Messaging in Deputy keeps your team connected and aligned, all in one place.

In this article, we’ll walk you through the key messaging features available in the Web App so you can collaborate, share updates, and stay on the same page as your team members. 

Messages sent from the mobile app are synced with the web app.

• Starting a message
• Group Chats
  • Who can create and manage group chats
  • Create a new group chat
• Managing group settings, members and shared content
  • View group members
  • Add group members
  • Remove group members
  • Edit a group chat name
  • Leave a group chat
  • Archive a group chat
  • Unarchive a group chat
  • View media, files and URLs shared in a group chat
• Read receipts
• Using pinned messages
• Adding attachments
• Voice recordings
• Search messages
• Polls
• Kudos

Starting a message

Click on Communications in the top navigation.



Select Messaging from the drop-down.

In the Messaging view, click the + New Message button.

To start a direct message, go to the search bar and type the name of the team member you want to chat with.



To start a group message, click on Create group and follow the steps in the next section of the article. 

Location-based Channels

For customers with a Pro plan or Messaging+ subscription, each location in your Deputy account has its own messaging channel, created automatically when you turn on Deputy Messaging for the first time. 

When a team member is added to a location, they’re automatically added to that channel. If someone works across multiple locations, they’ll see and be able to participate in each location-based channel. 

Note: If your Messaging+ subscription expires or you’re no longer on a Pro plan, existing location-based channels will switch to read-only.

Group Chats

Who can create and manage group chats

The ability to create and manage group chats depends on the Messaging permissions settings configured in your Deputy account. By default, group chats can be created and managed by users with a System Administrator access level. 

If you don’t see the option to create or manage group chats, please reach out your System Administrator to check permissions.

Create a new group chat

Click the + New Message button, then select Create group. This will open a new window.

In the Group name text box, enter a name for the group chat. Click Add team members.

Choose the team members you want to add. A check mark will show next to each selected name. When you're done, click Add.

The number on the Add button shows how many you've chosen.

Review the list of team members, and click Create group.

The new group chat will appear at the top of your Messaging view page.
 

Managing group chat settings, members, and shared content

Access the Chat control panel by clicking the three-dot icon in the top right corner, next to the group name.

This panel is where you can find a quick group overview and setting controls for the group chat. From here, you can:

• Manage group settings such as the group name or permissions

• View a list of current group members

• Add or remove team members from the conversation

• Review all shared content, including media, links, and URLs

View group members

To view group members, find the relevant group chat and open the Chat control panel.

Under the Info tab, go to the Team members section, then click See All to view the full group list.

Add group members

To add group members, find the relevant group chat and open the Chat control panel.

Under the Info tab, go to the Team members section, then click + Add members.

Use the search bar to find and select the team member name(s), then click Add.

Remove group members

To remove group members, find the relevant group chat and open the Chat control panel.

Under the Info tab, go to the Team members section and hover your cursor over the team member you'd like to remove. Click the three-dot icon, then Remove from group.

Review the team member’s name in the pop-up window and click Confirm if it’s correct.

Edit a group chat name 

To change the name of a group chat, find the relevant group chat and open the Chat control panel.

Click on the three-dot icon, then select Edit and follow the prompts to rename the group. We recommend choosing a name that your team can easily recognize and understand. 

Leave a group chat

To leave a group, find the relevant group chat and open the Chat control panel.

Click on the three-dot icon, then select Leave group. 

Note: Once a team member leaves a group, they can't rejoin unless someone with manage group permissions adds them back. 
 

Archive a group chat

Archiving a group chat removes it from your list of active chats, but keeps the chat history for future reference.

To archive a group, find the relevant group chat and open the Chat control panel.

Click on the three-dot icon, then select Archive group. 

Unarchive a group chat

If you've previously archived a group chat and want to re-gain access, go to the top of your screen and click the filter icon (located above the Messaging search bar), then select Archived. 

This will display a list of all chats you've archived.

You can view chat history of archived chats using this filter tool. If you want unarchive the group chat so it returns to your list of active chats, open the Chat control panel, click the three-dot icon, then select Unarchive group.

View media, files, and URLs sent in the group chat

Find the relevant group chat and open the Chat control panel.

Click on the Media tab to view photos, videos, files, documents, and links shared in the group chat. The content will be grouped by file type (Photos and videos, Files and documents or Links).
 

Read receipts

Read receipts allow you to see when your message has been seen by the recipient(s). They appear as small checkmarks below each message.

To check who has read your message, hover your cursor over the relevant message and click the three-dot icon, then select See message info.

Using pinned messages

You can pin messages in a chat to keep important information easy to find. Once pinned, messages appear in the Pinned messages section in the group chat control panel, so your team can quickly refer back to them.

To pin a message, hover your cursor over the relevant message and click the three-dot icon, then select Pin. The message will now stay in the Pinned section on the right side of the screen. 

To unpin a message, go to the Pinned messages section and locate the relevant message. Click the three-dot icon in the top-right corner of the message, and select Unpin.

Adding attachments

In any message or group chat, click the + button, then select File to upload an image, file, or document from your device.

Voice recordings

The voice recording function allows you to send spoken messages instead of typing. Voice recordings can save time, especially in detailed conversations or when you need to share updates on the go.

Click the microphone icon next to the Send button to record and send a voice message.

Search messages

To search messages in the web app, type a keyword into the search bar at the top of the screen. 

The search results will be categorized by Conversations and Messages, making it easy to find the conversation or content you’re looking for.

Note: The free version of Messaging will generate search results from only the last 30 days. For unlimited search results, you'll need a subscription to the the Messaging+ add-on. 

Polls 

You can create group polls in Messaging to quickly gather team feedback. Team members can vote with a single click, and you’ll see results update in real time. 

Kudos

Use Deputy Kudos as a way to recognize team member achievements and efforts. Managers can use this as a tool to boost team morale and engagement.

Teams using Messaging and Messaging+ can send 7 Kudos per week, per person. For customizable Kudos limits and Kudos reporting, subscribe to Deputy HR.