Help

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How to setup your account and profile?

The first step is to upload a profile picture and complete your brief bio and contact info. An accurate profile picture is super important to help your teammates quickly recognise who the sender is for each message and it gives the platform a personal touch and makes it more fun to use. Just click on your name in the upper left corner. Then click on “Profile”. Then click on the empty profile picture next to your name. In “Account settings” you can change the name of the company, your password and language. You can also setup if you want to receive email notifications for new messages received when you are offline and for updates on tasks and projects. Make sure to click on the red “Save” button to finalize all changes. Edit Account Setting (ENG) Additionally, you can use your Google account to login to your Hibox account. Simply click on “Sync with Google Account” (see above) and enter your Google email and password. The next time you login you can just click on the button “Login with Google” to access your account.
Important: Make sure to click on the red “Save” button to finalize all changes.
Login with Google (ENG)

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How to invite users?

Click on your name in the upper left corner. Click on “Users”. Insert the email of each person you want to invite to your account. Click on “Invite”. The people you invite will receive an email with a link to create and setup their new Hibox account.
Tip: You can designate other users as Admins so they can help you invite your whole team and create streams for your company’s groups and projects.

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How to create user roles?

In the same “Users” area where you invited the rest of your team you can designate user roles. Next to each user there is a drop down list where you can designate users as Administrator, Manager, Basic and External.
Tip: There is no need to click save, the change is finalized once you select a new role.
Assign User Roles (ENG) You can personalize the permissions that each of these roles has in your Hibox account. Simply click on your name in the upper left corner and then on “Security”. Here you can enable or disable permissions for user roles (ex. make it so that Basic users can’t create groups). Just make sure all the permissions you want enabled for each user group are marked with a check. You can use the External user role to work on projects with your clients, suppliers and any other external collaborators that are important to your business. External users will not be able to see or chat with other external users. You can choose which groups of internal users they are allowed to see and interact with. Just click the groups you want them to be able to see and chat with in “Interact with External”. For example, if you don’t want External users to be able to see “Basic” users in the list of people to chat with just make sure that “Interact with External” is not checked under the “Basic” role. Interact with External (ENG)

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How to create and use streams?

Streams can be used to organize your team in groups, usually either by company area (Finance, Marketing, HR, etc) or by project. You can share messages and documents with streams and use streams to coordinate tasks with your team. On the lefthand sidebar click on the button “+ Create a stream”. In the popup that opens on the righthand side of the screen type the name of the stream, subject (optional) and choose if you want the stream to be private. Private streams can only be seen by the users you specifically invite to them. If not marked as private any user can request to join the stream. Then just click the red “Create” button. Invite users to be members of the stream you just created by clicking on the “+” button next to each user’s name. You can designate other users as Stream Administrators by checking the box “Stream admin” under each user’s name. Stream Administrators will be able to add other users to the group and change stream name. To edit any stream simply click on the stream name on the lefthand sidebar and click on the arrow that appears next to the stream name at the top of the page. You have several options that let you rename the stream, add more members and turn off notifications. You must be an Admin of a stream to be able to edit. Edit Stream (ENG)

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How to use our task management tool?

There are two ways to create tasks: (1) from any stream and (2) from the tasks view.

Creating from streams

To create a task from a stream simply click on the “+” button and then on “Task”. Then simply type the task you want to assign to that stream. If you want to add more details such as due date, priority or assign to a specific user go to the “Task” view by clicking on the task you just created. You can also click on “See all tasks”.
TIP: For a time saving shortcut you can just type “/task” in the chat message box instead of clicking on the “+”. Just type your task and hit “Enter”.

Creating from tasks view

To create a task from the tasks view simply click on “Tasks” on the lefthand sidebar. By default all incomplete tasks will appear for all streams. You can use the filter upper right to just show tasks for a specific stream. Task View (ENG) To create a task just click on “+ Add new task…” below the list of incomplete tasks. Type the task you want to create and hit Enter. You can then add more details like:
  • Due date: click the calendar icon on the righthand side of the task
  • Assign to users: click the “+” with the dashed circle around it to the left of the task
  • Change order of priority: click on the number to the left of the task and drag to new location

How to add task description, comments and attachments

Click on a task and a panel will appear on the lefthand side. You can add a description as well as view a log of all changes made for that task. You can also add comments on the bottom of this same side panel. Click on “ATTACH” to add documents or images to any comment. Task Description and Comments (ENG)

How to create subtasks

Subtasks can be used to divide bigger or more general tasks into smaller more actionable parts. These subtasks can be assigned to users and given a specific due date. Just click on “+ Add a subtask”, type the task you want to create and hit Enter.

How to create recurring tasks

You can create recurring tasks by clicking on the calendar icon on the righthand side of tasks. Tasks can be set to repeat automatically either daily, weekly, monthly or annually. Whenever recurring tasks are marked as completed the a task with the next due date is automatically generated according to the recurring time period chosen. Recurring Tasks (ENG)

Closing tasks

To mark tasks as completed users simply need to click the checkbox on the lefthand side of the task. All members of that stream will receive a notification showing that the task has been marked as completed. The creator of the task will have the option to reopen the task if upon review the task was not actually completed.

Deleting tasks

To delete a task simply click on the task from the task view and then click on “Delete” in the righthand panel.

Editing permissions

You can control which users have permission to edit tasks from “Security”. You can make it so that certain groups of users do not have the ability to edit tasks. In “Security” just make sure that any user role that you want to be able to edit tasks has the “Edit all tasks” option checked. Edit Tasks Permission (ENG)

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How to search and filter tasks?

You can search and filter tasks to help you manage projects by clicking on the “Search and filter” box in the upper righthand corner of the task view. From this drop down there are a bunch of useful filters. First you can filter to Show “All tasks created by me” for you to keep track of tasks you created and “All tasks assigned to me” to review what you need to be working on. Second, you can filter by task Status to show only “Incomplete” tasks, only “Completed” tasks or all tasks created. Third, you can filter by Stream to show only the tasks for a specific group or project. Filtering Tasks (ENG) You can also search for tasks by keyword by typing a search term in the box next to the magnifying glass. You can also search within any of the filters detailed above. Search Tasks by Keyword (ENG)

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How to start a videoconference?

You can start a group or private videoconference with a simple click. For private videoconferences simple go your private message stream with the user you want to join your videoconference and click on the camera icon upper right. Videoconferencing Icon Private (ENG) The other user will first need to answer the call by clicking on the green checkmark in the incoming call popup. A new window will open with the live videoconference. Incoming Call (ENG) The other user’s browser may ask for permission to access the computer’s camera. In this case the user just needs to click “Allow” when prompted. You can also start a group videoconference by clicking on any stream and then clicking on the camera icon in the upper righthand part of the screen. All online members of that stream will receive an incoming call popup that will give them the option to join the videoconference. Incoming Call Stream (ENG) Whenever a video call is in progress the camera icon will turn green and will indicate that there is a videoconference currently going on in this stream. Users who were not online at the time the call was made or who were disconnected can click on this icon to instantly join the call. Call in Progress (ENG) While in videoconference mode you can mute your voice or turn off video with the icons indicated below. When you click an icon it will turn red to indicate that it is disabled. In the image below video is disabled. Videoconferencing Icons (ENG) You can also open the chat stream to continue sending messages and sharing files and tasks while you are in the videoconference.
IMPORTANT: For the time being videoconferencing is only compatible with Chrome and Firefox. If you are not able to use either of those two browsers you can download our desktop app for Windows or Mac.

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Search and filter in “Files” view?

You can also search and filter files to help easily find any document that was shared on your Hibox account. Start by clicking on the “Search and filter” box in the upper righthand corner of the “Files” view. You can filter by the following: Which user uploaded the file? Which stream the document was shared in? Filter File View (ENG) You can also search for documents by keyword in the “Search and filter” box. Search Files Keyword (ENG) You can also sort files by type of document, upload date and file name to make sure you can easily find what you are looking for.

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How to integrate external applications?

You can integrate your Hibox account with a variety of external applications including Dropbox, Box, Google Drive and email. Simply click on your name and then “Integrations”.  Click on “Activate” for the external app you’d like to integrate. The page will automatically be refreshed and a new option will appear on the popup menu of attachments you can add to messages. Once you have integrated a file sharing app like Dropbox or Google Drive it is very easy to share your external files in streams in Hibox. Just click on the “+” and select “Dropbox” or “Google Drive”. Then just enter your username and password for the external account and select the file you would like to share. Note: If you are already logged into your Dropbox or Google Drive account you won't need to enter your login information again. For the integration with email click on the “Settings” icon next to “Activate”. Here you can see a list of the custom email addresses associated with each stream in your account. All emails sent to these accounts will be automatically posted in the corresponding stream. You also have the option restrict who is allowed to post emails to streams. Simply put the email addresses of the people you want to be able to post emails to streams in the box below the list of streams (separated by semicolons) and click “Save”. Email Integration (ENG)

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Should I pay for Hibox Pro?

Hibox Pro costs $4 dollars per user per month. But is it worth paying for Hibox Pro? Having a well-connected team and an easy, powerful way to keep track of your team’s projects are two of the biggest keys to a successful business. The investment you make with Hibox Pro is $4 a user a month - which amounts to just over 13 cents a day. This mean that per user you pay less for Hibox in an entire month than that same user spends on his daily two cups of coffee. We are proud to be able to offer such a complete solution at such an affordable cost and our team works round the clock to make sure you have the best experience possible. To take your teamwork to the next level just click on your name and then “Billing”. Enter your credit card details and click “Save”. Billing (ENG)