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MessageBox LITE Faq's

What is MessageBox LITE?

MessageBox LITE is an incredibly simple app to help manage hotel operations.

So, with MessageBox, you are now able to manage your guest requests, internal jobs and scheduled jobs in one simple app. It only focuses on the core requirements and does not try to put in a 1000 features inside it.

And the unique part is that each and every functionality is wrapped around with chat messaging to enable continuous and real-time communication. So, private chats and group chats come by default. That’s what makes MessageBox so simple and yet powerful. It gets your business done.

What is the MessageBox Lite Package?

The LITE package with its features - Manage Guest requests, Internal jobs, Schedule jobs, View scheduled jobs in a calender & GPS track support staff is available for US$10 for 5 users per month. Every additional pack of 5 users cost US$10 per month.

The LITE package comes with a 15 day Free Trial.

Every user can create and manage jobs making the mobile app a single place where you can manage all your jobs – Create, Assign, Accept, Complete, Reopen and Close jobs.

What is the Premium Package?

With the premium package, the customer gets additional features of : Service Standards Monitoring, App & Email Escalations, Check-in of support staff, Auto assignments, Auto Scheduled Reports and Analytics

This is in addition to the features of MessageBox LITE. The Premium package is completely access based and Security Admins have the privileges to add service standards and escalations and modify user privileges.

This package starts from US$350 per month.

How do I sign up?

Please visit our website –www.getmymessage.co and fill up the online form and click on “Create Account” at the bottom of the form. Your site should be ready in less than a minute.

You will now receive an email advising you that the site is ready to use and how to login to the web application as well as the mobile app with your credentials.

If you are a mobile user – please visit our website – www.getmymessage.co and click on ”Try Now for free” button. Fill up the online form and click on “Create Account” at the bottom of the form. Your site should be ready in less than a minute.

The Mobile App Home Screen explained

The Home page shows you all the users in the application. The users can create groups by clicking on the Add group button. Below each user’s name, the last chat message will be shown.

The location marker against each user is to track the user’s location. The mobile device will send updated locations of the user every 5 minutes. The telephone button allows you to make a cellular call from your device.

How do I create a Group?

Click on the “Add Group” button on the top left of the Home Screen. Enter the Name of your group in the next screen. Once done, click on “Add/Edit Participants”. Select the contacts you want to add to the group.

You cannot add more than 19 members to the group. Click on “Done” on the top right corner of the screen. All the selected group members will be again listed in the next screen where you can edit them. In the Edit Screen, click on the delete button to delete the group member. Search for a new participant and click on the plus button to add to the selection.

Once done, click on “Create” on the top right to create the group and a chat message will be sent to all the participants of the group. You can see the Group now in the Home screen of your mobile.

How do I edit a Group?

Click the Group icon to the left of the group name in your Home Screen to go to the edit group screen. Edit your group name and click on “Update” on the top right of the screen.

Click on “Add/Edit Participants” if you want to make changes to the group participants. In this Edit Screen, click on the delete button to delete the group member. Search for a new participant and click on the plus button to add to the selection.

Once done, click on “Update” on the top right to update the group and a chat message will be sent to all the participants of the group.

How do I delete a Group?

Go to your home screen in your iPhone device. “Left swipe” your Group name. Click on Delete. Your group is now deleted and no more chats would be possible.

If the group was not created by you, “left swipe” will not work on the iphone.

In your Android phone, there would be a delete button next to each group which you can click to delete that group.

The Notifications Tab explained

GWhen a Job is created from the mobile, an acknowledgement of the created Job is seen in the Notifications tab. Now the user knows that the Job has been created in the application and the Job ID is provided in the message.

If a job is not completed within the due date, an Overdue message is sent to all users. This escalation can be seen in the Notifications tab.

Create a Job or a Request on the Mobile

Click on the + Floating Action button and then click on the R button. Choose a Service Area (or the customer address or location of the service intended). If there are no service areas defined, then you need to create a Service Area from the web based application.

Enter the Job description. Choose a Completion time by clicking on the Calendar icon. By default, the time is set to 30 minutes.

Attach a photograph to the job, if required. Click on the Tick button to create the Job.

Create a Scheduled Job on the Mobile

Click on the Plus Floating Action button and then click on the S button. Choose a Service Area (or the customer address or location of the service intended).

If there are no service areas defined, then you need to create a Service Area from the web based application. Enter the time the job is expected to take.

Enter the Job description. Choose a scheduled date and time by clicking on the “Clock icon” at the bottom. Click on the Tick button to create the Job.

Assign a Job on the mobile

Click on the Supervisor tab. All Jobs will be listed here. Click on the Job that needs to be assigned. This will open the chat window for that Job. Click on the first button in the top row. This will list all staff to whom the Job can be assigned to.

Click on the staff to whom this Job needs to be assigned. Click on the Tick button on the top right of the screen. This Job is now assigned to that staff.

Accept a Job on the mobile

Go to the Open tab. Click on the Job which has been assigned to you. The job window of that Job will open. Click on Accept.

The job is now accepted by you. Notifications are sent to all users when a job is accepted by a user.

Complete a Job on the mobile

Click on the Support Staff tab. All Jobs assigned to you as a support staff will be seen on this screen. The Jobs which have been accepted by you as a support staff will be seen with a Pending button.

Click on Pending which will give you an alert. Click on Yes on the Alert to complete that Job. The status will now change from Pending to Completed.

Close a Job on the mobile

Click on the Supervisors tab. All Jobs will be listed here. Click on the Job that needs to be closed.

This will open the chat window. Click on the right button from the top row of icons. Click on “Yes” on the subsequent confirmation message. This Job is now closed.

Scheduled Job Dashboard Listing

The second line of each Job provides the description of the job. The next button shows the due date of the job. If the job is due today, it will show the time only.

Scheduled Job Chat Screen

Click on any Scheduled Job on the Scheduled Jobs Dashboard to take you to the chat screen. Each Scheduled Job chat window will have the Service Area of the Job as the title. The chat will show the entire details of the Job in Chat format.

Click on Edit button to edit the Scheduled Request. Click on the Delete button to delete any Scheduled Request. All deleted scheduled jobs will be visible in the Closed Tab in the web based application.

Support Staff Dashboard

Click on the Support Staff bottom tab to take you to the Support Staff Dashboard. The Open tab in the top lists all the jobs assigned to the user. The Closed tab in the top lists all the closed Jobs.

In Android devices, you will see a History icon, instead of a Closed tab. The description of the Job is the first line of each Job in the listing. If you want this to be replaced with the Service Area, please change this in the settings tab. The second line of each Job shows the last chat message in that Job.

The next button shows the Assigned status of the Job. Accept indicates that the Job is not yet accepted by the Support staff. Pending indicates that the Job has been accepted but not yet completed by the support staff. Completed indicates that the Job has been completed by the support staff. The next button shows the time status of the Job. Overdue indicates the Job has now exceeded the time allotted for that Job. If the Job is not overdue, it will show the actual time left for the job.

Suppport Staff Chat Screen

Click on any assigned Job on the Support Staff Dashboard to take you to the chat screen. Each Job chat window will have the Service Area of the Job as the title. The chat will show the entire details of the Job in Chat format.

Chat input box allows the support staff to chat with the team. This will only work if the Job has been accepted by the support staff.

Supervisor Dashboard

Click on the Supervisors tab to take you to the Supervisors Dashboard. The Open Tab lists all the open and closed Jobs for that supervisor. The Closed tab in the top lists all the closed Jobs. In Android devices, you will see a History icon, instead of a Closed tab.

The Filter button on the top right allows the user to filter the Jobs based on 2 criteria – Job Status and Time Status. The description of the Job is seen on the first line of each Job in the listing. If you want this to be replaced with the Service Area, please change this in the settings tab. The second line of each Job provides details of the assigned support staff. If the Job is not assigned, it will show Not Assigned.

The next button shows the Assigned status of the Job. Open indicates that the Job is registered but no action is taken after that. Assigned indicates that the Job is assigned to a specific support staff. Accepted indicates that the Job has been accepted by a assigned support staff. Completed indicates that the Job has been completed by the assigned support staff. The next button shows the time status of the Job. Overdue indicates the Job has now exceeded the time allotted for that Job. If the Job is not overdue, it will show the actual time left for the job.

Supervisor Chat Screen

Click on any Job on the Supervisors Dashboard to take you to the chat screen. Each Job chat window will have the Service Area of the Job as the title. The chat will show the entire details of the Job in Chat format.

This window also contains a row of 5 buttons below the Title. The first button shown is the Assign or Re-Route button which is used to assign/re-route the Job to a support staff from the mobile. The second icon is the Reopen button which is used to reopen the Job to bring it back to an Open status.

The third button is disabled and not applicable for LITE customers. The fourth button opens the Chat screen where the supervisor is connected to the support staff directly. The fifth and final button is the Close Job button to close jobs from the mobile.

The MessageBox LITE Dashboard

On the left side of the screen are your contacts or user listing. There are 6 tabs. The first tab is the Open tab – this lists all due and open jobs. The second tab is the Scheduled tab – this lists all the scheduled jobs.

The third tab is the Escalations tab – this lists jobs which have become overdue. The fourth tab is the Notifications tab – this lists all incoming chats of the user. The fifth tab is the closed tab – this lists all the closed jobs for one day. The sixth tab is the Customer chat – Coming soon to MessageBox would be Customer SMS or chat through social platforms which will be seen here.

Contacts and Location Tracking

On the left side of the screen are your Contact listing. This lists all the users you have created. Against each user, there is a location marker and an online/offline indicator.

Clicking on the location marker maps the last known location of the user on Google maps. The mobile app is designed to send the location every 5 minutes provided the user has enabled the same on the app. The online/offline indictor would turn green, if the user is online or it will be shown as grey.

Service Area or managing customer addresses

The first step is to create the service area if the location of the customer is a new one. If it’s an existing location, then choose the location from the drop down or search for it from within the dropdown. Click on New to create a new service area. Input the new service area and click on save.

If you need to edit an existing service area, then choose the service area from the drop down, click on edit, make the changes and click on save. If you need to delete an existing service area, then choose the service area from the drop down, click on Edit, then click on delete and click on “Yes” on the confirmation alert.

Reports
You can download all the open, scheduled and closed jobs in CSV format. Go to open tab. Click on Download CSV. The app will download a CSV file of all open jobs. Go to Scheduled Tab. Click on Download CSV. The app will download a CSV file of all scheduled jobs. Go to Closed tab. Click on Download CSV. Choose a date range and the app will download all the closed jobs for that date range.
Creating a Due Job

Go to your Job creation window. Choose a Service area from the drop down. Click on Immediate.

Enter the expected time that the job would take to complete. Enter Job Details. Choose the staff assigned for that job. Click on Create.

Creating a Scheduled Job

Go to your Job creation window. Choose a Service area from the drop down. Click on Scheduled. Choose the date and time for the job. The date and time should be at least 5 minutes after the current time.

Enter the expected time that the job would take to complete. Enter Job Details. Click on Create.

Rerouting a Job

Go to the Open tab. Click on the job which has already been assigned or not yet been assigned. The job window of that job will open.

Click on Reroute. Choose a staff. Click on Assign. The job is now rerouted to that staff. Notifications are sent to all users when a job assignment or reroute happens.

Accepting a job on the web.

Go to the Open tab. Click on the Job which has been assigned to you. The job window of that Job will open. Click on Accept.

The job is now accepted by you. Notifications are sent to all users when a job is accepted by a user.

Completing a job on the web.

Go to the Open tab. Click on the Job which has been accepted to you. The job window of that Job will open.

Click on Complete. The job is now completed by you. Notifications are sent to all users when a job is completed by a user.

Closing a Job

Go to the Open tab. Click on the Job which has been completed. The job window of that Job will open. Click on Close.

Click on yes on the confirmation alert. The job is now closed and no more chats are possible. Notifications are sent to all users when a job is closed.

Update a Job

This will allow you to update the details of the job. Click on Save and the job is updated. Notifications are sent to all users when a job update happens.

Job Chat or Team Collaboration.

Go to the Open tab. Click on any job. Click on Chat. The job chat window will open.

This will list in chat format all that happened on that job. It shows all the job events – open, assign, accept, complete and close, any chat sent by any staff on that job and all images that the users have uploaded for that job. Notifications are sent to all users when any event, chat or image is uploaded on any job. This is an easy way to let any user be informed as to what’s happening on that specific job.

Accepting a job on the web ON BEHALF OF SOMEONE

Go to the Open tab. Click on the Job which has been assigned to someone else. The job window of that Job will open. Click on Accept.

The job is now accepted by you ON BEHALF OF SOMEONE ELSE. Open the chat window to see the resulting chat message. Notifications are sent to all users when a job is accepted by a user.

Completing a job on the web ON BEHALF OF SOMEONE

Go to the Open tab. Click on the Job which has been accepted by someone else. The job window of that Job will open. Click on Complete.

The job is now completed by you ON BEHALF OF SOMEONE ELSE. Open the chat window to see the resulting chat message. Notifications are sent to all users when a job is completed by a user.

Editing a Scheduled job

Go to the Scheduled Job Tab. Click on Edit. The scheduled job window will open. Make the changes to the job. Click on Save.

Deleting a Scheduled job

Go to the Scheduled job tab. Click on Edit. The scheduled job window will open. Click on Delete. Click on Yes on the confirmation alert. The job is deleted.

Viewing and Editing Scheduled jobs on a Calendar

Go to the Scheduled job tab. Click on “Show in Calendar”. There are 3 views – daily, weekly and monthly. All your scheduled jobs will be listed in the calendar. You can now drag and drop any job to any date and time on the calendar.

Creating new users

Only primary users – the user that created the domain – have access to user management. Click on User Management in the dropdown on the top right corner of the app. This will list all users in the application. Click on Add users. Enter First name, Last name, Email ID – which is also the user ID and the mobile number of the user. Click on Save and the user is created. The user will now receive a mail providing directions as to how to access and enter the application.

Similarly, in the mobile app, the user management screen can be accessed from the Settings tab.

Deleting users

Only primary users – the user that created the domain – have access to user management. Click on User Management in the dropdown on the top right corner of the app. This will list all users in the application. Against each user, there is a “Deactivate” button. Click on that button and the user is deleted from the application. If the user is already logged in and if the user tries to access the application again, the app will force him to log out.

Similarly, in the mobile app, the user management screen can be accessed from the Settings tab.

How do I get my support queries addressed?

We have a 24X7 Web based chat support available for our customers. Just click on the chat window at the bottom right corner of our home page at www.getmymessage.co and get your queries answered.

Where do I send an email to address my technical queries?

You may also send your technical queries at our Email - help@getmymessage.co.

Where do I send an email to address my sales or any queries relating to the packages?
You may also send your sales related queries at our Email - sales@getmymessage.co