Starting a Chat Conversation

Chat is the communication backbone of EasyDo 365, providing instant messaging capabilities that keep your team connected, informed, and collaborative. Unlike traditional messaging apps, EasyDo's chat is deeply integrated with tasks, meetings, approvals, and all other productivity features, making it a central hub for work-related communication rather than just a messaging tool.

The chat interface is designed for both personal one-on-one conversations and group discussions, with rich media support, task delegation, meeting scheduling, file sharing, and intelligent search capabilities. Every chat conversation maintains context with your work, allowing you to seamlessly transition from discussing a project to delegating tasks, scheduling meetings, or requesting approvals without leaving the conversation.

This guide will show you how to start new chat conversations, find and select contacts, send messages, and leverage the chat interface as your primary communication tool within EasyDo 365. Whether you're checking in with a colleague, coordinating with your team, or maintaining client relationships, the chat system provides the foundation for effective digital collaboration.

Video Tutorial

Prerequisites

To start chatting in EasyDo 365:

• An active EasyDo 365 account
• Internet connection (WiFi or mobile data)
• At least one contact in your contact list, or ability to add new contacts
• Appropriate permissions to communicate with team members

Starting a New Chat

Understanding the Chat Interface

Chat Screen Components

Header Section:

• Contact name or group name
• Online status indicator (if enabled)
• Call or video call buttons
• More options menu (settings, mute, block, etc.)

Conversation Area:

• Your messages appear on the right (typically in blue/green bubbles)
• Received messages appear on the left (typically in gray/white bubbles)
• Timestamps show when messages were sent
• Read receipts indicate if messages have been seen
• Delivery status (sent, delivered, read)

Message Input Section:

• Text input field for typing messages
• Emoji/sticker button
• Attachment button
• Plus button for actions (tasks, meetings, files, etc.)
• Send button

Message Features

Rich Text Formatting:

• Send plain text messages
• Include emojis and special characters
• Copy and paste text, links, or content
• Format with line breaks and spacing

Message Actions:

• Long press on a message to access options:
  • Copy message text
  • Delete message
  • Forward message to other contacts
  • Reply to specific message
  • Delegate task from message
  • Create meeting from discussion
  • Star/bookmark important messages

Media Sharing:

• Share photos from gallery or camera
• Send videos and voice recordings
• Share documents (PDF, Word, Excel, etc.)
• Share location and contacts
• Send files from cloud storage

Quick Actions from Chat

The chat interface integrates seamlessly with other EasyDo features:

Delegate Tasks

• Tap the plus icon in chat
• Select "Delegate Task"
• Task form opens with recipient pre-selected
• Ideal for converting discussions into actionable work

Schedule Meetings

• Tap the plus icon in chat
• Select "Schedule Meet"
• Meeting scheduler opens with participant already added
• Perfect for moving from chat to face-to-face discussion

Share Files and Documents

• Tap the attachment icon
• Choose file source (device, cloud drive, camera)
• Select and send files
• Recipients can view or download immediately

Send Voice Messages

• Press and hold the microphone icon
• Speak your message
• Release to send
• Useful for quick communication when typing is inconvenient

Chat Management

Organizing Conversations

Pin Important Chats:

• Long press on a chat in the chat list
• Select "Pin" to keep it at the top
• Useful for frequent contacts or active projects

Archive Old Chats:

• Swipe left on a chat
• Select "Archive"
• Removes from main view but preserves history
• Access archived chats from settings

Mute Notifications:

• Open a chat
• Tap the menu (three dots)
• Select "Mute Notifications"
• Choose duration (1 hour, 8 hours, 1 week, always)

Delete Conversations:

• Long press on a chat
• Select "Delete"
• Confirm deletion
• Removes conversation history permanently

Search Within Chats

Finding Specific Messages:

1. Open the chat conversation
2. Tap the search icon
3. Enter keywords, dates, or message content
4. View search results with context
5. Jump directly to found messages

Global Chat Search:

• Use the main search bar
• Search across all conversations
• Filter by contact, date, or content type
• Quickly find information across your entire chat history

Group Chats vs. Individual Chats

Individual Chats

• One-on-one communication
• Private and confidential
• Simpler permission structure
• Ideal for personal discussions, performance reviews, or sensitive topics

Group Chats

• Multiple participants in one conversation
• Shared context and visibility
• Collaborative decision-making
• Best for team coordination, project updates, or department communication
• See the guide on Creating Groups for details

Chat Best Practices

Effective Communication

1. Be Clear and Concise: Get to the point quickly
2. Use Proper Context: Provide background when starting new topics
3. Respond Promptly: Reply to messages in reasonable timeframes
4. Professional Tone: Maintain workplace professionalism
5. Proofread: Check messages before sending

When to Use Chat vs. Other Tools

Use Chat For:

• Quick questions and answers
• Informal updates and check-ins
• Real-time collaboration
• Sharing immediate information
• Brief coordination

Use Tasks For:

• Work that requires completion tracking
• Assignments with deadlines
• Formal delegation of responsibilities
• Items that need structured follow-up

Use Meetings For:

• Complex discussions requiring real-time dialogue
• Strategic planning and brainstorming
• Sensitive topics requiring nuance
• Presentations and formal reviews

Use Email/Formal Channels For:

• Official company communications
• External stakeholder communication
• Legal or compliance-related matters
• Formal documentation and records

Avoiding Chat Overload

• Don't use chat for lengthy documents (share files instead)
• Avoid sending many consecutive short messages (combine into one)
• Use @mentions in groups to direct messages to specific people
• Set "Do Not Disturb" during focus time
• Batch check and respond to messages rather than constant monitoring

Privacy and Security

Message Privacy

• All chats are encrypted during transmission
• Only participants can see conversation content
• Deleted messages are removed from all devices
• Company administrators may have audit access (check your organization's policies)

Controlling Your Presence

Online Status:

• Shows when you're active in the app
• Can be hidden in privacy settings
• Last seen timestamp can be disabled

Read Receipts:

• Indicates when you've read messages
• Can be turned off in settings
• Consider organizational norms before disabling

Troubleshooting

Messages Not Sending

If your messages won't send:

• Check internet connection (WiFi or mobile data)
• Verify the recipient's account is active
• Ensure you're not blocked by the recipient
• Try closing and reopening the chat
• Restart the app if issues persist
• Check if there's a pending app update

Cannot Find Contact

If you can't locate a contact:

• Verify they're registered in EasyDo 365
• Check spelling of the name in search
• Try searching by phone number or email
• Ask your administrator to add them to your organization
• Refresh your contact list

Chat Not Syncing Across Devices

If messages don't appear on all your devices:

• Ensure you're logged into the same account
• Check internet connection on all devices
• Manually refresh by pulling down the chat list
• Log out and log back in
• Verify sync settings are enabled

Missing Message History

If past messages aren't visible:

• Pull down to load older messages
• Check if chat was accidentally archived
• Verify messages weren't deleted
• Look in backup/archived section
• Contact support if history is critical and missing

Tips & Tricks

• Quick Reply: Swipe right on a message in the chat list to send a quick reply without opening
• Voice Messages: Use voice messages for complex explanations that would take too long to type
• Starred Messages: Star important messages to create a quick reference library
• Scheduled Messages: Draft messages and schedule them to send later (if available)
• Message Templates: Create shortcuts for frequently sent messages
• Search Shortcuts: Use date filters in search to quickly find recent or old messages
• Notification Management: Customize notification sounds for different contacts or groups
• Chat Widgets: Add chat widgets to your phone's home screen for instant access
• Dark Mode: Enable dark mode in settings for comfortable nighttime use
• Data Saving: Enable low-data mode if you have limited mobile data
• Backup Chats: Regular backup of important conversations for record-keeping
• Keyboard Shortcuts: Learn keyboard shortcuts for faster message composition

Related Resources

• Chat Module Overview - Complete chat features and capabilities
• Creating Groups - Set up and manage group conversations
• Auto-Translate Feature - Communicate across language barriers
• Creating Tasks - Convert chat discussions to tasks
• Scheduling Meetings - Schedule meetings from chat
• File Sharing - Share and manage files through chat

Need Help?

If you need assistance with chat features:

• In-App Help: Tap the help icon in the chat interface
• Video Tutorials: Watch step-by-step chat guides
• Support Team: Contact support for chat-related issues
• User Guide: Review the comprehensive chat documentation
• Training: Request communication best practices training
• Community: Join user forums to learn chat tips and tricks