Who can use this feature?
System & User administrators only
Your organisation on Qwil is composed of two user types Staff and Clients with Client Teams that are used to connect users to each other. You are the one creating the client team so that your clients know which staff they can start a chat with.
Do refer to our Guide to onboarding your users to Qwil Messenger for further details on how to replicate your coverage model in Qwil and understand the relationship between staff, client teams, and clients.
Note: We have simplified the process of setting up your servicing model within your Qwil, with the introduction of client teams which have replaced contact books. With client teams you can define your teams of staff users, and any time you onboard a client, simply assign them to their assigned team. This means no more individually adding staff members to groups and no more need for a group per client.
What to expect?
- A client team includes a group of staff that cover several clients. With client teams (which replaced contact books) you no longer have to create one contact book per client.
- A default Client Team can be used for all staff and all clients in the case that all clients can contact those staff members.
- Once you've entered the details for the client member (you only need the name, email, and mobile number which may be optional) they will be receiving an email invite on a daily basis until accepted. Details on how to check the status and amend details here.
- Once an invitation is accepted, the client member will be able to contact the staff members they share a contact book with. The staff members covering the client will also receive a notification through the Butler.
Invite client users:
A client must belong to a client team where there is at least one active staff user. When you invite a client, select one or several Client teams (ie the group of staff that cover those clients). You can edit client team members or add the client to an existing client teams.
Note: Only staff users that share a client team with a client will be able to see each other in their contact lists and start a chat.
- As an admin user, navigate to the administration menu and click on Clients.
- Click on the Invite a client button.
- Fill in the form with name, email and mobile number (if mandatory or optional)
[ ] - Select one or several Client Teams. This means you will be able to contact each other.
- You can add an optional custom message.
- Click Send invitation.
- Your invitation will be sent.
- Once the client accepts their invitation, the staff users that are in the client team will be able to start chatting.
Manage client teams during invitation:
When you invite a client, you will select one or several client teams that includes you and your invitee (and other staff / clients).
You can edit client team members or add the client to an existing client team. Clients cannot see or chat with other clients in a client team.
What is next?
We have shown above how you can manually invite a client user. For smaller firms or first-time users, it is often the simplest approach to loading your data.
However, you have full flexibility and can invite all users manually or if you have an existing database do it simply through the use of our Excel (CSV) template whether for a part (only staff for example) or for everyone. The import process for client members is accessible here.