Chat Rooms in Hubflo (Messaging)

Hubflo Messaging gives you a centralized space to communicate with clients directly from their portal, alongside related projects and files. You can exchange files and images, and clients can reply to messages via email. Chatroom messages do not support a default signature. If a signature appears when you reply to a chat notification from your phone, it likely comes from your email client; remove it before sending.

Chat Rooms vs. Announcements

When creating a new conversation, you can choose between two types:

• Chat Room: two-way communication. Clients can read and respond to messages.

• Announcement: one-way broadcast. Clients can read the message but cannot reply.

Create a Chat Room or Announcement

1. Go to Messaging in your Hubflo sidebar.

2. Click New > New Chatroom or New Announcement.

3. Give the room a name (we recommend using the workspace name).

4. Add internal users (they'll receive email notifications for unread messages).

5. Add clients (must have an active portal account before they can be added).

Note: You can also enable automatic chat room creation when setting up a new workspace.

Manage Participants

Add or remove participants

• To manage participants in an existing chat room, click the three-dot menu on the chat room and select Edit & Manage.

• To remove a participant, open Edit & Manage and click the [x] next to their name.

Important: The client must have an active portal account before they can be added. If they haven't accepted an invitation yet, go to Workspaces to invite them first.

Give an internal user access to all chat rooms

By default, internal users only see chat rooms they created or were added to. To grant access to all chat rooms:

1. Go to Settings > Team & access.

2. Click the pencil icon to edit the user.

3. Toggle on Access to all chat rooms.

Permissions

Note: To hide internal team members' names from clients, go to Settings > Visibility & behaviour and toggle the option on or off. Clients will then see all messages as coming from your company name.

Notifications

When a message is sent and remains unread, Hubflo sends notifications in stages:

• Activity feed: appears immediately in Hubflo.

• Push notification: sent after 1 minute if the recipient has the mobile app and hasn't read the message.

• Email notification: sent after 10 minutes if the message is still unread.

• SMS: sent after 10 minutes if the recipient has a phone number and your organization has SMS notifications enabled.

Note: Clients do not receive a notification when they are added to a chat room. The first notification is triggered when a message is sent.

Organize your conversations

• Flag conversations that need 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 a chat room once a conversation is complete by going to the three-dot menu > Archive this conversation.

• Link a chat room to a workspace by clicking Link to a client workspace next to the chat room name.

Tip: To create a team-only chat room that clients cannot access:

- Do not link the room to a client workspace.
- Do not add any clients as participants.