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Updated on November 23, 2023

Presence

Estimated reading: 5 minutes

Communicator brings a unified presence synchronized across all your devices (desktop, mobile, and Web).

For a user currently online, you can see whether they are connected via Desktop, via Mobile, via Web, or even all three.

For users who are not currently connected, you can see how long ago their last activity was, in order to better understand their availability. For example, if you see that the user was last seen a few minutes ago, you can assume they will likely be able to answer your calls/messages.

On the other hand, if a user has not been seen for a few days, this may indicate that they have limited availability and are away from the office. 

The user's presence and availability are represented by the icon visible at the bottom right of their avatar. 

Details about a user's presence are displayed in a tooltip after hovering in the grid and list view. 

The tooltip contains information such as: the device the user is connected to, their last activity, their status message and their phone status (idle, on call, do not disturb, etc.).

Possible statuses

The status icon indicator can be one of the following:

The user is currently online and available.

The user is currently on a phone call.

The user is currently online and their status is set to Busy.

The user is currently online and has set their status to Do Not Disturb.

This icon has several meanings:

  1. The user is currently online and has set their status to Away.
  2. The user is currently connected via the desktop, but is away from their desk.
  3. The user is not currently connected, but their last activity was less than N hours ago, where N represents the value that depends on the settings defined on the server (for example, 8 hours, 15 minutes, etc.).

The user has not been active during the last N hours.

Change your status

You can choose your own status by clicking the status icon at the bottom right of your avatar in the main window, or by clicking the status bar icon.

A menu will appear and you can choose between:

– Available

– Busy

– Do not disturb

– Away

– Status set by the administrator

– Custom status

The PBXware administrator can add statuses via the PBXware GUI and these will appear as an option in the menu for all users. For example, an administrator could add the status Lunch break so that users can easily inform others when they are on their lunch break and are not at their desk.

You can also set your own custom status and write any message to describe your current availability. For example, if you need to attend a meeting and are not available to answer calls or messages, you can choose Custom status… in the menu, select Busy in the drop-down list and enter In meeting as a message. This informs all other users that you are busy and are currently attending a meeting. This allows all users to have a better understanding of everyone's availability, since each user can enter a custom message to describe their current availability.

After choosing one of the statuses, you must also specify the status expiration. This allows you to let the application restore your status to Available after a certain period of time. Using the example mentioned above, you can set your status to Lunch break upon the expiration of one hour. This way, when you return to the office, you won't have to think about resetting your status to Available since the application will do it automatically for you.

When setting the status expiration, you can choose between:

– Today
– 1 hour
– 2 hours
– 4 hours
– 8 hours
– 12 hours
– 2 days
– 5 days
– This week
– Always

Do Not Disturb status

Set your status to Do Not Disturb (including custom statuses Do Not Disturb) disables chat notifications, conference join notifications and notifications informing you that someone logged in via desktop. 

This allows you to easily eliminate distractions during an important part of the day when you need to focus fully on the task at hand. Note that this overrides the settings in the section Alerts inside the window Preferences.

Out of office

When there is no user activity on your computer for a certain time, Communicator can inform other users that you are away from your desk. 

This can be configured by clicking the status icon next to your avatar in the main window, hovering over Set out of office wheninactive and by choosing the desired option.

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