Overview
The Chat Management interface is a full-page experience at/auctions/[auctionId]/chat that gives administrators visibility into team communication across your auction. The three-panel layout provides channels list, message display, and thread replies all in one view. While team members use chat for real-time collaboration, administrators can monitor activity, review message history, and ensure effective team communication.
Channel Overview
View all channels with activity metrics
Message History
Access complete message archives
Search & Filter
Find specific messages and conversations
Export Data
Download chat history for records
What Administrators Can Do
Chat management provides oversight capabilities while respecting team member privacy. Here’s what administrators can and cannot do:| Capability | Admins | Owners |
|---|---|---|
| View all channels | Yes | Yes |
| Read message history | Yes | Yes |
| Search messages | Yes | Yes |
| Export chat data | Yes | Yes |
| Create channels | Yes | Yes |
| Delete channels | No | Yes |
| Delete individual messages | No | No |
| Edit other users’ messages | No | No |
| View deleted message content | No | No |
Administrators can monitor conversations but cannot modify or delete individual messages. Only the message author can edit or delete their own messages.
Privacy Considerations
Chat management is designed with privacy in mind:- Transparency — Team members know their messages are visible to administrators
- Read-only monitoring — Admins can view but not modify conversations
- Deleted content — When users delete messages, the content is removed (admins see “This message was deleted”)
- Audit compliance — Message history supports regulatory and compliance requirements
- Data retention — Messages are retained according to your auction’s data retention policy
All chat data is stored securely and access is logged. Team members should be informed during onboarding that chat messages are visible to administrators for operational oversight.
Channels Dashboard
The Channels Dashboard provides an overview of all chat channels in your auction with key activity metrics.Accessing Chat
Navigate to Chat
Click Chat in the sidebar navigation under the Operations section, or click the Chat icon in the header
View Three-Panel Layout
The chat page displays three panels: channels list (left), messages (center), and thread replies (right when active)
Channel List Columns
| Column | Description |
|---|---|
| Channel Name | Name of the channel (prefixed with #) |
| Description | Purpose or topic of the channel |
| Members | Number of users in the channel |
| Messages | Total message count in the channel |
| Last Activity | Timestamp of the most recent message |
| Created | When the channel was created |
Activity Metrics
Each channel displays key metrics to help you understand engagement:Member Count
Member Count
Shows the current number of users who are members of the channel.What to look for:
- Channels with few members may need promotion
- Very large channels might benefit from being split
- Compare to expected membership based on channel purpose
Message Volume
Message Volume
Total number of messages posted to the channel.What to look for:
- Active channels indicate healthy communication
- Inactive channels may be obsolete or need encouragement
- Sudden spikes may indicate important discussions or issues
Last Activity
Last Activity
When the most recent message was posted.What to look for:
- Recent activity indicates an active channel
- Channels inactive for weeks may need review
- Compare to the channel’s expected activity level
Sorting Channels
Click any column header to sort the channel list:| Sort By | Use Case |
|---|---|
| Last Activity | Find most/least active channels |
| Members | Identify largest/smallest channels |
| Messages | See channels by total volume |
| Created | View oldest or newest channels |
Channel Quick Actions
From the channels list panel, you can:| Action | Description |
|---|---|
| View Messages | Click channel name to display messages in center panel |
| Search Channels | Use the Channels tab in search to filter by name |
| Search Messages | Use the Messages tab to full-text search across all channels |
| Create Channel | Click New Channel button to create a new channel |
| Export All | Click the export icon to download all channels’ history |
Viewing Channel Messages
Access complete message history for any channel to review conversations and monitor team communication.Accessing Message History
Message Display Format
Each message in the history shows:| Element | Description |
|---|---|
| User Avatar | Profile picture or initials of the sender |
| User Name | Full name of the message author |
| Timestamp | Date and time the message was sent |
| Message Content | The text of the message |
| Edit Indicator | ”(edited)” if the message was modified |
| Reactions | Emoji reactions from other users |
| Thread Indicator | Reply count if the message has threaded replies |
Understanding Message States
Messages can appear in different states:| State | Display |
|---|---|
| Normal | Full message content with author and timestamp |
| Edited | Message content with “(edited)” indicator |
| Deleted | ”This message was deleted” placeholder |
| Has Reactions | Reaction bar below message showing emoji and counts |
| Has Replies | ”X replies” link below message |
When a user deletes their message, you’ll see a placeholder indicating the message was deleted. The original content is not accessible to administrators.
Viewing User Information
Click on a user’s name or avatar to view their details:User Profile Card Contents
| Field | Description |
|---|---|
| Name | User’s full name |
| User’s email address | |
| Role | Their role in the auction (Owner, Admin, Team Member) |
| Joined | When they joined the auction |
| Last Active | Their most recent activity |
| View Profile | Link to their full user profile |
Viewing Threaded Replies
When a message has threaded replies, you can view the full conversation in the right panel:Threads help keep discussions organized. When reviewing conversations, check threads to get the complete context of a discussion.
Viewing Attachments and Images
Messages may include images shared by users:| Image State | Display |
|---|---|
| Thumbnail | Small preview in the message |
| Click to Expand | Opens full-size image in lightbox |
| Lightbox Controls | Zoom, download, navigate between images |
Filtering and Search
Quickly find specific messages using powerful filtering and search capabilities.Filter Options
Apply filters to narrow down the message list:| Filter | Description |
|---|---|
| User | Show messages from a specific team member |
| Date Range | Limit to messages within a time period |
| Has Images | Show only messages with attachments |
| Has Reactions | Show only messages with emoji reactions |
| Has Replies | Show only messages with threaded replies |
Filtering by User
Filtering by Date Range
Date Range Presets
| Preset | Description |
|---|---|
| Today | Messages from today only |
| Yesterday | Messages from yesterday |
| Last 7 Days | Past week including today |
| Last 30 Days | Past month including today |
| This Month | Current calendar month |
| Custom Range | Select specific start and end dates |
Full-Text Search
Search across all message content in the channel:Search Tips
Use Specific Terms
Specific keywords yield better results than common words
Try Partial Matches
Search finds partial word matches (e.g., “inspect” matches “inspection”)
Case Insensitive
Search is case-insensitive; “vehicle” matches “Vehicle”
Combine with Filters
Use filters alongside search to narrow results further
Combining Filters
Apply multiple filters simultaneously for precise results:Example: Finding a Specific Discussion
To find messages from a specific user about a particular topic during a certain time period:- Filter by User: Select the team member
- Set Date Range: Choose the relevant time period
- Search: Enter keywords related to the topic
- Review the filtered, searched results
Active filters are shown as badges at the top of the message list. Click the X on any badge to remove that filter.
Clearing Filters
Reset to view all messages:- Click Clear All in the filter area, or
- Click the X on individual filter badges, or
- Click the Reset button in the filter panel
Message Details
Access detailed information about individual messages and their context.Viewing Message Metadata
Click on any message to view its full details:| Metadata | Description |
|---|---|
| Message ID | Unique identifier for the message |
| Created At | Exact timestamp (date, time, timezone) |
| Updated At | When the message was last edited (if applicable) |
| Channel | The channel where the message was posted |
| Author | Full user details of the sender |
| Reply Count | Number of threaded replies |
| Reaction Count | Total reactions on the message |
Message Actions (Admin View)
From the message detail view, administrators can:| Action | Description |
|---|---|
| View Thread | Open the full thread if the message has replies |
| View User Profile | Navigate to the author’s profile |
| Copy Message Link | Copy a direct link to this message |
| Export Thread | Export this message and its replies |
Administrators cannot edit or delete other users’ messages. These controls are only available to the message author.
Thread Context
When viewing a threaded conversation:Parent Message
Parent Message
The original message that started the thread appears at the top with full context.
Reply Chain
Reply Chain
Reply Authors
Reply Authors
Thread Metadata
Thread Metadata
See total reply count, last reply time, and thread participants.
Reaction Details
View who reacted to a message with which emoji:Exporting Chat History
Export channel messages for records, compliance, or offline analysis.Export Options
| Format | Contents | Use Case |
|---|---|---|
| CSV | All message data in spreadsheet format | Analysis, record-keeping |
| JSON | Structured data with full metadata | Data integration, archiving |
Exporting a Single Channel
Export Configuration
| Option | Description |
|---|---|
| Date Range | Limit export to specific time period |
| Include Threads | Include threaded replies (default: yes) |
| Include Reactions | Include reaction data (default: yes) |
| Include Deleted | Show deleted message placeholders (default: no) |
| Format | CSV or JSON |
What Data Is Included
The export includes the following data for each message:| Field | Description |
|---|---|
| message_id | Unique identifier |
| channel_name | Name of the channel |
| author_name | User’s full name |
| author_email | User’s email address |
| content | Message text |
| created_at | Timestamp of creation |
| updated_at | Timestamp of last edit (if edited) |
| is_edited | Whether the message was edited |
| reply_to_id | Parent message ID (for thread replies) |
| reaction_count | Total number of reactions |
| has_image | Whether an image was attached |
Export Use Cases
Compliance and Auditing
Compliance and Auditing
Export chat history to meet regulatory requirements:
- Document communication for legal holds
- Provide records for auditors
- Archive conversations for compliance
Investigation and Review
Investigation and Review
Export data for detailed analysis:
- Review conversations related to an incident
- Investigate reported concerns
- Analyze communication patterns
Backup and Archival
Backup and Archival
Create backups for long-term storage:
- Monthly or quarterly backups
- Pre-cleanup archival
- Migration preparation
Analytics and Reporting
Analytics and Reporting
Analyze chat data externally:
- Communication volume trends
- User engagement metrics
- Response time analysis
Exporting All Channels
To export all channels at once:The export includes messages from all channels you have access to. Large exports may take a moment to generate.
Moderation Considerations
Guidelines for monitoring team communication and handling issues.Monitoring Best Practices
Regular Review Cadence
Regular Review Cadence
Establish a routine for checking chat activity:
- Daily: Quick check of activity levels
- Weekly: Review message volumes and engagement
- Monthly: Deeper dive into communication patterns
Focus on Patterns
Focus on Patterns
Look for patterns rather than individual messages:
- Sudden drops in activity may indicate team issues
- Channels going quiet might mean process problems
- Unusual hours of activity could signal workload concerns
Respect Privacy
Respect Privacy
Balance monitoring with privacy:
- Don’t read every message in detail
- Focus on activity metrics first
- Only dive deeper when there’s a specific reason
Identifying Issues
Watch for these potential warning signs:| Signal | Possible Issue | Recommended Action |
|---|---|---|
| Channel going silent | Team disengagement or tool issues | Check in with team, verify access |
| Single user dominating | Communication imbalance | Encourage broader participation |
| Late-night activity | Workload or scheduling issues | Review work distribution |
| Escalating tone | Conflict between team members | Address privately with individuals |
| Repeated questions | Documentation or training gaps | Update resources, provide training |
Escalation Procedures
When an issue requires action:Assess Severity
Determine if immediate action is needed:
- Low: Monitor and address in next check-in
- Medium: Schedule conversation with involved parties
- High: Immediate intervention required
When to Escalate
| Situation | Escalation Path |
|---|---|
| Minor disagreements | Usually self-resolving; monitor only |
| Repeated conflicts | Direct conversation with individuals |
| Harassment or discrimination | HR/legal team immediately |
| Safety concerns | Security and management immediately |
| Data privacy violations | IT security and compliance |
Message Retention
Understanding how long messages are retained:| Retention Type | Duration | Notes |
|---|---|---|
| Active Messages | Indefinite | Visible in channel until deleted |
| Deleted Messages | Removed | ”This message was deleted” placeholder shown |
| Edited Message History | Not retained | Only current version is kept |
| Exported Data | Per your policy | Store according to your data retention policy |
Messages deleted by users are permanently removed. Plan regular exports if you need to retain chat history for compliance purposes.
Creating a Healthy Chat Culture
Promote positive communication:- Set expectations — Establish communication guidelines during onboarding
- Lead by example — Admins should model appropriate communication
- Encourage use — Promote chat for collaboration, not just problems
- Recognize contributions — Highlight helpful responses and teamwork
- Address issues promptly — Don’t let problems fester
Channel Management
Administrators can create and configure channels to support team communication.Creating a Channel
Channel Settings
| Setting | Description |
|---|---|
| Name | Channel name (shown with # prefix) |
| Description | Purpose or topic of the channel |
| Default Channel | If enabled, all new members auto-join |
| Private | If enabled, only invited members can see/join |
Managing Channel Members
Add or remove members from a channel:Removing a member from a channel doesn’t delete their past messages. Their messages remain visible in the channel history.
Pinned Messages
Pin important messages to keep key information accessible for your team. Pinned messages appear in a dedicated Pins tab alongside the regular messages view.Why Pin Messages?
Pinned messages help teams surface critical information without searching through history:Key Decisions
Pin outcomes from discussions so everyone stays aligned
Action Items
Pin task assignments and deadlines for quick reference
Resources
Pin shared links, documents, and reference materials
Announcements
Pin important notices that all members should see
Each channel can have up to 25 pinned messages. When the limit is reached, unpin older messages to make room for new ones.
Pinning a Message
Right-Click the Message
Right-click (or click the overflow menu) on any message in the channel to open the context menu.
Click Pin to Channel
Select Pin to channel from the dropdown menu. The message is pinned immediately.
Unpinning a Message
You can unpin messages from the context menu or the Pins tab: From the context menu:- Right-click on a pinned message (identified by the pin indicator above it)
- Select Unpin from channel
- Open the Pins tab in the channel header
- Hover over a pinned message to reveal actions
- Click the Unpin button
Viewing the Pins Tab
The Pins tab provides a dedicated view of all pinned messages in a channel:Click the Pins Tab
In the channel header, click the Pins tab (next to Messages). A badge shows the number of pinned messages.
Browse Pinned Messages
Each pinned message card shows:
- Who pinned it and when
- Original author with avatar, name, and timestamp
- Message content (expandable for long messages)
- Image thumbnail (if the message had an attachment)
Pin Indicator in Message Stream
Pinned messages display a small pin icon and “Pinned” label above the message bubble. This makes pinned messages easy to identify while scrolling through conversations.Pin Permissions and Moderation
| Rule | Details |
|---|---|
| Max pins per channel | 25 messages |
| Who can pin | Any channel member (Admin, Owner, or Team Member) |
| Who can unpin | Any channel member |
| System messages | A system message is posted when a message is pinned or unpinned |
| Audit trail | Pin/unpin actions are logged via system messages for accountability |
Any channel member can pin or unpin messages. There is no role restriction on pin/unpin actions. System messages provide an audit trail of who pinned or unpinned each message.
Slash Commands
Slash commands provide a quick way to open operational forms directly from the chat input. Type/ in the message input to see available commands.
Available Commands
| Command | Description | Opens |
|---|---|---|
/submission | Submit a new lot count | Create Submission dialog |
/inspection | Start a quality inspection | Create Inspection dialog |
/rock | Create a new rock report | Create Rock Report dialog |
Using Slash Commands
Type / in the Message Input
Begin typing
/ in the chat message input at the bottom of the center panelSelect a Command
An autocomplete dropdown appears above the input showing matching commands. Continue typing to filter (e.g.,
/sub narrows to /submission) or use arrow keys to navigateAutocomplete Behavior
The command autocomplete supports several interaction methods:| Input | Behavior |
|---|---|
/ | Shows all 3 commands |
/s | Filters to /submission |
/in | Filters to /inspection |
/r | Filters to /rock |
| Arrow Up/Down | Navigate between suggestions |
| Enter | Select the highlighted command |
| Escape | Close the autocomplete dropdown |
| Click outside | Close the autocomplete dropdown |
System Messages
When a form is submitted successfully via a slash command, a system message is automatically posted to the current channel. This notifies the team about the action taken.| Command | System Message |
|---|---|
/submission | ”created a new lot submission via /submission” |
/inspection | ”created a new quality inspection via /inspection” |
/rock | ”created a new rock report via /rock” |
The keyboard hint at the bottom of the message input reminds users that
/ activates commands. The full hint shows: Enter to send, Shift+Enter for new line, / for commands.Troubleshooting
Common Issues
Can't see all channels
Can't see all channels
Solutions:
- Verify you have Admin or Owner role
- Check if channels are set to private (you may need Owner to view)
- Refresh the page to reload channel list
- Ensure you’re viewing the correct auction
Search not returning expected results
Search not returning expected results
Solutions:
- Try different keywords from the message
- Check spelling of search terms
- Verify the date range includes the message date
- Clear other filters that might be hiding results
- Note that very recent messages may take a moment to become searchable
Export failing or incomplete
Export failing or incomplete
Solutions:
- Try a smaller date range
- Export one channel at a time instead of bulk
- Check your internet connection
- Wait for current export to complete before starting another
- Contact support if the issue persists
Messages loading slowly
Messages loading slowly
Solutions:
- Apply date range filter to limit loaded messages
- Check your internet connection
- Clear browser cache and refresh
- Channels with many messages may take longer to load
Can't pin a message or pin limit reached
Can't pin a message or pin limit reached
Solutions:
- Check if the channel has reached the 25-pin limit — open the Pins tab to see the count
- Unpin an older, less relevant message to make room
- System messages and deleted messages cannot be pinned
- Check your internet connection and try again
- Refresh the page if the context menu doesn’t show the pin option
Pins tab not updating
Pins tab not updating
Solutions:
- Pin updates are real-time; check your internet connection
- Refresh the page to reload pin data
- Switch between the Messages and Pins tabs to trigger a reload
- The system message confirming the pin action should appear in the message stream
User information not showing
User information not showing
Solutions:
- The user may have left the auction (historical messages remain)
- Refresh the page to reload user data
- Click directly on the user name, not the avatar
Best Practices
Establish Clear Policies
Establish Clear Policies
Create and communicate chat policies:
- Document acceptable use guidelines
- Explain monitoring practices transparently
- Include chat expectations in onboarding
- Review policies annually
Regular Maintenance
Regular Maintenance
Keep your chat environment organized:
- Archive inactive channels quarterly
- Review and update channel descriptions
- Remove members from channels they no longer need
- Export and archive historical data periodically
Proactive Support
Proactive Support
Support your team’s communication needs:
- Create channels proactively for projects/locations
- Respond to channel requests promptly
- Gather feedback on communication tools
- Train new admins on chat management
Next Steps
User Management
Manage team members and their access
Settings
Configure auction-wide settings
Analytics
View operational analytics and metrics
Mobile Chat Guide
Learn how team members use chat
Create Forms
Forms available via slash commands