Communications
User Guide
Adding Audiences
- Click the Communications module and navigate to the Audiences tab.
-
Click the New Audience button in the top right corner of the page.
-
Enter a name for the audience and select an audience type from Dynamic List or Distribution List.
Dynamic Audiences
Dynamic audiences are built with filters and are maintained automatically by Prism. When a user's status changes (e.g., joining or leaving a property or company), they are automatically added or removed from the audience.
The Group System You can create up to three groups in a single dynamic audience, with one group per organization type. Each group is filtered independently.
| Organization Type | Use Case |
|---|---|
| Tenant | Recipients or respondents who are tenants in your properties. |
| Property Management | Your internal property management team members. |
| Vendor | External service providers and vendors. |
Available Filters
Each group can be filtered independently using any combination of the following filters.
| Filter | What it does | Available in |
|---|---|---|
| Job Function | Target users by their role. | Comms + Surveys |
| Tasks — Issue Type | Target users who have created or worked on tasks of a specific type. | Comms + Surveys |
| Tasks — Time Period | Combine with issue type to narrow to tasks within a specific date range (e.g., last 30 days). | Comms + Surveys |
| Properties | Target users associated with one or more specific properties. | Comms + Surveys |
| Companies | Target users by the company they are associated with in Prism. | Comms + Surveys |
💡 Tip: This new capability allows you to target people based on actions they have taken in Prism. For example, you can send a follow-up survey to every tenant who submitted a maintenance request in the last 30 days.
Recipient Estimate
As you apply filters, a right-hand panel shows a live estimate of the total number of recipients in your audience. This number updates in real time and helps you verify your audience size before sending. Please note that this is an estimate; the final recipient count is confirmed at send time.
Additional Recipients
For communications, you can add individual recipients who are not Prism users, such as external contacts.
⚠️ Surveys Limitation: Additional recipients who are not Prism users cannot be added to a Surveys audience. All survey respondents must be existing Prism users.
Distribution List
A Distribution List allows you to hand-pick the exact recipients for a message or survey. The new builder makes this process significantly faster.
How to build a Distribution List:
- Open the audience builder and select Distribution List.
- Search for a person by name. They will appear in the table as you type.
- Alternatively, filter by organization type (Tenant, Vendor, Property Management) to browse a list of contacts.
- Check the box next to each person you want to add to your list.
- Repeat the search or filter to add more contacts as needed.
💡 Tip: You can combine search and organization type filtering. For example, filter to "Tenants" first, then search by name within that filtered view to find a specific person.
Creating Messages
1. Click the Communications tab and navigate to the Messages feature
2. Click the New Message button in the top right corner of the page.
3. Select a Template for the message if you would like to resend a saved message. Once you select a template, the information automatically populates in the fields. This is optional.
4. Create a new message by entering a subject for the message. You can adjust who the message is from under the From field.
5. Under broadcast message you can select the methods for sending the message from Email, SMS, Push Notifications, and Bengie.
7. Click the toggle to post the message to the dashboard. If you chose to post to dashboard, select the type of post from general notice or covid notice.
6. If you would like to schedule a message, click the toggle under Send Later to schedule a date and time for the message to send.
8. Select an audience type for the message from a dynamic list or a distribution list.
If you select dynamic list, you can choose an existing saved audience or enter new audience information. If you enter new audience information, you can click the toggle to save the audience for future use. Add additional recipient emails or phone numbers if you wish.
If you select distribution list, you can choose an existing saved distribution list or enter new information. Add additional recipient emails or phone numbers if you wish.
9. Enter your message in the box provided.
10. Click add file at the bottom of the page to upload an attachment to the message.This is optional.
- When finished you can save the message as a draft, send the message, or view a preview of the message and send using the buttons on the bottom of the page.
Updating Design Options
- Click the Communications tab and navigate to the Messages feature.
- Click the New Message button in the top right corner of the page.
- Click the Design Options button to update the design of the message.
- All options are automatically selected, click the checkmark to unselect any design option you wish to change. Click the toggle to not include an option.
Creating Templates
- Click the Communications tab and navigate to the Messages feature.
- Click the New Message button in the top right corner of the page.
- Create a new message by entering a subject for the message. You can adjust who the message is from under the From field.
- Click the toggle to Save your message as a template.
- Finish creating the message and click send message.
Scheduling Messages
- Click the Communications tab and navigate to the Messages feature.
- Click the New Message button in the top right corner of the page.
- Click the Send Later toggle to schedule a date and time to send the message.
- Finish filling out the message fields then click schedule message at the bottom of the page to finish.