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Chat settings, privileges and message retention

Communication · Updated

On this page
  1. Before you start
  2. The four chat privileges
  3. How to give or take away a chat privilege
  4. How to change the chat settings
  5. What happens behind the scenes
  6. Messages you may see
  7. Tips and FAQ

An administrator decides who may chat, who manages channels, how long messages are kept and how big a file can be. This page lists the four chat privileges and the Chat settings block.

Chat settings, privileges and message retention: chat settings

Before you start

  • You are the owner or a user whose role has Communication Administration for the settings.
  • The property has the licence Team Chat (see Licences for chat); without it no chat privilege has any effect.

The four chat privileges

Privilege (as shown in Assign Transaction Privileges) No. What it allows Given by default to
Access to Communication (chat) 262 See the chat button, read and write messages, start direct chats and groups, use channels you belong to. Every active role
Manage Communication Channels 263 Create, change the rule of, archive and restore channels. Owner and Administrator role types
Cross-app Chat 264 Start chats with, and add people from, linked apps (SunParking, SunPOS). Owner and Administrator role types
Communication Administration 265 Chat settings, the Linked apps screen, delete other people's messages, remove members from groups, run the retention clean-up. Owner and Administrator role types

The owner of the group always passes every check.

How to give or take away a chat privilege

Chat settings, privileges and message retention: assign Transaction Privileges with the list of roles

Click a role in Assign Transaction Privileges to open its privileges.

  1. Open Property Setup > Property Configuration > Configuration > Assign Transaction Privileges.
  2. Click the role name, use Search privileges... and type Communication or Cross-app.
  3. Tick or clear the box, click Save.
  4. Ask the affected users to sign out and in again. Result: with 262 cleared the chat button disappears for that role (the bell stays); with 263 cleared the gear no longer offers channel management. Details of this screen are in Change role privileges.

How to change the chat settings

  1. Open the chat window and click the gear (Channels and settings).
  2. Scroll to Chat settings.
  3. Change what you need and click Save settings.
Field What it does Rules
Chat is on for this property Master switch. Off hides the chat button for everyone, the bell stays. Default on.
Keep messages for (days) Messages older than this are deleted automatically with their files. 7 to 3650. Default 365.
Largest attachment (MB, 1 to 10) Largest file a user may send. 1 to 10. Default 10.
Minutes to edit a message How long the sender can still edit. 0 to 1440. Default 15. 0 switches editing off.
Result: Settings saved. The settings apply at once to everybody in the property.

The switch Chat with linked apps is on the separate Linked apps screen.

What happens behind the scenes

  • Retention: the clean-up runs once a day for each property (the first time anyone opens the app after a server start and every 24 hours) and when an administrator triggers it. It removes expired messages, their files and old notifications; a message deleted by a user is already empty.
  • Privileges are loaded at sign-in; a changed role needs a new sign-in.
  • Channels follow roles: when a role is changed or a user is deactivated, channel membership follows within about 10 minutes.
  • Administrators can delete a message or remove a member for moderation, but cannot read chats they are not in.

Messages you may see

Message (exact text) Why it appears What to do
Settings saved. Saved. None.
A setting value is out of range. A number outside the limits above. Use the limits.
You are not allowed to do that. A privilege is missing. Ask an administrator.
Sign in with your SunAuth account to use chat. PIN-only sign-in. Sign in through SunAuth.
Could not save. The save failed. Retry.

Tips and FAQ

  • Q: I switched chat off; where did the history go? A: Nothing is deleted. Switch it on again and it is all there.
  • Q: Can I give chat only to the front desk? A: Clear Access to Communication (chat) on the other roles.
  • Q: I lowered retention to 30 days; are old messages gone? A: They are removed at the next daily clean-up.