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Chat rooms

Owned by Peter Hickson, created
Dec 11, 2024
13 min read

One of the big new features in the 6.1 Kreacher release is the introduction of Chat rooms. Similar to a Whatsapp chat, participants can send messages to each other using the website or mobile app. Messages can include bold text, links, and emojis. There are a range of tools, too, to help with managing and moderating Chat rooms, as well as automatically adding and removing participants when the Chat room is linked to an Event, Fixture, or Team.

Creating a Chat Room

Event Chat Room

  1. Navigate to Events > Events Calendar.

  2. Click on the chosen Event.

  3. Below the Event sign up box, click “Create Attendee Chat Room”.

    CreateAttendeeChat.png

  4. Complete the wizard:

    EventChatRoomWizard.png

    1. Name: The name of the Chat room. By default, this will be the name, date, and time of the Event.

    2. Description: A short description of the Chat room. By default, this will be “Chat room for attendees and organisers of” followed by the name, date, and time of the Event.

    3. Close Chat Room At: Select when the Chat room will close. Once a Chat room is closed, no more messages can be sent in the Chat, but old messages can still be read. By default, this will be the day after the end of the Event.

    4. Delete Chat Room At: Select when the Chat room will be deleted. Once a Chat room has been deleted, all messages will also be deleted forever. By default, this will be a month after the Event.

    5. Purge Messages After: Set how long after a message is sent it will be automatically deleted.

    6. New Entrants Can View: When attendees or any other user is added to the Chat room after messages have already been sent, select which messages they can see.

      1. Previous Pinned and High Priority Messages Only: Only messages that have been pinned or marked as “High Priority” will be shown to the new user.

      2. All Previous Messages: Any message that has been sent on the Chat will be available to new users added to the Chat room.

    7. Apply Profanity Filter: Select “Yes” if you want to apply a profanity filter to remove bad language from messages.

    8. OK: Once happy with the details, click “OK” to create the Chat room.

  5. Your Chat room is now ready to use.

Team Chat Room

  1. Navigate to Teams > Browse Teams.

  2. Click “View” next to the appropriate Team.

  3. Click “Create Team Chat Room”.

  4. Complete the wizard:

    1. Name: The name of the Chat room. By default, this will be the name of the Team and Season.

    2. Description: A short description of the Chat room. By default, this will be “Chat room for squad and managers of” followed by the name of the Team and Season.

    3. Close Chat Room At: Select when the Chat room will close. Once a Chat room is closed, no more messages can be sent in the Chat, but old messages can still be read. By default, this will be the day after the end of the Team’s Season.

    4. Delete Chat Room At: Select when the Chat room will be deleted. Once a Chat room has been deleted, all messages will also be deleted forever. By default, this will be a month after the end of the Team’s Season.

    5. Purge Messages After: Set how long after a message is sent it will be automatically deleted.

    6. New Entrants Can View: When attendees or any other user is added to the Chat room after messages have already been sent, select which messages they can see.

      1. Previous Pinned and High Priority Messages Only: Only messages that have been pinned or marked as “High Priority” will be shown to the new user.

      2. All Previous Messages: Any message that has been sent on the Chat will be available to new users added to the Chat room.

    7. Apply Profanity Filter: Select “Yes” if you want to apply a profanity filter to remove bad language from messages.

    8. OK: Once happy with the details, click “OK” to create the Chat room.

  5. Click “Team Chat” to enter the Chat room.

  6. Your Chat room is now ready to use.

Fixture Chat Room

  1. Navigate to Teams > Browse Teams.

  2. Click “View” next to the appropriate Team.

  3. Click on the appropriate Fixture.

  4. Click “Create Fixture Chat Room”.

  5. Complete the wizard:

    1. Name: The name of the Chat room. By default, this will be the name of the Team, the opponent for the Fixture, and the date of the Fixture.

    2. Description: A short description of the Chat room. By default, this will be “Chat room for team and managers for” followed by the name of the Team, the opponent for the Fixture, and the date of the Fixture.

    3. Close Chat Room At: Select when the Chat room will close. Once a Chat room is closed, no more messages can be sent in the Chat, but old messages can still be read. By default, this will be the day after the Fixture.

    4. Delete Chat Room At: Select when the Chat room will be deleted. Once a Chat room has been deleted, all messages will also be deleted forever. By default, this will be a month after the Fixture.

    5. Purge Messages After: Set how long after a message is sent it will be automatically deleted.

    6. New Entrants Can View: When attendees or any other user is added to the Chat room after messages have already been sent, select which messages they can see.

      1. Previous Pinned and High Priority Messages Only: Only messages that have been pinned or marked as “High Priority” will be shown to the new user.

      2. All Previous Messages: Any message that has been sent on the Chat will be available to new users added to the Chat room.

    7. Apply Profanity Filter: Select “Yes” if you want to apply a profanity filter to remove bad language from messages.

    8. OK: Once happy with the details, click “OK” to create the Chat room.

  6. Click “Fixture Chat” to enter the Chat room.

  7. Your Chat room is now ready to use.

You can also create a Chat room when you add a new Fixture to an individual Team.

Ad-hoc Chat Room

  1. Navigate to Chat > Browse Chat rooms.

  2. Click “Create Ad-hoc Room”.

  3. Complete the wizard:

    1. Name: The name of the Chat room.

    2. Description: A short description of the Chat room.

    3. Close Chat Room At: Select when the Chat room will close. Once a Chat room is closed, no more messages can be sent in the Chat, but old messages can still be read.

    4. Delete Chat Room At: Select when the Chat room will be deleted. Once a Chat room has been deleted, all messages will also be deleted forever.

    5. Purge Messages After: Set how long after a message is sent it will be automatically deleted.

    6. New Entrants Can View: When attendees or any other user is added to the Chat room after messages have already been sent, select which messages they can see.

      1. Previous Pinned and High Priority Messages Only: Only messages that have been pinned or marked as “High Priority” will be shown to the new user.

      2. All Previous Messages: Any message that has been sent on the Chat will be available to new users added to the Chat room.

    7. Apply Profanity Filter: Select “Yes” if you want to apply a profanity filter to remove bad language from messages.

    8. Add Self: If set to “Yes”, you will be automatically added to the Chat room on creation.

    9. OK: Once happy with the details, click “OK” to create the Chat room.

  4. Your Chat room is now ready to use.

Using a Chat room

Sending Messages

On the website

  1. Navigate to Chat > Browse Chat Rooms.

  2. Click “View/Chat” next to the appropriate Chat room.

  3. Enter your message.

  4. Mark your message as pinned or high priority, if desired.

  5. Press the plane icon to send the message.

If your message is a reply to an existing message, you can click the arrow button next to the original message before you send your message.

On the app

  1. Load up the app.

  2. Navigate to Menu > Chat Rooms.

  3. Press on the appropriate Chat room.

  4. Enter your message.

  5. Mark your message as pinned or high priority, if desired.

  6. Press the plane icon to send the message.

If your message is a reply to an existing message, you can swipe a message and click “Reply” before you send your message.

Formatting

Bold: To bold your message, place an asterisk on both sides of the text:

*text*

Italic: To italicise your message, place an underscore on both sides of the text:

_text_

Strikethrough: To strikethrough your message, place a tilde on both sides of the text:

~text~

Links: If you include a URL in your message, it will become a clickable hyperlink. Make sure the link starts with “http://” or “https://”.

Emojis: Messages can include emojis too.

Chat Room Handle

If users don't want their first name to be used to identify them as the sender in chats, they can assign themselves a Chat room handle from their profile page.

  1. Navigate to the member’s profile page, likely using the site-wide search. If members are changing it themselves they can click “name” > My Profile.

  2. Scroll down in the bar on the right-hand side to the “Chat” section.

  3. Click the pencil next to “Chat Room Handle“.

  4. Enter the new Chat handle.

  5. Click the green tick to save.

Adding Members

Once a Chat room has been created, you can populate it with members. Note: Team, Event, and Fixture Chat rooms will be automatically populated with players and attendees.

  1. Navigate to the Chat room.

  2. Click “Add Members”.

  3. Complete the wizard:

    1. Mode: Choose who to sign up. Note: You can add a mixture of individual users and Member Lists by changing the Mode after clicking the “Add” button.

      1. Specific Members: Add specific members by name.

      2. Member List: Add everyone from any Member List by selecting it from the dropdown.

    2. Members: Start typing each user you wish to add to the Chat room and select their name from the dropdown.

    3. Bulk Lookup: This option is a way to add many specific members at once, without the need to create a Member List. This can be especially useful if you are copying and pasting attendees from another platform. Click the button and complete the wizard:

      1. Member Names: Type or paste in names, making sure there is only one per line.

      2. Look Up: Once happy with the names, click “Look Up” to search for matches for each name.

      3. Match: The most likely match is shown for each name. If there is more than one match, you can switch between them from each drop-down.

      4. OK: Once happy with the matches, click “OK” to add all the matches to the “Members” field in the main wizard so you can add them.

    4. Add: Click to add the members to the list below.

    5. Dustbin: Click to remove the member from the list of users to be added to the Chat room.

    6. OK: Once happy, click “OK” to add the members in the list to the Chat room.

Managing Members

From within a Chat room, you can click the “Members” button to view the users in the Chat room.

This will show you a complete list of each user in the Chat room, with a few functions for each:

  1. Admin: If checked, the user will have admin privileges, which include deleting other user’s messages, adding new members, managing members using this pop-up, and providing access to the Admin Chat, see below.

  2. Can Post: If checked, the user will be able to post messages in the Chat. If not checked, the user will be able to read other’s messages only.

  3. Remove: Click to remove the person from the Chat room.

  4. Add Back In: If someone has been added to the Chat room and removed, they can easily be added back in.

  5. OK: Click to close the pop-up.

Leaving Chat Rooms

Members can leave any Chat room that they are in by clicking the “Leave” button in the Chat room on the website.

From the app, they need to click the information button and then “Leave Room”.

Admin Chat

In every Chat room, there is a separate Admin Chat room for anyone with admin privileges. These messages are separate from the rest of the Chat room. This can be useful for Event, Team, and Fixture Chat rooms so that coaches/organisers can discuss more sensitive details without having to manually create a separate Chat room.

Access the Admin Chat by clicking the users button within the Chat room.

From the Admin Chat, click the user cog button to return to the normal Chat room.

Managing Chat Rooms

Chat > Browse Chat Rooms is the best place for an admin to see all Chat Rooms in the system and manage them in one place. There are a few functions that can be used here:

  1. Search and Filter: Search or use filters to help reduce the list shown to find a Chat room.

  2. Sort: Click on a column header to sort it in descending order, and again to sort in ascending order.

  3. Columns: Add or remove columns to the table.

  4. Views: If you are regularly using the same search terms, filters, and columns you can save a View to share with others or to come back to later. Learn more about Views in this guide: Views

  5. Link: If the Chat room is linked to an Event, Team, or Fixture, a link to that will be here.

  6. View/Chat: Click to enter the Chat room to view, contribute, and/or moderate.

  7. Edit: Click to make changes to the Chat room. You will be presented with the same wizard as on creation.

  8. Close Chat Room: Click to close the corresponding Chat room. Once a Chat room has been closed, no more messages can be sent in the Chat, but old messages can still be read.

  9. Re-open Chat Room: If a Chat room has been closed but not yet deleted, the “Re-open Chat Room” button will be in the place of the “Close Chat Room” button. Click to re-open the Chat room and allow new messages to be shared and posted.

  10. Dustbin: Click to delete the corresponding Chat room. You will be asked to confirm this. Once a Chat room has been deleted, all messages within it will also be deleted and cannot be retrieved.

Moderating Chat rooms

Chat > Browse Chat Messages is the best place for an admin to see all messages sent in all Chat Rooms in the system and moderate them from one place. There are a few functions that can be used here:

  1. Search and Filter: Search or use filters to help reduce the list shown to find a Chat room.

  2. Sort: Click on a column header to sort it in descending order, and again to sort in ascending order.

  3. Columns: Add or remove columns to the table.

  4. Views: If you are regularly using the same search terms, filters, and columns you can save a View to share with others or to come back to later. Learn more about Views in this guide: Views

  5. Posting Member: The name of the member who sent the message

  6. Message Text: The contents of the message.

  7. Room Name: The name of the Chat room where the message is from.

  8. Chat Room: Click to enter the Chat room the message is from.

  9. Dustbin: Click to delete the message.

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