The very first time you log in to your new Speak account, you'll see the below Onboarding Wizard in the primary pane of Speak. (Note: if you are not an admin user, you'll be prompted to skip all of the steps involving Phone Number Setup here):
You'll need to select a new phone number to use exclusively with your Speak database. Just enter the area code you'd like to use and you'll see three options you can choose from:
If you aren't happy with any of those options, you can click the "Refresh" option beneath them until you find a number you'd like to use. Once you've decided on a phone number, click it to select it and then click the "Confirm" button:
You'll then be required to confirm your selection again (pay special attention here, as your Speak phone number is permanent, i.e., you cannot change it later). If you're happy with the number, click the "Confirm" button.):
The next screen you'll see after this confirmation will allow you to scan a QR Code with your mobile device in order to download the Speak mobile app to your phone:
And, if you click the "Next" button after downloading Speak to your phone, you'll then see the below screen, where you can begin composing messages or adding contacts:
Alternatively, you can click "Close" to exit the screen.
Now that we've covered this initial setup process, let's take a look at the Settings available to you within Speak.
Access your Speak settings from the menu in the upper right hand corner of your Speak account:
After clicking "Settings", you'll see the below:
Note: the Workspace/General screen is the first Settings screen you'll see if a phone number hasn't been established within your Speak account (and if you are an admin user). Otherwise the Integrations screen would display first.
You can click the arrow to the left of "Settings" at the top to carry you back to the previous page within your Speak account.
Now let's take a look at the settings you can work with here.
- General: You can see the instructions above for Phone Number Setup, as the process is very similar when adding a phone number here if that wasn't done upon first login:
- Integrations: This is where you can establish any available Speak integrations. After clicking, you will see the below:
Click the "Enable" button to set the integration with Redtail CRM up. (Redtail CRM is currently the only available integration for Speak).
In the example below, you can see that an integration between Speak and Redtail CRM has been enabled for this Speak account:
Within moments of enabling the integration, you should begin seeing your contacts from Redtail CRM show up in the Texting -> New Message area of Speak, available for you to invite them to text with you.
- Invite Messages - this is the message your Speak administrator wants texted to a Client when you're trying to establish your ability to text with them through Speak. When you click this setting, you will see the below:
Note: you must include the second and third sentences of the default message (shown above in the "Database Invite Message" preview box). If you click the "Edit" button above, you can make changes to the first sentence, but the other two sentences will not show up in the edit window for you to modify them in any way. Note as well that this Invite Message is database-wide (i.e., the message cannot be individualized for each Speak user), unless you check off the option above to "Allow users to configure a personal invite message". In that case, when they are logged into Speak and go to Settings/Invite Messages, they will see the below:
Note that users of your Speak account can then check off the "Use a personal invite message" option - they'll then have an option to edit their Invite Message, with the same restrictions as the Speak administrator in terms of the 2nd and 3rd sentences being unalterable.
- Message Templates - this is where you can establish text message templates for messages you tend to send on an ongoing basis. Note: these templates are editable when you select them to include in an outgoing text.
When you click this option you'll see the below:
At the top, you'll see a button that says "Create template". Beneath that you'll see any existing message templates within your account.
To edit an existing template, simply click the template and you'll be able to edit its Title and/or the template content itself. You'll also see an option to add merge fields to the template.
To add a new message template, click the "Create template" button. You'll then see the below:
Just enter the name you want to use for the template and the message you'd like to send. If you click the Merge Fields option beneath the Message box, you'll see you can choose between available merge fields to add to your message template. Once done, click the "Save" button and your template will be ready for use the next time you need it.
- Out of Office Reply - this is where you can set up the details to automatically send a reply if a client messages you while you are out of office. When you click this setting, you'll see the below:
As you can see, you'll need to check off "Send out of office reply" to turn this automatic text response on. You can also check off the "Clear after" box and set a date and time for the automatic response to quit sending. Then, you have your message box where you can add the exact message you would like sent as your Out of Office Reply. Once done, click "Save."
- Notifications - this is where you can set whether or not you receive sound notifications and/or browser notification popups for new messages within Speak. It's also where you can control how many minutes of inactivity change your status within Speak from Active to Inactive. When you click this option, you will see the below:
If you enable sound notifications, a sound notification will be triggered for ALL new Texts, Team Messages, and Direct messages. Sound notifications will mimic the same triggers as the browser notifications.
Silencing a room/direct message or team chat will disable both browser and sound notifications for those areas
When browser notifications are enabled, if you are on a tab in your browser other than the one where Speak is open, you will receive a popup notification for any messages sent to rooms or inboxes you are in, allowing you to visit those rooms to view the message. An example of one of those browser popup notifications is below:
- Minutes Until Inactive - this determines the number of minutes of inactivity in Speak before your display status will change from "Active" to "Away". Active is represented by a solid green circle by your name and Inactive is represented by a grey circle (white in the middle):
- Members - this is where you can manage member details and who has access to this Speak workspace. When you click this option, you will see the below (with your member information, of course):
If you need to edit, unlock, or deactivate any of your Speak users, click the menu at the far right of their row to access those options:
Beneath your list of Active Members, you'll see a button that allows you to add new members:
Click that button and you'll see the below:
While all of the other fields here should be self-explanatory, in the "Type" box note that you can designate individuals as either "Members" or "Admins". Admins have rights to edit other members' info, unlock other members' accounts should they get locked out, or deactivate other members.