Communicate the rollout

Your flows are built and the first messages are days away. The people who receive them, the managers who get nudges and the colleagues who used to send these emails by hand all need to hear about Pyn before Pyn writes to them. A short plan now saves a week of “what is this?” replies later.

Before you start

You know which flows go live first and roughly when the first messages send. Activity shows the scheduled dates once a flow is on.
You know who used to send this communication. They are your first audience.

Steps

Write down how each communication is produced today: who drafts it, who approves it, what tool sends it. For each one, decide whether Pyn sends it from day one or later. You do not have to move everything at once; a message in Pyn can link to your wiki or a document that stays where it is.
Choose where collaboration happens. Pyn’s Library holds reusable content with a draft and published version, so a reviewer can read a draft before a step uses it; invite reviewers as Limited User so they can read without editing flows.
Invite the people who send employee communications as Admin or Power User, following Invite your team, and tell them which senders Pyn will use so a message from “HR Team” is recognised as theirs.
Coordinate timing across teams. Campaigns in Flows give dated messages a calendar under Activity, Campaigns, so an all-hands note and a benefits deadline do not land on the same morning.
Announce Pyn to the company before the first flow sends, using the template below. Say what Pyn is, where messages come from, and who to reply to.
Brief managers separately. They receive nudges and may be asked to pick a buddy or confirm a check-in; tell them what the messages look like and that replying to the sender reaches a person.

A template announcement

Adapt the sender, channel names and examples to your company.

Subject: A new way we’ll keep you in the loop

Hi everyone,

From next week, some of the messages you get from the People team will arrive through Pyn, a tool we use to send the right information at the right time: a welcome on your first day, a heads-up before a benefits deadline, a note on your work anniversary.

You don’t need to do anything. Messages will come by email from HR Team or in Slack from the Pyn app. Some will have a button to confirm you’ve read them or a short form; most are information only. Replies go to a real person on the People team.

If something looks wrong or you’d rather not receive a particular message, reply and tell us.

Thanks, The People team

What you should see

The first messages arrive with no surprise: recipients recognise the sender, managers know why they were nudged, and your inbox gets questions about content rather than about where the message came from.

Set up your workspace in 30 minutes for connecting the senders you name in the announcement.
Invite your team for bringing the people who send communications into Pyn.
Campaign Templates for dated, company-wide communications on a calendar.
Library for content a reviewer can read before it is used.