Who can use this feature?
System 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 even for full system administrators.
This is why we have summarised everything you need to know into this single pager.
As a System Admin, you have full control of the Qwil Messenger platform and an extended administration menu, including customising branding, terms and conditions, security settings and granting data reviewer permissions.
What to expect?
- Understand the System Admin menu
- Learn how to customise Qwil, including Branding, Terms & Conditions and security settings for your organisation
- Learn how to start a chat and send a document
- Learn how to invite staff and clients to Qwil Messenger
- Understand 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 email but becomes the main communication tool between staff, clients and partners.
Understanding the left menu
The admin menu
To access the admin menu, click on the settings button.
You will see all admin functionality, including API keys and customisation settings.
The top three options under Your organisation, Clients, Staff and Client Teams, are used to manage users on your tenancy and are also available to User Administrators.
Customisation
- From your desktop, click on the Admin menu, then navigate down to the customisation options.
Branding
Adding your brand will not only make your chat space look and feel more professional, but will also give your users more confidence to engage with you via chat. The new logo and colours will apply to all users once you implement them.
Terms & Conditions
Every user will accept two sets of terms of use, Qwil Messenger's for the use of the service and your organisation's terms. If you change your preset terms, every user will need to accept them before continuing to use the app. Getting consent from all users is critical for data privacy regulation, and we make it easy for you.
Settings
Qwil Messenger includes a number of advanced security features designed to protect sensitive corporate data. By default, these settings are turned on for your organisation and typically do not require further amendment.
Butler
Personalise the welcome message for new users. As soon as a staff or client user accepts their invitation, Butler will send the drafted welcome chat automatically.
Banner
Customise user dashboards with company information, news or contact information.
Set up your Scheduler
- From the Qwil Desktop or Web app, click on Scheduler in the left-hand menu and click Edit scheduler settings.
- Set your timezone.
- Connect your calendar and grant the relevant permission for Qwil to view your calendar.
- Click the pencil button to edit your weekly hours for booking availability.
- 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.
- You can then set up custom events.
Invite a staff user
- From your desktop, click on the Admin menu.
- Click on Staff.
- Click on Invite a colleague.
- Enter their first name, last name and job title.
- Enter their email address and phone number.
- Click Create and the staff member will receive an email invite.
- 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.
- As an Admin user, navigate to the administration menu and click on Client Teams.
- Click on the Create a Client Team button.
- Fill in the form with a name, identifier (optional) and description (optional).
- Select whether you would like this to be the Default Client Team, where users will be added if no team is selected.
- Select whether you would like to Automatically add new staff to this Client Team when they accept their invites.
- 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.
- 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, which can also be set as optional.
- Select one or several Client Teams.
- Click Send invitation.
- Your invitation will be sent.
- 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.
- Click on the Create chat icon.
- Search and select one or more participants.
- Name the chat.
- Click Create.
- Type a message and press send. The text box will increase in size if your message is longer.
Enable Data Reviewer
- From the Qwil Desktop or Web app, click on Administration and then Staff.
- Select the staff member you would like to give Data Reviewer permissions to.
- Click on the Permissions tab under their name.
- Select the level of data reviewer you would like to assign:
- Level 1 - User can view and review connected client chat data only
- Level 2 - User can view and review all client chat data only
- Level 3 - User can view and review any chat in your organisation
- Click Save.
Some tips and notes
- You can review all your pending invitations by using the filter on your client list.
- You can also amend the details of pending invitations, for example the name or mobile number, for both staff and clients. Once they have accepted, only they can change their email or mobile number, or you will need to send a request to Qwil Support.
- 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.