Communicating with your Staff using Redtail Speak

In addition to allowing you to text your clients, Redtail Speak also allows you to chat with your staff as individuals or as teams. Note: you should verify with your compliance department that you are approved to use Speak, but know that we designed this product to meet all applicable compliance requirements. All messages are archived in a compliant manner and are searchable and auditable when the need arises. Institution-level search is also available.

Let's take a look now at the area of Redtail Speak where you can view and continue your chat conversations with those on your staff.




This area is accessed by clicking the "Team" button in the top-left corner of Speak, as in the example above.

What you see in this example is your Team chat area, displaying your available Channels (team rooms) and your available Direct message rooms (one-on-one conversations). This particular Speak user is currently a member of two Channels (General and Sales) and has one Direct Message room open with Tony Donato. We can click any of the channel or direct message room names to enter those rooms. As an example, we'll click on the General channel:




Let's break down what we are seeing here in this Channel. 

By default, you will see your Message box at the bottom where you can create/send a new message to the Channel. Directly above that you will see the latest messages sent to the Channel (you can scroll upward for historical messages in the Channel).

Above and to the right of the conversation thread, you'll see two icons:




Clicking the bell icon allows you to turn on/off notifications for this particular Channel, i.e., you won't receive browser notifications that new messages have been sent in the Channel if you turn notifications off for the room. You can always simply click it again to turn those back on.

Some additional details about the Channel are also available in the top right corner of the page (to access click the icon to the right of the bell icon and select "Conversation details":



For our above example, those details might look like the below:




We can click the icon again to close this Details pane (or simply click the X in the top right corner of the Details pane).

The "Leave" option available from that menu allows you to leave a Channel, but please note that the "General" Channel is the one channel that Speak users can't leave.

Turning back to the General Channel's conversation area, you can see all historical conversations with the team there.

Directly following all historical conversations and activity, you'll see a message if you have any scheduled messages for the Channel.

Otherwise, the next thing you will see is the area where you can draft and send a new message to the Channel:



Let's break this area down:

  • Message # general area: this is where you type the actual content of your message for the Channel
  • Send button: this is greyed out until you've added any text. Once you have typed in your message, you can click this button to send the message to the Channel.
  • Clock icon: use this to schedule your message for a later date and/or time. This button, too, is greyed out until you've added some content in your actual message area.
  • Attachment icon: use this to browse your computer or network for any attachments you'd like to include along with the message.
  • Emoji icon: use this to include any emojis from those available to include with your message.
  • Select a Template icon: use this to select from any Message Templates you've created within your Speak account.

As an example of a scheduled message, let's say we scheduled one for 1:30 this afternoon. Prior to sending, we'd see this message directly above the area where we draft messages:




If we were to click "View all scheduled messages", we'd see the message we have scheduled:




Here you can see when the message is scheduled to send, along with the message itself.

Once the message sends, you will see it within the General Channel, as in the example below (note: messages you send display on a red background):




Now let's take a look at our other options at the top of the Team Chat area:




First, you'll see the New Message icon: new_message_icon.jpg

Clicking this will change whatever was in your right-hand pane of Speak to a pane displaying a search box and a list of your Channel and Direct message rooms:




If you see your desired Channel or team member on display, you can click their name to go to that area and send your message. Or, if you don't see them, you can begin typing the team member or channel name to search Speak for the individual or channel you'd like to send your message to, and then click that name when you see it.

You'll also see a Scheduled Messages icon at the top of the Team Chat area: team_chat_top_sm_icon.jpg

Learn more about scheduling messages for future delivery here.

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