Staff chat
The facility office, the front desk, caretakers and managers chat with each other inside SmartMy, one to one or in groups, with photos and files. Nobody needs a colleague's personal number to say the hall needs 40 more chairs.
PLANSEvery plan
The problem it solves
- The caretaker sends a photo of a broken projector to the manager's personal WhatsApp, and it is lost when one of them changes phones.
- The front desk calls three people to find who has the key to the seminar hall.
- Notes about a hirer's event are spread over calls, texts and paper.
- When someone leaves, the office's conversations go with their phone.
How it works
- Click Chat in the main menu of the back office. It opens under the usual menu bar, in the light or dark theme you use.
- Click New, then Message someone, and pick a colleague. There is one chat per pair of people, so an old chat opens again.
- For a team, click New, then New group, name it, such as Auditorium events, and tick the people.
- Type and send. The paperclip adds photos or files. Enter sends; Shift + Enter starts a new line.
- Use Mute for a busy group, Search to find an old message, and Leave to quit a group you no longer need.
Everything it does
Who you can message
- Every active back-office user of the Entities you work in: the facility office, front desk, caretakers, managers and colleagues of other SmartMy products
- Bookers who use only the portal or the app, such as parents, members and hirers, are not in the chat
- A group can only hold people you may message yourself
Conversations
- One-to-one chats, groups you make, and your organisation's channels
- Group name: up to 60 characters; message: up to 4,000 characters, with photos or files
- The list shows the last message, the time and the unread count, groups first
- Ticks on your own messages: one when sent, two when everyone has seen it
- New messages appear by themselves within a few seconds
What it does not do
- No voice or video calls and no voice notes
- No notification to a phone for chats between colleagues; the unread count shows in the chat list
Who uses it
Front Desk / CaretakerTells the office about walk-ins, keys and problems, with photos.
Facility ManagerRuns groups per site or per event and answers the desk.
Facility officeCoordinates services such as tea, chairs and projector help with the teams.
AdministratorTalks to the managers of every site in one place.
Where you use it
- Web: Chat in the back office's main menu, in place of Discuss; the address ending in /chat opens the same screen in a phone browser
- Not in the SmartMy Facility app: chat is on the web only
- Not with bookers: messages to bookers go through the booking's notifications
- Not a phone alert: unread messages show when you open Chat
Works with
SmartMy HRMSFacility staff and HR colleagues of the same Entity message each other in the same chat.
Questions
Can a hirer or a parent chat with the front desk?
No. Staff chat is for colleagues with a back-office login. Bookers hear about their bookings through the booking's messages.Does the caretaker get a phone alert for a new message?
No. The unread count shows when they open Chat in a browser. Chat is not in the SmartMy Facility app.Can we send a photo of the damage?
Yes. Click the paperclip, choose the photos, and send them. For damage on a booking, also report the problem on the booking so it is kept with the facility.What happens to the chats when someone leaves?
Archive their user. The conversations stay in SmartMy, and the others in a group keep reading them.Related features
SERVICES AND PROBLEMSProblems and damage reported with a photoThe booker or the front desk reports a broken projector or a damaged table from the booking. A photo from the phone and how bad it is go with it. Managers get a to-do, and damage can be charged to the booker.SERVICES AND PROBLEMSServices with a booking: tea, projector help, extra chairsA booker asks for tea, extra chairs or projector help with the booking. When the booking is confirmed, the team that does it gets a to-do due before the setup time, and marks it done.PORTAL, OFFICE SCREENS AND APPOffice screens and the front desk's dayStaff book from the back office on the same simple screens as the portal and the app: cards, a facility's day and one short form. Approvers decide on one screen, and the front desk runs its day from a board of who is expected, inside, done or a no-show.ACROSS SMARTMY FACILITYNotificationsBookers, approvers and attendees are told as soon as something changes. That is a booking confirmed, waiting, rejected or cancelled, a reminder before it starts, a waitlist slot to take, or a payment due. Messages go in the app and by email, and by WhatsApp or SMS when your organisation turns them on.
See it with your own rooms.
Tell us what you run: rooms, halls, courts, desks. We will show you a booking from request to check-out with your rules.