Hubflo’s chat rooms provide a centralized space to manage all client communication, right alongside related projects and files. Once added to a chat room, clients can message you directly from their portal, and a Messaging option appears in their sidebar.
You can easily exchange images and documents and clients can reply to messages via email. Need to keep conversations around specific projects internal? You can create team-only chat rooms, and give your team space to collaborate privately.
Create a New Chat Room
Go to Messaging in your Hubflo dashboard.
Click the + icon to create a new conversation.
Name the room (we recommend using the client’s name).
Add internal users (they'll get email notifications for unread messages).
Add clients (only clients with active client portal accounts are visible on this step).
Note: You can also toggle on the option to create chat rooms when setting up a new workspace.
Managing Participants
Chat Room Permissions & Features
Feature | Client | Internal User |
View participants | ❌ | ✅ |
Add participants | ❌ | ✅ (chat room creator only) |
Create room | ❌ | ✅ |
Delete messages | ✅ | ✅ |
View full history | ✅ | ✅ |
Note: To hide internal team members’ names from clients in chat rooms, go to Settings > Client Portal > Appearance and toggle the option on or off. Clients will then see all messages as coming from your company name.
Add / Remove Clients
Ensure the client has an active account on your client portal.
If not, go to the Client Portal > Workspaces to invite the client.
Once the invite is accepted, return to the associated chat room and click on Edit conversation / Edit participants to add your client.
To remove a participant
Click Edit conversation / Edit participants in the chat room and click the [x] next to their name.
Note: Only internal users can see the full participant list. Clients only see messages, not who else is in the room.
Notifications & Visibility
Messages: Clients and internal users are notified every 30 minutes if they haven’t read a message.
Joining a Room: Clients do not receive an automatic notification when added. An email is triggered with a link to the chatroom when you send a message.
Message History: All participants (client and internal) can view full history of conversations when they join the chat room.
Managing and Organizing Your Conversations
To stay on top of active threads and collaborate efficiently with your team, Hubflo offers several tools:
Flag conversations that require follow-up by clicking the bell icon next to the chat room name.
Write internal notes your clients can’t see by switching to the “Internal message” tab in the text input field.
Archive chat rooms to reduce clutter once a conversation is complete. Just click the archive icon at the top right of the chat room.
Link a chat room to a workspace, to do so click “Link to a client workspace” next to the chat room name to associate the room with a specific client.
Note: To keep a chat room internal, do not link it to a client workspace and avoid adding clients. This ensures the conversation remains visible to your team only.