Guides with tag, Conversations

Public vs. PrivateEvery conversation is either public or private.Public — anyone with the link can view it.Private — only people who have been added as participants can see it.The default depends on your account settings, but you can change it on any conversation.ParticipantsA participant is someone added to a conversation. They can post messages and receive notifications.Being the account owner does not automatically make you a participant in every conversation. Each conversation has its own participant list. You need to be added — or add yourself.Account owner: viewing conversations you're not inAs the account owner, you can turn on "View all public conversations" in your conversation list settings.     This lets you see all public conversations in your account — even ones you haven't joined.Two things to know:Private conversations are not included — you won't see those unless someone adds you.Once you click into a conversation, you are automatically added as a participant and will be visible to others in it.Managing accessTo add someone to a conversation → open the conversation → Settings Modal → People panel → Participants     To change public/private → open the conversation → Settings Modal     To set a default for all new conversations → Account Settings → Conversations & Messages      

Clarityflow sends two kinds of notifications per conversation:New message notification — sent when a new message is posted in a conversation.Message played notification — sent when someone plays (watches/listens to) a message in a conversation.Both are on by default.For coaches, these two notifications cover the core back-and-forth of async work: you know when a client has responded, and you know when they've actually watched your message — useful for following up if someone goes quiet.Three levels of controlNotifications can be configured at three levels, from broad defaults down to a single person in a single conversation.1. Account level (default for all new conversations)Sets the default notification behavior for every new conversation created in your account. Use this to establish a baseline that makes sense for how you typically work with clients. Go to: Account Settings → Conversations & Messages → Privacy & Access     2. Conversation level (override for all participants at once)Changes notification settings for one conversation — applies to all participants in that conversation. Useful when one conversation needs different rules than the rest, like a busy group thread where you want to reduce notification volume for everyoneGo to: Open the conversation → Settings Modal → Settings → Notifications     3. Per-participant level (override for a specific person in one conversation)Turn notifications on or off for a specific participant in one conversation — useful when someone's role in that conversation has changed and you don't want them receiving every update.Go to: Open the conversation → Settings Modal → People panel → Select participant → Settings     Turning off notifications for yourself globallyIf you want to stop receiving notifications for yourself across all conversations, that is managed through your personal profile — not the conversation settings.Go to: My Settings → Notifications     Note: You cannot change another participant's personal notification settings on their behalf. Each person manages their own global preferences from their own profile.Where to manage notificationsWhat you wantWhere to goDefault for all new conversationsAccount Settings → Conversations & Messages → Privacy & AccessTurn on/off for all participants in one conversationConversation → Settings Modal → Settings → NotificationsTurn on/off for a specific participant in one conversationConversation → People → Select participant → SettingsTurn off for yourself across all conversationsMy Settings → Notifications  

How Conversation Replies WorkClarityflow conversations have two ways people can participate:Top-level messages — new posts in the main conversation (like starting a new topic).Thread replies — responses tucked under a specific message (like commenting on one of your videos).This guide explains who can do what, and how the settings work together. If you've ever wanted clients to respond to your content without taking over the conversation, these are the settings that make that possible.Who this applies to: The rules below are mainly for clients and guests. Team members on your account can always post messages and replies, even when these settings are restrictive — so you can still coach and manage the conversation without getting locked out.Why coaches use these settingsMany coaches use Clarityflow for async coaching: clients watch a video, reply with questions, and you respond when it works for you. These settings let you shape that flow — for example, keeping a course structured so clients reply to your lessons without starting unrelated new topics, or closing a conversation cleanly when a program has ended.What you can controlThere are three settings that control how replies work in a conversation. The master switch controls whether the conversation is open at all, a second setting limits clients to thread replies only, and a third lets you close replies on one specific thread without affecting the rest.When Messages open is ONClients can post both top-level messages and threaded replies, unless a specific thread has replies closed — then they cannot reply in that thread.For example, if you run an open coaching conversation where clients can ask new questions anytime and reply under your weekly check-in videos, this is the default setup for that.     When Messages open is OFFClients cannot post anything — no top-level messages and no thread replies. This overrides everything else, even if other settings are turned on.For example, if you've finished a program and want the conversation to stay visible as a record, turning Messages off keeps it accessible to everyone. You can still add messages as the coach, but clients cannot post anything new — making it a clean record of the engagement.     When all three are ONMessages openAllow replies in threads but not top-level messagesThat thread's replies are open       Clients cannot post new top-level messages, but can reply inside open threads. This is the most common setup for structured courses or group programs — clients respond under your lesson videos without driving the main conversation.When Messages open + "threads only" are ON, but every thread is closedClients cannot post top-level messages or replies anywhere — there is no open thread to reply in. This can happen at the end of a cohort when you've closed replies on every lesson thread. Clients won't see anywhere to post until you reopen at least one thread.     Priority (what wins)Messages closed → blocks everything for clients.A specific thread closed → that thread blocks replies, even if conversation-level settings would otherwise allow them.Threads only → only applies when Messages open is ON; limits clients to thread replies only.For example, if you have "threads only" enabled for a group program but close replies on Week 1's thread because that module is done, clients can still reply under Week 2's video but not under Week 1 — without changing any other program settings.Quick referenceSetupCan clients post a new top-level message?Can clients reply in a thread?Messages openYesYes (if thread is open)Messages closedNoNoMessages open + threads onlyNoYes (in open threads)Messages open + one thread closedYesNo in that thread; yes in othersMessages closed + thread openNoNoWhere to change theseSettingWhereMessages openConversation → Settings Modal → Settings → AdvancedThreads only — for one conversationConversation → Settings Modal → Settings → AdvancedThreads only — for all new conversationsAccount Settings → Conversations & Messages → Display & ThreadingThreads only — for a courseCourse → Course Settings → Course ConversationsClose one threadThread settings → Prevent replies / Allow replies       If you're unsure which setting to use, start with the conversation-level controls — they give you the most flexibility without affecting the rest of your account. And remember, as a team member you can always post into a conversation regardless of how these settings are configured, so you won't get locked out of your own client work.  

What tags are (and what they are not)Tags are labels you add to conversations (and to templates in your Library) so you can organize and filter your work. They are for you and your team — clients do not see or manage tags.Tags are not the same as @mentions. If you type @ in a message to notify someone, that is a mention — it alerts that person inside a conversation. Tags do not send notifications and are not written inside message text.If you use contact custom attributes on the Contacts page, those are separate from conversation tags too.Why coaches use tagsWhen you have many client conversations, tags help you group them without renaming every thread. Common examples:By client type: VIP, Group program, 1:1By stage: Onboarding, Active, AlumniBy offer: Course – Spring, Intake – WebsiteClick a tag in the sidebar to see only conversations with that label — useful when you want a focused list before a coaching day or when handing off to a team member.Conversation tagsCreate a tagThere are two ways to create a tag:In the left sidebar, expand the Tags section under Conversations and select New tag.     From your conversations list, click the three-dot menu on any conversation and select Tags — from there, you can create a new tag and apply it to that conversation at the same time.     Apply tags to a conversationIn that conversation's Settings → Tags, select one or more tags. A conversation can have multiple tags. Tags also appear on the conversation in your list/grid view so you can scan them quickly.     Filter conversations by tagGo to Conversations.In the sidebar, expand Tags.Click a tag name to show only conversations with that tag.Click again (or clear filters) to return to the full list.     Auto-apply tags from an Intake PageWhen someone submits a response through an Intake Page, Clarityflow can automatically tag the new conversation that gets created. This means you don't have to manually tag each new inquiry — it's handled as soon as the form is submitted.Where: Intake Page editor → Options → Apply tag(s) to responsesYou need at least one conversation tag created first before this option is available.     Tags in WorkflowsWorkflows can add or remove conversation tags automatically when something happens — for example when a conversation is created, a message is posted, a form is submitted, or a task is completed. This is useful for keeping your conversation list up to date without manual work. For example, when a client completes an onboarding form, a workflow can add the tag Onboarded and later remove Onboarding when they post their first reply.Where: Workflow step type → Add a tag to this conversation or Remove a tag from this conversationYou must have conversation tags set up before these steps appear.     Tags in your Library (templates)There are separate tag lists for organizing message templates and thread templates in the Library. These tags only filter templates — they are not applied to live client conversations. If you have a growing library of reusable messages, tagging them by purpose (Welcome, Check-in, Offboarding) makes it easier for you and your team to find the right template quickly.Where: Library sidebar → Tags (under message or thread templates)       Quick referenceTag typeUsed onPurposeConversation tagsLive conversationsFilter and organize client workMessage template tagsLibrary message templatesOrganize reusable messagesThread template tagsLibrary thread templatesOrganize reusable threads@mentionsInside message textNotify a specific personWhere to manage tagsWhat you wantWhere to goCreate or edit conversation tagsConversation → Settings → Tags, or Conversations sidebar → TagsTag a conversationConversation → Settings → TagsFilter by tagConversations → sidebar → TagsAuto-tag intake responsesIntake Page → Options → Apply tag(s) to responsesAdd/remove tag in automationWorkflow → Add/Remove tag stepOrganize templatesLibrary → Tags