PostaOfis Chat: Corporate Messaging

What Is PostaOfis Chat?

PostaOfis Chat (kurumsohbet) is a full-featured corporate messaging system that runs embedded inside your webmail interface. Users click the chat bubble in the corner of webmail and, just like in popular messaging apps, chat one-to-one, talk in department groups, share files and receive announcements.

The difference is fundamental: the system needs no separate app, no separate account and no separate server, and it doesn't take your data outside the organization. It's part of the webmail your staff already open every day.

Why It Suits Municipalities and Organizations

In many organizations, internal communication runs either through personal WhatsApp accounts (uncontrolled, with personal and work mixed together) or through overseas cloud services (data held abroad). Both carry serious risks for public institutions. PostaOfis Chat fills this gap:

GDPR & Data Privacy

For public institutions and municipalities, where internal messages are stored is a critical legal responsibility. PostaOfis Chat is designed to be secure on this point from start to finish.

Comparison of Internal Communication Options

Below, common internal communication options are compared on the points that matter to a public institution. Standard webmail software has no built-in chat; usually a separate chat server is installed and connected through a plugin — which means a separate server and separate administration.

User Side — All Features

Users enter the system from the chat bubble in the corner of webmail. Everything a user can do is described in detail below.

Real-Time Infrastructure (WebSocket)

PostaOfis Chat delivers messages instantly — there's no need to refresh the page. The system opens a WebSocket connection, and messages, read receipts and the "typing…" status stream live.

Along with this come live indicators: contacts' online dots (updated instantly), read receipts (✓ delivered / ✓✓ read), the "typing…" indicator and unread message counters.

Profile — Your Identity

You decide how you appear in chat: display name, title, avatar and department/unit.

Avatar chain: If you upload an avatar, your file is served securely from the organization's server with a signed token (there is no public URL). If you don't upload one, a colored badge with your initials is generated automatically — so everyone always has an avatar.

Theme and Layout

Each user personalizes the chat window to their liking; the choice applies instantly and affects only that user.

• 6 themes: Corporate (Aurora), Blue, Green, Burgundy, Night (dark) and Light.
• 4 layouts: *Classic* (single panel), *Side by side* (list + chat like WhatsApp — widens automatically in a large window), *Spacious* (large) and Custom.
• Custom layout: You set the list width with a slider (up to ≈320px) and adjust message density by hand. Your preferences are saved on your device.

The administrator sets a default theme/layout for the organization; users can apply their own preference on top of it and reset it at any time with "back to administrator default".

Messaging and Groups

From the list on the left, you chat one-to-one with a person, with a group or with a department group. Press Enter to send and Shift+Enter for a new line.

Group management: You create new groups (adding several people), add members from the group info screen, and leave groups. Department groups, on the other hand, are created automatically from the departments the administrator defines (see "auto-group by department" below).

Editing and Deleting Messages

• Editing messages: You can edit a message after sending it; the message then shows an "edited" label.
• Deleting messages: You can delete your own messages (with confirmation). A deleted message disappears from the chat, while the moderation record is kept on the administrator side.

Replies, Mentions and Reactions

File and Image Sharing

You add images, documents and files to the chat — up to 12 files at a time. There are three ways: pick them with the paperclip button, drag and drop them, or paste them from the clipboard. Images are sent with a small preview; the file size limit is set by the administrator.

Saved Messages, Reminders and Forwarding

Pinning Chats and Messages

• Pinning chats (📌): Pin a chat you use often to the top of the list (personal to you; press again to unpin).
• Pinning messages: Pin a message to the top of a chat; everyone in that chat sees it. A pinned message bar appears at the top; click the message in the bar to jump to it, and move between pinned messages.

Muting and Two Kinds of Search

• Muting (🔕): Silence a chat's sounds and notifications (per member, applied on every device); the unread counter still works. The 🔕 on a list row shows you which chats are muted.
• Global search (people/messages): From the box above the list, search both people/chat names and message content across all chats; click a result row to go to that message.
• In-chat search (🔍): Search the full history of the open chat for a word and move between matches with the ˄ ˅ arrows; a counter shows the total number of matches, and history loads automatically for older matches that aren't on screen.

Media Gallery and Lightbox

The Media & Files tab on the contact/group info screen gathers every image and file shared in that chat on one screen. Click an image to open a full-screen gallery (lightbox); browse with ◀ ▶ or ← →, download with ⬇, and close with Esc.

Notifications: Sound, Desktop and Do Not Disturb (DND)

• Sound alerts: A soft alert sound plays for new messages; a more noticeable tone is used for mentions and priority messages (the volume is lowered automatically for back-to-back sounds).
• Desktop notifications: If you grant browser notification permission, you get desktop notifications even when the window is closed; clicking a notification opens the relevant chat.
• Do Not Disturb (DND 🔔): Silence all sounds and notifications with a single click. When you turn it off, the system re-initializes the notification permission and the sound engine. Your preference is saved on your device.

Announcement Channel

A special channel (📢) through which authorized people send one-way announcements to everyone. Regular users can only read; users without permission don't see a message box at all, just a "read-only" note in its place. Only the people the administrator designates can post here. It's ideal for delivering important organizational information to all staff at once.

All User Features — Quick Reference

A summary of every feature, including those not shown in the screenshots:

Window Management and Export

You can drag the chat window by its title bar, resize it from the corner, switch to full screen and back, or pop it out into a separate window (pop-out / PiP) — the chat stays open while you move around webmail. The window position and size are remembered. You can download an entire conversation as text (.txt) or print it as PDF for your archive (if the administrator disables export, these buttons are hidden).

Built-In User Guide

Inside the chat window there's a searchable User Guide (Getting Started, Messaging, Edit & Manage, Find & Browse, Announcements & Notifications, Window & Export). Users can learn every feature here without asking the administrator; the guide window's colors match the user's theme.

Admin Panel — Chat Management

It's managed in the panel under SERVICES → Chat Management. Each account manages chat only for its own domains; no other organization's data is visible.

Top tabs: Dashboard · Settings · Messages · People · Files · Log

📊 Dashboard

It summarizes the number of users, people online, total chats, message counts (last 30 days / total), deleted messages, file count/size and chat status. Below, the most active people and recent activity are listed.

⚙️ Settings

All appearance and feature switches are here.

General: Turn chat on/off, bubble position (bottom right / bottom left), default theme and layout.

Features (can be turned on and off): File/image sharing, emoji, read receipts, "typing…" indicator, group chat, conversation export.

Limits: Upload limit (MB) and retention period (days; 0 = unlimited).

User Profile & Departments: Name + department requirement, how departments are chosen (free text / pick from a list), the department list (e.g. Private Office, Public Works, Municipal Police, Zoning and Urban Planning, Financial Services…), auto-group by department (a group is created automatically for each department; when users select their department they join that group, and when their department changes they leave the old one) and the department group icon.

Announcement Channel: You set up the announcement channel and choose the people who can post announcements to it.

💬 Messages (Moderation)

You see the list of chats and messages — including deleted ones. You can delete a message, restore it or delete it permanently. Use search to find content. Every action is written to the audit log.

The system also distinguishes message types: text, image, file and system messages (events such as joining/leaving or chat creation), as well as the context a message belongs to (one-to-one / group / announcement). This keeps the moderation screen from mixing ordinary messages with automatic system events.

👥 People

You keep track of users and, when needed, block a person or unblock them again.

📎 Files

Lists all shared files; you view, download or delete them via a signed admin link. There are no public file URLs — access is granted only with the administrator's short-lived token.

📋 Log (Audit Log)

Keeps an audit log of all moderation actions and message events; it can be exported as CSV. It's a critical record for GDPR audits and organizational accountability.

Municipal / Organizational Use Cases

Frequently Asked Questions