Client Chat isn't just for messages. From any work item, you can share three things with your client, and each one arrives in their XBert Capture app:
Share | What your client gets |
Attachment | A file or photo they can open. |
Task | The details of the work item. They can see what's needed and tick off its subtasks. It stays assigned to your team. |
Note | An existing note |
š” Share the task instead of explaining it
If you need something from your client, share the work item and let them tick off the subtasks as they go. You'll see their progress on the work item without chasing them for an update.
Before you start
The client has to be connected to their accounting software. XBert Capture isn't available for clients who aren't connected.
š Read more here: How To: Add Client Files
XBert Capture has to be switched on for that client, or the Client Chat (Beta) tab won't be there.
š Read more here: How To: Turn On XBert Capture for Your Clients
Open the share menu
Open the work item and click the Client Chat (Beta) tab.
Click the + button to the left of the message box. Hover over it and you'll see Add attachment or share task.
What would you like to share? opens. Choose Attachment, Task or Note.
ā ļø Your client sees whatever you share
The card, the overview, any attachments you tick and your comment all become visible to them. Check the task before you send it.
Share a file or photo
In What would you like to share?, choose Attachment.
Pick your files. You can choose several at once.
Up to 5 files per message, each up to 20MB.
Photos and images (JPG, PNG, GIF, WebP), PDFs, Word and Excel documents, plain text and CSV files, Zip files and MP4 video.
Check them in the preview window. The counter at the top, for example 1 / 3, shows which one you're looking at. Click the thumbnails to move between them, or the + tile to add more.
To say something about them, type it into Add a message (optional)...
Click Send, or Cancel to start again.
š” Each file arrives on its own
Send three files and your client gets three separate messages, so they can open each one. If you added a message, it sits with the first file.
If a file won't go through, the message tells you why, for example that it's over the size limit, the type isn't supported, or you've already attached five.
Share a task
The task you share is always the work item you're on, so make sure you've opened the right one.
In What would you like to share?, choose Task.
The Share Task window opens, with your client's name in the heading and a preview of the task.
If the task has attachments, tick the ones to send under Include Attachments (Optional). Use Select All or Deselect All, or leave them all unticked to send just the task.
Add a comment under Add a Comment (Optional) if you want, up to 500 characters.
Click Share Task. Back returns to the share menu, and Cancel closes without sending.
ā ļø Sharing isn't assigning
Sharing a task sends your client a copy of its details in the chat. It doesn't assign the task to them. The work item stays with whoever it's assigned to in your team, and keeps its due date and status. Your client can see the task and tick off subtasks, but it's still your team's job to manage and complete it.
Your client gets a Shared Task card showing the task's status (Active, Fixed or Completed), its title and overview, and a View Task button. Your comment sits underneath.
š” What your client can do with it
When your client taps View Task, they see the task's title and due date, its subtasks with a progress count, and any attachments you included. They can tick off subtasks as they go, and those ticks show on the work item in XBert, along with who completed each one.
Share a note
In What would you like to share?, choose Note.
Share a Note opens, with your client's name in the heading and their public notes listed, newest first.
Find the note. Type in Search notes... to narrow the list, and click the eye icon to read a note before you send it.
Click the note to select it.
Add a comment under Add a comment (optional) if you want, up to 500 characters.
Click Share Note.
Your client gets a Shared Note card with the note's title and content. Your comment sits underneath.
If you see No public notes available, that client doesn't have any notes marked public yet
What's next
Need help?
If you have any questions, our support team is here to help!
Reach out via the chat widget on the bottom left of your XBert screen (Help), or email us at support@xbert.io