Direct Messaging & Inbox Management | Planadar Help

Direct Messaging & Inbox Management

Planadar's messaging system helps you build meaningful professional relationships through seamless communication.

Accessing Your Inbox

Desktop:

1. Navigate to Dashboard
2. Click Messages in sidebar
3. View all conversations

Mobile:

1. Tap Menu icon
2. Select Messages
3. Conversations list appears

Quick Access: Click notification bell → Click message notification → Opens conversation directly

Starting a New Conversation

From Attendee Profile

1. Browse event attendees or search directory
2. Click on profile
3. Click Send Message button
4. Compose and send

From Connections List

1. Navigate to Dashboard → Networking
2. View My Connections
3. Click Message on any connection
4. Start typing

After Accepting Connection Request

Auto-Prompt: After accepting a connection request, you'll see:

• "Say hi to [Name]!"
• Pre-filled message template (optional)
• Send or customize message

Composing Messages

Message Best Practices

Professional Messages:

• Start with greeting: "Hi [Name],"
• Reference where you met: "Great meeting you at [Event]"
• Clear purpose: "I wanted to follow up on..."
• Call-to-action: "Would you be available for a quick call?"
• Professional closing: "Best regards, [Your Name]"

Keep it Concise:

• ✅ 2-4 sentences ideal
• ✅ One topic per message
• ❌ Avoid walls of text
• ❌ Don't write novels

Response Time Etiquette:

• Aim to respond within 24 hours
• Set status to "Away" if unavailable
• Use auto-responder for vacation

Rich Text Formatting

Formatting Options:

• Bold: Emphasize key points
• Italic: Add subtle emphasis
• Links: Automatically converted to clickable
• Line breaks: Use Enter for readability

Emoji Usage:

• ✅ Professional settings: Keep minimal (👋 🎉 ✅)
• ✅ Casual networking: More expressive
• ❌ Avoid: Excessive or unprofessional emojis

Attachments (Coming Soon)

Supported Files:

• Documents (PDF, DOCX)
• Images (JPG, PNG)
• Presentations (PPTX)
• Max size: 10MB per file

Managing Conversations

Inbox Organization

Filter Conversations:

• Unread: Messages you haven't viewed
• All: Every conversation
• Archived: Hidden conversations (declutter)
• Starred: Important conversations

Search Messages:

1. Click search icon in inbox
2. Type contact name or keyword
3. Results appear instantly
4. Click to open conversation

Conversation Actions

Mark as Unread:

• Right-click conversation → Mark as Unread
• Useful for "remind me to respond" workflow

Star Conversation:

• Click star icon
• Keeps VIP conversations at top
• Use for: Active leads, important contacts

Archive Conversation:

• Right-click → Archive
• Removes from main view (doesn't delete)
• Find in "Archived" filter

Delete Conversation:

• Right-click → Delete
• Permanently removes (use sparingly)
• Cannot be undone

Notification Settings

Customize Alerts:

1. Go to Profile → Settings → Notifications
2. Toggle Message Notifications
3. Choose:
   • Push notifications (browser/mobile)
   • Email notifications
   • In-app only
   • Do Not Disturb hours

Smart Notifications:

• Grouped: Multiple messages from same person = 1 notification
• Quiet hours: Respect "Do Not Disturb" time
• Priority contacts: Always notify for starred conversations

Message Status Indicators

Delivery Status:

• ✓ Sent (delivered to server)
• ✓✓ Delivered (recipient received)
• ✓✓ Read (recipient opened)

Typing Indicator:

• See when other person is typing
• "... is typing" appears at bottom
• Disappears after 10 seconds of inactivity

Online Status:

• 🟢 Online (active in last 5 minutes)
• 🟡 Away (active in last hour)
• ⚫ Offline (more than 1 hour)
• Privacy note: Can be hidden in settings

Group Messaging (Coming Soon)

Create Group Conversation:

1. Click New Message
2. Select Group Chat
3. Add participants (max 50)
4. Name your group
5. Start messaging

Use Cases:

• Event planning team
• Session speaker coordination
• Volunteer groups
• Sponsor collaboration

Safety & Etiquette

Spam Prevention

Report Spam:

1. Open unwanted message
2. Click ⋮ menu
3. Select Report Spam
4. Provide reason (optional)
5. Contact will be blocked

Block User:

• Right-click conversation → Block
• They can't message you
• Won't see you're online
• Unblock anytime in settings

Professional Boundaries

Do:

• ✅ Keep messages professional
• ✅ Respect response times
• ✅ Use proper grammar
• ✅ Stay on topic

Don't:

• ❌ Send unsolicited sales pitches
• ❌ Spam with follow-ups
• ❌ Share personal/sensitive info
• ❌ Use inappropriate language

Privacy & Security

Encrypted Messages:

• All messages encrypted in transit (TLS)
• Stored securely on Planadar servers
• Only you and recipient can read

Data Retention:

• Messages stored indefinitely (unless deleted)
• Deleted messages removed permanently
• Download conversation history: Settings → Export Data

Tips for Effective Networking

First Message Templates

After Meeting at Event:

"Hi [Name], great meeting you at [Event]! I enjoyed learning about [topic they mentioned]. Would love to stay connected and explore [potential collaboration]. Let's schedule a call!"

Cold Outreach:

"Hi [Name], I noticed we're both attending [Event] and have similar interests in [field]. I'd love to connect and potentially meet up during the conference. Looking forward to it!"

Follow-Up After Exchange:

"Hi [Name], thanks for sharing your digital card at [Event]! I'd love to continue our conversation about [topic]. Are you free for a quick call next week?"

Maintain Relationships

Regular Check-Ins:

• Message connections monthly
• Share relevant articles
• Congratulate on achievements
• Invite to relevant events

Add Value:

• Make introductions
• Share opportunities
• Offer help/advice
• Celebrate wins

Troubleshooting

Messages Not Sending

Check:

1. Internet connection stable?
2. Browser updated?
3. Clear cache and reload
4. Try different browser

Notifications Not Working

Fix:

1. Check browser permissions (allow notifications)
2. Verify notification settings in Planadar
3. Disable "Do Not Disturb"
4. Check device notification settings

Can't Find Conversation

Search Tips:

• Try partial name
• Search by company name
• Check "Archived" filter
• Look in "All" conversations

Keyboard Shortcuts (Power Users)

• Ctrl/Cmd + K: Quick search conversations
• Ctrl/Cmd + Enter: Send message
• ↑ ↓: Navigate conversation list
• Enter: Open selected conversation
• Esc: Close conversation

Success Metric: Aim to respond to 90% of messages within 24 hours for strong networking!