A powerful feature that will allow you to instantly communicate to your entire workforce! 

Workvivo's Chat feature allows you to instantly reach and engage your entire workforce, wherever they are - at the office, at home, or on the frontline.

Chat increases collaboration and engagement, especially amongst desk-less staff by allowing team members to message each other and communicate in real-time, exchange ideas, and share information easily. This can lead to faster problem-solving and decision-making, increased transparency and accountability, and improved team dynamics.

Note: Chat is an add-on feature to the business Workvivo package. To learn more, please reach out to Sales or your Workvivo point-of-contact.

Device(s): Web and Mobile

Roles / Permissions: General Users, Admin for Chat Admin

Availability: Paid add-on, to learn more please reach out to Sales or your Workvivo point-of-contact.

Permissions and Configuration

• Workvivo Chat requires you to have a number of permissions and configurations enabled:
  • To receive notifications on mobile, both Push and Calling - make sure Do Not Disturb on Chat notifications is disabled
  • Its also recommended to check your OS settings too on iOS and Android to confirm that Notification settings are enabled for Workvivo

For Video and Voice Calling

• Workvivo also needs to be allowed access to your microphone, camera and calling. Please be sure to set those to "Allow".
• Note: When users download the app for the first time, they will be prompted to give access to these. But if they choose, Block, then we cannot prompt again. There are contextual banners on calling to inform you to set the correct permissions if they are disabled

Accessing Chat

On Mobile, Chat is available in the bottom nav. On Web it is available on the left hand menu

Creating a Chat

• To create a new chat, if it’s a one-to-one chat or a group chat, select the Plus symbol. This is the same symbol on both Web and Mobile
• You will not be able to create a chat from any predefined teams or locations defined in Workvivo using the UI - but you can create custom groups with up to 100 members (by default)
• To create groups from Teams and Spaces this can be done by the Admin via the Chat Admin menu - up to 500 users

• You will then be requested to choose who you want to start a chat with - you can choose one person by searching or scrolling from the list
• Or you can select "New Group Chat" and multi select for a group chat, by either searching for the user(s) or selecting their name from the user list
• You can update the Group Image as well as Rename the Group Chat
• As the creator of the group you will be assigned the operator role

Channel Info 

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This is where you see the information of that channel. You can perform actions such as:

• Edit the group information (Name & Image) - Operator only
• Invite other members to the group - All members
• Search the Channel - All members
• Mute the Channel - turns off notifications for the channel
• Pin Channels - Allows you to pin Channels to the top of the channel list (Max of 15)
• Mute members which turns off any notification related to that member - Operator Only
• Ban members, which removes them from the group - Operator Only
• Register Users as new Operators to the channel - Operator Only
• All members of the group can leave the group at any time, but will need to be invited back in at a later stage
• Access Workvivo profiles directly from the info section - All Members

Pinned Channels

• User can now pin/unpin channels from the info panel using the "Pin/Unpin Channel" button on Web and using the "Pin/Unpin" button from the top right context menu
• Pinned channels will be shown in the channel list under a new "Pinned" heading above the rest of the recent channels on web, they will be shown above recent channels in mobile. A pinned channel can be identified by a pin icon in the bottom left corner
• Once a channel is pinned it will no longer be shown under the "Recents" heading of the channel list
• If the user has created their self channel, this channel will be locked to being pinned. (unable to unpin)
• A maximum of 15 channels are allowed to be pinned. (the self channel does not count towards this limit)
• Should a user attempt to pin a 16th regular channel, the pin will fail and they will be notified they have reached the maximum permitted pins and be asked to remove one before proceeding
• If the user is banned from a channel or the channel gets deleted, it will automatically get removed from the users pins
• Pin/Unpin actions are carried out optimistically. The UI should be updated immediately and then reverted should the update fail
• Dragging down (dragging from top to bottom) the channel list currently causes a refresh, now this refresh will also cause the users pins to be refreshed too, getting the most up to date information from the server. (should a users pins be updated from their web session, this will allow the user to see that those updated pins without restarting the app)

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Presence Indicator

Users can easily see whether colleagues are online, offline, on a call or in Do Not Disturb - making conversations faster and more efficient.

Key Benefits:

• Better timing: Know when someone is available before messaging
• Fewer delays: Set clearer expectations for response times
• Improved collaboration: Especially helpful for remote or global teams
• Smoother workflows: Reach out at the right moment to keep work moving

How it works:

• When you are on a video or voice call on any device or connection or tab this is your status - this the highest priority
• Otherwise, if you have the app open and in the foreground on mobile or if you have any window or tab on web that is currently open and visible then you are set to online 
• On web if you change tab away from Workvivo, minimise the browser or make some other app full screen then you are offline
• If you stay idle on your connection (no keyboard, mouse or trackpad events) for five minutes you are also marked as offline
• Do Not Disturb can be set manually from the Notification settings

Chat Reactions

Members have the ability to add reactions to both their own messages and messages sent by others. Long Press on the Message you wish to react to, to get access to the emoji library (note this library is the same library thats moderated and maintained for Emoji reactions for Posts - More information on that here).

There will be quick actions to choose or by selecting the + from here you can browse through categories or search for the particular reaction you require.

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Once one reaction is added, there will be a quick action to select that added emoji or to open the library. 

Message Options

From the messages users have a number of options:

• Users can reply in a thread

Replies

• Forward the message to another channel
• Pin a message

Pinning

• Copy the message and paste it in another channel (Mobile)
  • They can copy and paste in Web using Ctrl/Cmd shortcuts
• Delete the message 
• See the info of the message. This allows you to see who the message was delivered to and who read the message (Delivery receipts)

Info

Note: The max number of characters in a specific chat message is 5000 characters

Edit a Message

Message Editing gives employees the ability to update sent messages directly in chat. Whether it’s fixing a typo, clarifying a point, or adding a quick update, this feature keeps conversations accurate and professional without cluttering threads.

Resources Tab

The Resources tab is available in every channel on Web and in the Info Panel on Mobile, giving you instant access to all images, videos and documents ever shared within that channel. Resources provide every file with a permanent home within its channel, always in the correct context.

Files are organised into two tabs: 

• Media: Images and Videos viewable in a full carousel
• Documents: PDFs, Office files, audio and more

Each file includes a Jump to Message link so you go straight back to the original conversation. 

Every channel has its own independent Resources view, so files are always accessible in the right conversation.

Removing People from Channels

Managing chat channels is now simpler and more intuitive with the new Remove quick action for Channel Operators. When you remove someone, they're immediately taken out of the group but not blocked. This ensures they can be added back later if needed. 

To remove a member:

• Open the channel - go to the chat channel to remove a member.
• Access Member Management - open the channel information to view participants.
• Select the member - choose the member you wish to remove and select the three dots next to their name.
• Choose 'Remove' - click remove and confirm when prompted.

If you're the only Operator in the channel, you'll need to assign another Operator before leaving to ensure continued channel ownership and moderation.

Can I disable chat for specific users?

Chat will be enabled by default for all users within your organization's Workvivo. Should you wish to remove users from being searchable from the chat feature, you can:

1. Navigate to the Administration Panel > 'People' and select 'Edit'
2. Check the “Exclude from Chat user list” checkbox
3. Click 'Save'

This will remove that user from being searched or selected when instigating a chat. Please note that these users can still start their own chats.

Content Moderation

Workvivo Chat has built in content moderation that works in the same way as our Keyword-based flagging of Inappropriate Content. If there is a keyword added to the moderation menu, the user is prevented from publishing the message until they remove that word or phrase.

Delegate access 

When delegating into another's account, delegates will not have access to users Chat