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The Admin 2 minute guide

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Who can use this feature?

System administrator

User administrator

If you are eager to start using Qwil Messenger with your staff and clients here is a quick guide to help you navigate the basics.

Note: If you'd like a more thorough understanding of how to use Qwil Messenger, be sure to check our admin setup guide and manage users and organisation settings.

 

All the sections in this guide include links to articles with more details. So without further ado, let's get started.

If you want to know everything to know about Qwil on one page and with a video, click here. 

 

The admin menu

To access the admin menu click on the settings button. 

You will see all the admin functionalities. For now, we are just interested in the top 3: Clients, Staff, and Groups.

 

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Note: You need to invite staff users and create contact groups before you start inviting clients. A client must belong to a group where there is at least one active staff user, otherwise, you will not be able to complete the client invitation. 

 

Invite a staff user

  1. From your desktop, click on the admin menu.
  2. Click on Staff.
  3. Click on Invite a colleague.
  4. Enter their First Name, Last Name and Job title.
  5. Select their role:
    • System administrator - has full access to all the organisation settings.
    • Staff administrator - has access to user and group management.
    • Staff - can only access chat functionalities.
  6. Enter their email address and phone number.
    Note: When entering a phone number make sure you add the country code (i.e. +44) The flag icon will display the country to confirm you have entered the number correctly. Do not manually change the flag icon as this will save an incorrect number.
     
  7. Select one or more groups (optional). The other members of this group will become the user's contacts.
  8. Click Create.

 

Create a client contact group

Client contact groups are used to populate the contact book of clients - i.e. who a client can start a chat with directly. Clients must belong to a group where there is at least one active staff user. We strongly recommend you create a different group for each client relationship.

  1. From your desktop, click on the admin menu.
  2. Click on Contact groups.
  3. On the top right-hand side click on Create group.

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  4. Fill in the form. You only need to add a group name (e.g. Client relationship name). The identifier and description values are optional.
  5. Your contact group will be created. 

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  6. Add a staff user to the group by clicking on the add members button on the right-hand side. (this staff will become a contact of the client you will invite next).

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Invite a client

  1. As an admin user, navigate to the administration menu and click on Clients.

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  2. Click on the Invite a client button.

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  3. Fill in the form. Remember to add the new client to the group you just created where there is at least one active staff user.
     
    Note: When entering a phone number make sure you add the country code (i.e. +44) The flag icon will display the country to confirm you have entered the number correctly. Do not manually change the flag icon as this will save an incorrect number.
  4. Click Send Invitation.
  5. Your invitation will be sent. 

Once the client accepts their invitation, the staff users that share a group with them will be able to start chatting. Any staff that shares a group with them will receive a notification via the Butler that a new client has joined your organisation.

 

Note: If you forgot to create a client contact group and have already started inviting a client, you can open a second browser tab to create the group and continue with the invitation in the first tab. That way you don't have to start over.

 

Start a conversation with a client

Once a client accepts their invitation you can start chatting straight away.

  1. Click on create chat icon 
  2. Search and select one or more participants
  3. Name the chat
  4. Click Create


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Some tips and notes

  • If you are not ready to send the invitation email you can create draft invitations by clicking Create without invitation. Draft invitations will be listed under pending users. 
  • You can review all your pending invitations by using the filter on your client list.

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  • When you invite a user they will receive a daily email invitation reminder for 30 days with a new link to accept it. Only the lastest invitation link will be valid.

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