Messaging between guests and the studio
Guest and studio messaging guide; turning it on per event, the Message studio tab for guests, the Messages tab in the panel, email notices and limits.
Die Dokumentation wird auf Türkisch und Englisch verfasst. Diese Seite wird auf Englisch angezeigt.
Auf dieser Seite
Messaging lets a guest write a question or a note to the studio from the event page, and lets the studio reply from the panel. The conversation is text only and belongs to the event: each guest has one conversation with the studio in that event.
The feature is turned on per event. While it is off, the guest page does not show a messaging tab.
What you can do today
- Turn messaging on or off separately for each event
- Read guests' messages conversation by conversation in the event's Messages tab
- Reply to a guest from the panel
- Get a panel notification for a new message and see the unread count
- Have guests with an account notified of your reply by email
Turning messaging on
- Open the Settings tab on the event page.
- Tick Guests can message the studio.
- Save the settings.
While the box is ticked, the guest page shows a Message studio tab. You need the permission to manage events to change this setting.
If you turn messaging off later, guests cannot send new messages, and earlier conversations stay in the panel.
The guest side
The guest opens the Message studio tab on the event page, writes a message and taps Send. The guest always starts the conversation; the studio cannot send the first message from the panel to a guest who has not written.
The studio's name, and its logo if there is one, appear at the top of the tab. The guest's messages are on the right and the studio's replies on the left, each with its time below. While the page is open, new replies arrive on their own about every 20 seconds. If a reply arrives while the guest is on another tab, a red dot appears on the Message studio tab.
How the reply reaches the guest depends on how the guest signed in:
| Guest sign-in | Where they see the reply | Email notice |
|---|---|---|
| Account with email | On the device where they are signed in to the account | Sent |
| Guest | Only on the device they wrote from | Not sent |
A guest who joined as a guest is reminded of this below the message box. They can add their email with Save my uploads to create an account; see Guest accounts.
The studio side
Messages are collected in the Messages tab of the event page.
- Open the Messages tab on the event page. Conversations are listed on the left, the most recent one first.
- Click a conversation. Conversations with unread messages are shown in bold with a count badge.
- Write your reply and click Send.
The conversation header shows the guest's name and sign-in type: Email account or Guest (sees it only on their device). The note below the reply box also tells you whether the guest will be notified of your reply by email.
Opening a conversation marks its messages as read. Sending a reply also marks the guest's waiting messages as read. The list and the open conversation refresh about every 15 seconds.
The permission to view events is enough to read messages. Replying needs the permission to manage events; a user without it does not see the reply box. See Team, roles and permissions.
If the guest wrote as a guest, they see your reply only when they reopen the page on the same device. Consider passing on important details such as pickup or payment to these guests separately.
Notifications
When a guest writes a new message, team members who can see CollectAsist get a notification in the panel. It shows the guest's name, the event and the first 140 characters of the message; clicking it opens the event's Messages tab. Unread messages also appear in the to-do list on the Overview page and in the count on the event's Messages tab.
An interval is applied so notifications do not pile up:
- For consecutive messages from the same guest, a panel notification is sent at most once every 10 minutes.
- For consecutive replies from the studio, an email is sent to the guest at most once every 10 minutes.
The email to the guest does not contain the text of the reply. It says that the studio has replied and includes a link to the event page. See Notifications for other notification types.
Limits
| Subject | Limit |
|---|---|
| Message length | Up to 2,000 characters |
| Messages a guest can send | Up to 10 per minute and 100 in 24 hours |
| Content | Text only; photos or files cannot be attached |
| Who starts the conversation | Always the guest |
| Messages shown in a conversation | The last 200 messages |
| Conversation scope | One conversation per guest, per event |
A guest can send messages only while the event is open. After the event has expired, the guest cannot write new messages.
When a limit is exceeded, the guest sees a warning asking them to wait a little and try again.
Notices by text message, WhatsApp and pushGeplant
Delivering the studio's reply to the guest by text message, WhatsApp or a browser push notification is planned and not available today. For now the guest is notified by email only. See the Roadmap for other planned modules.