message is clear, concise, and contains all necessary details about the schedule update.
9. Customizing Recipient Selection:
Choose recipients by selecting user types or individual users who need to receive the update, ensuring the message reaches all relevant clients associated with the affected trainer.
10. Review the Recipient List:
Before sending the message, review the list of selected recipients displayed in the messaging interface. Confirm the accuracy and completeness of this list to ensure that all intended recipients, such as clients associated with the specific trainer whose hours have changed, are included.
11. Send the Message:
After confirming the recipient list and finalizing the message content, click the "Send Message" button to dispatch the notification to the chosen recipients. This action sends the selected clients the AI-generated message detailing the updated trainer hours.
12. Confirmation Message:
Once the messages have been queued for sending, a success notification will appear. Click "Continue" to return to the admin portal.
This guide facilitates efficient communication about trainer schedule updates, enhancing client satisfaction and engagement through timely and accurate updates. Utilizing AI to generate messages ensures consistency and reduces the administrative burden, making it an essential tool for effective client communication within the StatStak Labs platform.
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