APPLICATION: Chat is a feature inside Involves Stage that allows instant messaging between users across all platforms of the system. The system allows you to define the groups each user can be part of, exchange files and send batch messages.
Involves Stage chat is the main channel of interaction among the system’s users, whether they are the back-office team, managers or field employees. This resource enables real time interaction, batch messaging as well as files exchanging among the whole team. The possible features on the Chat include:
- Web Access
- App Access
- Batch Message
- Message History
The Chat availability and restrictions for all users can be defined on the Access Profile Details page, specifically on the following fields:
- Access Chat?: It activates the chat for the employee on both platforms.
- Chat With Other Regionals?: It allows the employee to message their colleagues from other regionals. When its inactive, they can only chat with colleagues from the same regional.
- Chat only with Employee's Macroregional?: It allows the employee to message colleagues from other teams inthe same macroregional.
- Chat only with Superiors?: This option allows employees to chat only with their superiors and not between one another.
Project leaders and Supervisors monitor and manage employees, and those permissions can be also defined on Access Profile Details on the Access to Message History of all Employees. This option allows the user to access all the messages exchanged between employees from the same hierarchic level. When it’s active, the access profiles with higher hierarchic levels will also have access to their subordinates' message history.
ACCESS VIA APP
This resource is only available on the Android App. To access it, click on the Chat option on the Menu.
ACCESS VIA WEB
It’s possible to access the chat via web from any page of the system. The access icon is on the top right corner of the page. When you click on it a column will appear and display all available users to chat with on the channel.
To start a conversation just click on the employee’s name. A small window will pop up on the task bar that can be Minimized or Closed at any time. The system allows several conversations at once resembling the concept familiar in social media.
There’s also a field search on the contact’s column highlighting the online users in green and the birthdays with a cake icon next to the user’s name.
When using the Chat via Web you’ll have the option to send batch messages, sending the same message to several contacts. To do that, access the chat and click on the icon.
On the Batch Message pop-up there are two tabs. In Select Recipients you can select which contacts will receive your message.
In Messages you’ll find a field to type in your message or attach an image to. The system doesn't limit the size of your images, although they should have at most a 3000x3000 pixels resolution. After checking the recipients and the message, you should click on Send.
This function is different from group messaging on that the recipients are not allowed to interact with each other and every new message requires repeating the sending process. You can compare this resource with a hidden email copy, the recipients won’t know if you have messaged other users.
Remember that it is not possible to block replies via chat. Ex: using chat to send announcements, blocking responses from employees. One solution is to configure it to respond only to the supervisor.
Involves Stage also grants access to the Message History Access Profiles of higher hierarchy. To access the chat records, open the conversation with another user.
On the conversation window, you will see an icon next to the Close button. You’ll be taken to the Message History page. You can also access it through: Menu > Communication and Monitoring > Message History
You can search through the tabs My Messages displaying the messages exchanged between your user profile and other employees, or Employee Messages displaying the messages exchanged between other users. To speed things up, consider filtering the date or the name of the employee.
When you select a conversation, you can access it and export its records on a XLSX format. Just click on the download icon besides the name of the employee.
Remember that this resource is only available for Access Profiles with permission to Access Message History of all Employees.