💬 Chat System Overview
Our integrated Chat System enables secure communication between education providers and sponsors.
To access it, click the mail icon at the top of your screen.
🧑🤝🧑 Why Use Chats?
Chats are conversations between two or more groups across institutions.
To view which groups you're a part of, click the three people icon (top-right).
If you're an administrator, you can:
Create new groups
Add or remove users from existing groups
These actions are done from System Settings > Conversation Groups.
💬 How to Reply to a Chat
Open the Messages screen.
On the left panel ("My Conversations"), you'll see all your group chats.
At the top are tabs for each group you're in. The number in brackets (e.g.
Group A (2)) shows how many chats in that group have unread messages.Click a tab to filter chats for that group only.
Select a chat to view the conversation in the Chat Log on the right.
Chats are displayed like email threads — newest messages appear at the top.
To reply, click the Reply button. A popup will open — type your message and click Save to send.
🔄 Note: The chat log does not auto-refresh. Refresh the page to see new messages from others.
➕ How to Create a Chat
You can create a chat in two ways:
1. From the Messages Screen
Click the speech bubble with a plus icon at the top-right.
(Optional) Enter an Application ID to link the chat to a specific application.
2. From the Application Page
Go to the Conversation panel (right-hand side).
This panel displays all chats linked to the selected application.
Click a highlighted subject line to open or reply to a chat.
🗃️ What is Archiving?
Archiving helps keep your inbox organised.
When you archive a chat, it is hidden from your chat list.
If a new message is received, the chat is automatically unarchived and reappears.
To archive a chat:
Select the chat.
Click the archive icon (usually a box or file symbol).
⚙️ Managing Groups, Notifications & Display Name
Click the gear icon to open Conversation Settings. Here you can:
Change your display name
Adjust your notification settings
Leave a group
🕊️ Silent Mode:
Set your status to Silent to stop receiving notifications for conversations your group is part of.
🚪 Leaving a Group:
This action cannot be undone. To rejoin, you must contact your administrator to be manually added back via Institution Settings > Conversation Groups.