Summary: This guide explains how to see whether your colleagues are online right now and when they were last active in the Speakap chat. It also points administrators to the Activity Record for longer-term engagement insights.
Online status indicators
On the desktop version of Speakap, you can see the live status of users through color-coded dots in your chat list and individual conversation windows.
There are four 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 or background (grey dot): The user has a session open but has been inactive for a while, or the Speakap tab is in the background. They are reachable but not currently looking at the platform.
- Do Not Disturb (red dot): The user has manually turned on Do Not Disturb. 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.
Status in group chats
In group conversations, the interface shows a summary of activity rather than individual dots on the main list:
- Header summary: The top of the chat shows the total number of members and how many are currently online (for example, "3 Members, 1 Online").
- Individual member status: To see the status of 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.
The "last online" timestamp
When you open a one-on-one chat with a colleague who is not currently active, you see a timestamp of when they were last online (for example, "last seen 10 seconds ago").
Note: This timestamp is hidden if the user has turned on Do Not Disturb, to protect their privacy.
For administrators: the Activity Record
Chat indicators show real-time status. If you are an administrator and want long-term insight, the Activity Record tracks when users were online and for how long, which platform they used (desktop, iOS, or Android), and how much time they spent on Speakap over a day or custom period. See Activity Record and Control for the full details.
Also, some organizations decide to compensate their employees for the app use up to a maximum per pay period.
Still stuck?
Email us at support@speakap.com with your network name and a short description of what you are seeing, and we'll help you out.