Overview #
Workflo includes a built-in real-time messaging system, allowing your team to communicate without leaving the platform. Rather than switching between a project management tool and a separate chat application, Workflo keeps your conversations and your work in one place — connected and contextual.
Types of Conversations #
Workflo supports three types of chat:
1. Direct Messages (DMs) #
A Direct Message is a private, one-on-one conversation between two workspace members. DMs are ideal for quick questions, private discussions, or follow-ups that do not require the full team’s attention.
2. Group Messages #
A Group Message is a private chat between a selected group of workspace members. Group chats are useful for cross-functional conversations that involve a specific subset of people rather than an entire team or project.
3. Project Chat #
Every project in Workflo has a built-in Project Chat channel. This is a shared conversation space for all project members to discuss the work associated with that project. Project chats help keep communication organized alongside the tasks and files it relates to.
General Chat (Workspace Default) #
Every workspace is automatically set up with a General Chat channel upon creation. This is a shared space for all workspace members — a place for announcements, general discussions, and company-wide communication.
Creating a Chat Room #
Any workspace participant can create a new group chat or direct message, with one exception: Limited Access Guests cannot initiate chat rooms. However, if a full workspace member creates a direct message with a Limited Access Guest, that guest can participate in the conversation.
Messaging Features #
Real-Time Messaging #
All messages in Workflo are delivered in real time. There is no need to refresh the page — new messages appear instantly for all participants.
Message Replies #
Messages support threaded replies, allowing team members to respond directly to a specific message within the conversation. This keeps discussions organized, especially in busy channels.
File Sharing #
Files can be shared directly within any chat — documents, images, spreadsheets, and more. Files shared in chat are accessible to all members of that chat room.
@Mentions #
Use @mentions to directly notify a specific team member within a message. The mentioned user receives a notification, drawing their attention to the relevant message.
Chat History #
The amount of chat history available depends on your organization’s subscription plan:
| Plan | Chat History Access |
|---|---|
| Free | 30 days |
| Team | Unlimited |
| Business | Unlimited |
| Enterprise | Unlimited |
Note for Limited Access Guests: Regardless of the organization’s plan, Limited Access Guests can only view up to 30 days of chat history.
Notifications for Chat #
You will receive a notification when:
- You receive a direct message
- Someone @mentions you in a group or project chat
- A reply is added to a message in a conversation you are part of
You can view and manage your notifications from the Notifications panel.
Who Can Access Which Chats? #
| Chat Type | Who Can Access |
|---|---|
| Direct Message | The two participants only |
| Group Chat | Invited members only |
| Project Chat | All project members |
| General Chat | All workspace members |
Privacy and Security #
Chat messages in Workflo are scoped strictly to their participants. Non-members cannot view messages in a chat room they have not been added to. Workspace Admins and Owners have the ability to manage chat rooms within their workspace but do not automatically have visibility into all private DMs.
Best Practices #
- Use project chats for project-related discussions. Keeping work conversations within the relevant project chat makes it easy to reference discussions alongside the tasks they relate to.
- Reserve DMs for one-on-one communication. If a conversation is relevant to more than two people, consider a group chat or project chat instead.
- Use @mentions thoughtfully. Only mention people who genuinely need to take action or be informed. Overusing @mentions leads to notification fatigue.
- Share files through chat when context matters. Attaching a file directly to a task is ideal for formal deliverables; sharing via chat works well for quick references or drafts during a discussion.
