Messages

This guide walks you through the core tasks in the Messages module: opening your inbox, browsing conversations, reading and replying to messages, and using the WhatsApp channel. Messages brings candidate, client, and workflow conversations together so you never have to leave Vitae to follow up.

How do I open Messages?

1. In the left navigation, click the Messages icon to switch to the Messages surface.
2. The page title changes to Messages and you land on the unified inbox.

How do I filter conversations by type?

The left sidebar lists every inbox you have access to. Click a label to filter the conversation list:

1. All — every conversation across all channels shown together.
2. Internal — conversations with teammates inside Vitae.
3. Candidate — messages with candidates.
4. Client — reserved for future client-portal messaging (see note below).
5. LinkedIn — synced LinkedIn conversations (requires a connected account).
6. WhatsApp — inbound WhatsApp replies from candidates.
7. Scheduled — upcoming campaign emails and LinkedIn follow-ups.

The panel header updates to match your selection — for example, choosing Candidate shows the heading “Candidate”, while All shows “All inboxes”.

Tip: Each conversation row in the All view displays a coloured pill — Team (slate), Candidate (green), Client (amber), or LinkedIn (sky blue) — so you can tell channels apart at a glance.

How do I read a message?

1. Click any row in the conversation list. The thread opens in the right panel.
2. If the thread is loading, you will see a “Loading messages” spinner.
3. Scroll up in the thread to read older messages. On external channels (LinkedIn, WhatsApp) a “Load more messages” button appears at the top when there is more history to fetch.

Unread conversations show a small filled dot on the right side of their row in the list. Opening the thread clears the unread indicator.

How do I send a message?

1. Open a conversation (see above).
2. Click into the “type your message…” box at the bottom of the thread.
3. Type your reply. A character counter below the box shows {n}/5000.
4. Press Enter to send, or Shift+Enter to add a new line without sending.
5. The send button (paper-plane icon) shows a spinner while the message is being delivered, then your message appears in the thread.

Tip: The send button is disabled when the box is empty or your message exceeds 5,000 characters.

Attaching a file or image (external channels)

On external channels such as LinkedIn and WhatsApp a paperclip icon appears next to the compose box.

1. Click the paperclip (Attach) button.
2. In the popup that appears, click the image icon (Upload image) to select a file from your computer.
3. A preview of the attached file appears above the compose box. To remove it, click the X (Remove attachment) icon on the preview.
4. Send as normal — the attachment goes with your message.

How do I see a contact’s profile from a conversation?

1. Open any conversation.
2. Click the Toggle profile panel button in the top-right corner of the thread header.
3. A sidebar slides open showing the contact’s name, email, and quick-action buttons:
   • View profile — opens their full Vitae profile.
   • Open LinkedIn — available on LinkedIn conversations; opens their LinkedIn page.
4. Click Toggle profile panel again to close the sidebar.

How do I delete a message I sent?

1. Open the conversation and hover over any message you sent.
2. A trash icon (Delete message) appears on the message bubble.
3. Click it. An inline confirmation appears: “Delete?”
4. Click the check icon (Confirm delete) to remove the message, or the X icon (Cancel) to keep it.

How do I use LinkedIn conversations?

The LinkedIn filter in the sidebar shows conversations synced from your connected LinkedIn account.

If no LinkedIn account is connected:

1. Click LinkedIn in the sidebar.
2. You will see a “Connect LinkedIn” prompt: “Connect an account to sync LinkedIn conversations.”
3. Click Connect and follow the prompts to link your account.

To disconnect your LinkedIn account:

1. Trigger the disconnect option from your account settings or the LinkedIn inbox area.
2. A “Disconnect LinkedIn Account” modal appears asking you to confirm.
3. Click Disconnect (shown in red) to remove the connection, or Cancel to go back.
4. A confirmation toast reads “LinkedIn disconnected successfully” when done.

Once connected, new conversations appear in the list. Use “Load more” at the bottom of the list to page through older threads.

How do I use WhatsApp conversations?

1. Click WhatsApp in the sidebar. The page title switches to WhatsApp.
2. The left panel lists inbound WhatsApp conversations from candidates, with contact name (or phone number), timestamp, and a last-message preview.
3. Click a conversation row to open the thread on the right.
4. Use the “Type a reply…” box to write your response. Press Enter to send or Shift+Enter for a new line.
5. Each message shows a delivery status icon: Sending (clock), Sent (single check), Delivered (double check, muted), or Read (double check, accent colour). A “Failed” label appears if delivery did not succeed.

To archive a conversation, open it and click the archive icon (Archive conversation) in the thread header. Use the “Show archived” / “Hide archived” toggle at the top of the conversation list to show or hide archived threads.

Note: WhatsApp in Vitae is for inbound replies from candidates. Outbound WhatsApp campaigns are managed in Campaigns.

How do I view and manage scheduled messages?

1. Click Scheduled in the sidebar.
2. The “Scheduled messages” page lists upcoming campaign emails and LinkedIn follow-ups.
3. Use the “Search recipient or campaign” box to find a specific entry.
4. Filter by channel (All, Email, LinkedIn) or by status (Scheduled, Paused, Failed, Sent, Canceled, Waiting Connection) using the dropdowns.
5. Summary badges below the filters show total counts by channel and status.
6. Each row shows the recipient, the source step (shown as Step {n} · {campaign type}), the scheduled time, and action buttons:
   • Open — jumps to the campaign source.
   • Pause — pauses the scheduled send.
   • Resume — resumes a paused send.
7. Use Previous and Next at the bottom to page through results.

Tip: Scheduled messages originate from campaigns. To create or edit them, go to Campaigns.

What does the Client inbox show?

The Client filter is reserved for future client-portal messaging. At the moment it always shows “Client conversations coming soon” — no action is needed on your end.

Related guides

• Campaigns — create email and LinkedIn outreach sequences.
• CRM — manage client and contact relationships.
• AI Agent — automate follow-ups and let the Vitae agent handle outreach.
• Integrations — connect LinkedIn, WhatsApp, and other channels.
• Notifications — control how Vitae alerts you to new messages.