Communication That Adapts to Whoever Needs to Know
WC365 doesn’t assume fixed audiences. Any person — HR, IT, a manager, a department, a distribution list, a personal email, or an external collaborator — can be included in lifecycle communication based on configuration and request‑level choices. Communication is routed by intent, not by role.
Configured Roles
People who are part of the lifecycle workflow — HR, IT, managers, approvers, admins — receive structured, actionable communication.
Receive Teams cards that update in place, not new threads.
Approvals, declines, and comments are captured with timestamps and correlation IDs.
Calendar loop‑ins reflect the exact lifecycle schedule.
Email templates adapt to internal recipients automatically.
Membership can change at any time without modifying flows.
Loop‑Ins & Optional Contacts
Anyone can be included for awareness — managers, departments, distribution lists, personal emails, or external collaborators.
HR can toggle “notify manager,” “include personal email,” or add recipients per request.
Loop‑ins receive only the information relevant to them — no overload.
External or personal emails receive branded, token‑driven messages.
Calendar events provide visibility without requiring workflow participation.
Recipients can be added or removed without breaking automation.
All communication remains synchronized with the lifecycle state.
Communication That Adjusts as Roles and Teams Change
Changes in reporting lines, team structures, or responsibilities don’t break communication in WC365. The platform continuously adapts who receives updates, who gets visibility, and how messages are delivered—so transitions happen without confusion or drift.
Flexible Controls for Who Gets Included
HR and admins can adjust communication recipients at any point in the process. These changes take effect instantly and do not require modifying flows or automation logic.
Add or remove managers, IT, departments, or distribution lists.
Include personal emails for contractors or pre‑hire communication.
Toggle optional visibility settings on a per‑request basis.
Adjust recipients without affecting workflow progression.
Messages That Stay Current Everywhere
Teams cards, emails, calendar events, and SharePoint entries all draw from the same lifecycle data. When something changes, every channel reflects the updated state.
Teams cards update in place using preserved message IDs.
Emails reflect the latest lifecycle information and branding.
Calendar events remain accurate even when timing or recipients change.
All communication is recorded for clarity and audit.
Communication That Reflects the Latest Structure
WC365 keeps communication accurate by continuously matching recipients to the most up‑to‑date details in the request. When a manager changes or a team moves, the platform updates who receives lifecycle messages without requiring manual edits or resending.
New managers receive the correct updates immediately.
Former managers stop receiving messages automatically.
Department changes update visibility and loop‑ins.
Timing and lifecycle details remain consistent across channels.
Communication Types and How WC365 Routes Them
WC365 uses three communication channels—email, calendar, and Teams—to keep lifecycle activity clear and predictable. Each channel serves a different purpose, and organizations can tailor who receives what based on their structure and operational style.
Calendar: Timing and Visibility
Calendar events communicate when lifecycle actions occur. They help teams plan work, avoid surprises, and stay aligned on timing.
Events are normalized, DST‑safe, and created with UTC‑corrected times.
Recipients can include managers, IT, HR, shared team calendars, or distribution lists.
Organizations often route events to shared calendars for predictable visibility.
Recommended recipients: IT for provisioning, managers for start/return dates, HR for coordination.
WC365 does not enforce a hierarchy—calendar routing follows your structure and preferences.
Teams: Approvals and Operational Updates
Teams is the operational UI for lifecycle decisions. Approvers receive actionable cards that update in place, ensuring clarity and reducing noise.
Approvers receive cards only if they are configured in the Admins/Approvers/Submitters list.
Submitters outside this list trigger a warning flag, ensuring requests come from authorized sources.
Message IDs are preserved so updates replace old cards rather than creating new threads.
Recommended recipients: approvers, HR, IT, and any operational roles involved in decision points.
Teams is ideal for decisions, confirmations, and updates that require action rather than awareness.
Email: Branded, Customizable Templates
Email is the primary channel for employee‑facing communication. WC365 ships with HTML templates that can be fully customized to match your organization’s tone, branding, and onboarding style.
Templates support token‑driven content for names, dates, roles, links, and instructions.
Branding, colors, and layout can be adapted without modifying flows.
Personal emails can be included for contractors or pre‑hire communication.
Recommended recipients: employees, managers, HR, and any external contacts who need clear instructions.
Customizing these templates ensures the experience feels native to your organization.
Putting It All Together
WC365 lets organizations decide who receives which communication type. The platform ensures:
Emails deliver instructions and employee‑facing content.
Calendar events communicate timing and coordination.
Teams cards handle approvals and operational updates.
All channels stay synchronized through the Golden Payload.
All recipients—internal or external—receive only what’s relevant to them.