Quick Start Guide (User admin)

Who can use this feature?

System & User administrators only

At Qwil, we know that no one has time to read long instruction manuals. Tools have to be intuitive for both staff and clients to use, with limited training required. This is why we have summarised everything you need to know in this single pager.

As a User Admin, you can invite staff and clients onto the platform and will have an extra icon on the left menu called Administration. System Admins have full control of the organisation, including Branding, Terms & Conditions and security settings, and will have an extended administration menu.

What to expect?

• Learn how to start a chat and send a document
• Learn how to invite staff and clients to Qwil Messenger
• Understand menus and where to access your account settings

Why would I use Qwil?

With Qwil you know everyone is who they say they are, as everyone is invited on the platform, and messages are received and read with no risk of interception. Qwil not only replaces encrypted email and the need to access portals, but becomes the main communication tool between staff and their clients.

You may be familiar with using WhatsApp in your personal life. Qwil has the same look and feel on both desktop and mobile, but is built with security and data privacy in mind. It is built for the professional industry to make communication easy.

Understanding the left menu

Dashboard

Company information, helpful tips and key updates.

Chats

Start secure conversations with colleagues and clients.

Contacts

View the colleagues and clients in your Client Teams.

Files

Access documents shared across all of your chats.

Meetings

Join or create unlimited video meeting links.

AI

View AI-powered recaps and summaries across your chats.

Signatures

Create templates and request Qwil e-signatures.

Scheduler

Share your availability and let others book time with you.

Broadcast

Send a message and document to all of your clients at once.

Audit

Search through chats in your organisation, depending on permissions.

Admin

Manage settings and administrative options, depending on permissions.

The admin menu

To access the admin menu, click on the Admin button in your left menu.

You will see all the admin functionality. For now, we are just interested in the top three: Clients, Staff and Client Teams.

Clients

View and manage client accounts in your organisation.

Staff

View and manage staff users and their access.

Client Teams

Create and manage groups of clients for easier collaboration.

Set up your Scheduler

1. From the Qwil Desktop or Web app, click on Scheduler in the left-hand menu and click Edit scheduler settings.
2. Set your timezone.
3. Connect your calendar and grant the relevant permission for Qwil to view your calendar.
4. Click the pencil button to edit your weekly hours for booking availability.
5. Click on the 30 minute meeting to add a location for your default meeting. This can be Zoom, Teams, Qwil Meet or any other meeting link.
6. You can then set up custom events.

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. Enter their email address and phone number.
6. Click Create and the staff member will receive an email invite.
7. To make a staff user a User Admin, go to their profile and edit their role.

Setting up Client Teams

Client Teams determine how address books are populated and which staff can see which clients, and vice versa. Clients in the same Client Team will not have each other as contacts. Client Teams are not the same as group chats, they simply populate users' address books.

1. As an Admin user, navigate to the administration menu and click on Client Teams.
2. Click on the Create a Client Team button.
3. Fill in the form with a name, identifier (optional) and description (optional).
4. Select whether you would like this to be the Default Client Team, where users will be added if no team is selected.
5. Select whether you would like to Automatically add new staff to this Client Team when they accept their invites.
6. Click Create.

Invite client users

A client must belong to a Client Team, meaning the team of staff that covers those clients, where there is at least one active staff user. Otherwise, you will not be able to complete the client invitation. When you invite a client, select the default Client Team or assign them to one you created previously. You can edit Client Team members later.

1. As an Admin user, navigate to the administration menu and click on Clients.
2. Click on the Invite a client button.
3. Fill in the form with name, email and mobile number, which can also be set as optional.
4. Select one or several Client Teams.
5. Click Send invitation.
6. Your invitation will be sent.
7. Once the client accepts their invitation, the staff users in the same Client Team will be able to start chatting.

Send your first message to a contact

Starting a chat thread in Qwil is very similar to email: create a new email, start a chat, add a subject, the chat title, and then add participants.

1. Click on the Create chat icon.
2. Search and select one or more participants.
3. Name the chat.
4. Click Create.
5. Type a message and press send. The text box will increase in size if your message is longer.

Some tips and notes

• You can review all your pending invitations by using the filter on your client list.
  
• 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 latest invitation link will be valid.

Add your profile picture

This is the first thing clients will see when you message them, so we highly recommend adding a profile picture to your account.

Account settings

From your profile dropdown, you are able to navigate to pages where you can edit your profile picture, contact details, set your preferences and change your password.