Overview
Send instant direct messages with TutorFirst Chat and allow different access levels the ability to use chat. Chat histories for all users are visible to all Admins, Coordinators and Lead Teachers to monitor conversations.
Article Sections
- To Have in Place
- Switch on Chat
- Choose User Level Access
- Accessing Chat
- Send a Message
- Persistent Chat
- Chat Histories
- Recipient Visibility
To Have in Place
1. A User login is required for a user to chat with other permitted users. Customers with Silent Logins will not be able to use chat.
2. Switch on Chat and choose who you wish to be able to use Chat.
Switch on Chat
3. Go to: Setup > Company > Config Settings > System > Chat Mode and make a selection from the following options.
Choose User Level Access
4. Choose from the following options.
Disabled - Chat is turned off for all users.
Enabled - Chat is turned on for all users (Staff, including Tutors, and Customers) and all users can talk to other permitted users.
Enabled for Admins - Chat is only available for admins.
Enabled for Coordinators and above - Chat is enabled for Coordinators and Admins.
Enabled for Lead Teachers and above - Chat is enabled for Lead Teachers, Coordinators and Admins.
Enabled for Tutors and above - Chat is enabled for all staff including tutors.
Enabled for Customers and above, exclude tutors - Chat is enabled for Lead Teachers, Coordinators, Admins and your customers.
Enabled for all - exclude tutors <=> customers - Chat is enabled for all permitted users but tutors and your customers cannot chat. Tutors can chat with other permitted staff, your customers can chat with permitted staff but not tutors.
5. Apply changes.
Accessing Chat
6. When switched on a chat icon will appear top right for Admins, Coordinators and Lead Teachers.
7. If permitted for Customers a chat icon will also appear top right.
8. If permitted for Tutors a chat icon will appear top left.
9. If there is a new message there will be a red badge on the icon.
10. A user should press on this icon to access chat.
Using Chat
11. Users that can be messaged will be in the left hand list and the chat panel is on the right.
12. The above is an admin view which will show all staff and all Customers who have a login.
13. Staff are green and customers are orange.
14. The most recent messages will show under the user name and will be bold if have not been read.
15. Press on a user to see and send messages.
Send a Message
16. Type your message at the bottom of the panel and press enter or click Send to send.
17. The panel and the text under the user name will update and the message will be sent.
Persistent Chat
18. You can collapse a chat to a pop-up panel that remains as you work in other areas.
19. To collapse a chat press on the arrow icon next to the active user name.
20. The chat and its contents will collapse to the pop up.
21. This pop-up is persistent and you can now work in other areas and chat with this user.
22. Press the down arrow to collapse the pop-up further to an icon.
23. If the person who is minimized messages, the icon will have a red border and flash.
24. Press the icon to open the chat back up. Press X in the pop-up to close the chat.
Chat Histories
25. Staff can see chat histories for staff and customers in their list, allowing Admins, Coordinators and Lead Teachers to monitor conversations.
26. Open a staff record and press on Chat History.
27. Press on the user name for the conversation you wish to view.
28. The date of a chat message is in parenthesis. Hover over the parenthesis to see date and time information.
Recipient Visibility
29. Based upon the access level you selected in Setup > Config Settings > System > Chat, and assuming the intended recipient has a login.
|
Login Access |
Can Message Admin | Can Message Coord | Can Message LeadT | Can Message Tutor | Can Message Customer |
|
Admin User |
Yes | Yes | Yes | Yes | Yes |
|
Coord User |
Yes | Yes | Yes | Yes | With common location permissions |
|
LeadT User |
Yes | Yes | Yes | Yes | With common location permissions |
|
Tutor User |
If Admin has messaged | If Coordinator has messaged | If LeadT has messaged | No | If assigned now or in the past |
|
Customer User |
If Admin has messaged | If Coord has messaged | If LeadT has messaged | If assigned now or in the past | No |