Article summary: This guide explains how to identify the real-time availability and last active status of your colleagues within the Speakap chat interface, as well as how to use administrative tools for deeper engagement insights.
1. Understanding Online Status Indicators
On the desktop version of Speakap, you can view the live status of users through color-coded dots appearing in your chat list and individual conversation windows.
There are four primary statuses a user can have:
- Online (Green dot): The user has Speakap open and is actively using the platform or has it open in an active browser tab.
- Inactive/Background (Grey dot): The user has a session established but has been inactive for a period of time, or the Speakap tab is currently in the background. This indicates they are reachable but not currently looking at the platform.
- Do Not Disturb (Red dot): The user has manually enabled "Do Not Disturb" mode. In this state, you cannot see if they are currently active or when they were last seen.
- Offline (No dot): The user does not have a Speakap session open.
2. Status in Group Chats
In group conversations, the interface provides a summary of activity rather than individual dots on the main list:
- Header Summary: The top of the chat displays the total number of members and how many are currently online (e.g., "3 Members, 1 Online").
- Individual Member Status: To see the specific status for each person in a group, click the Details button in the top right corner to view the full member list with their individual status indicators.
3. Checking the "Last Online" Timestamp
Whenever you open a one-on-one chat conversation with a colleague who is not currently active, you can see a timestamp of when they were last online (e.g., "last seen 10 seconds ago").
Note: This timestamp is hidden if the user has enabled "Do Not Disturb" mode to protect their privacy.