So you just got your team to hop on HipChat (awyeah), and now you’re in charge of making sure everyone is riding the train. Congratulations—you’re a HipChat owner! So…what now? How exactly do you get things started? Follow us along.
First of all, what is an owner?
For each HipChat group, there is a single owner who has all permissions in HipChat and can assign roles and restrict some features to administrators. This is typically the person who first set up HipChat for your team, though the owner can pass the reins to someone else and make them the owner instead.
Let’s also clarify a few other terms you’ll see in this post:
- Owners have full billing and administrative control over their HipChat team, including managing users.
- Administrators have access to the group administration features in HipChat and can control all users except the owner. They can manage users and rooms, enable or disable features, and view history of all rooms.
- Delegated administrators can help manage users and certain rooms over which they’ve been given control, and can manage users at their level or below.
- Users can use HipChat to chat, share files, manage their notifications, use integrations, and more. There are some things they can do by default, like creating rooms, that admins can choose to disallow.
- Group refers to everyone in your organization who uses HipChat. You may also call it your “HipChat team”.
If you created the HipChat team and haven’t changed any settings, then you are the owner. Now let’s get started!
1. Set up the basics
First, head to your Account Settings. From the HipChat web or desktop app, click your profile picture in the top right corner and click your name (or just sign into hipchat.com). This will open up a new browser or tab with your Account Settings, which will look like this:
At the very top, you’ll see options for both your own account settings—My account—and that of your team—Group admin. Head to your Group admin section.
The first tab you’ll see under the Group admin dashboard is Info. This holds the most basic information about your team—your team name and subdomain, who the owner is, and your group avatar.
Check your group’s name, subdomain, and owner
Your group name helps people you invite recognize your HipChat team. If you’re not happy with the one you originally chose, easily change it under Group admin > Info.In this section, you can also change your subdomain and the group owner—but remember, there can be only one…
Add a group avatar
In addition to making HipChat feel like it’s your own, a team avatar helps you know at a glance which team you’re on, which is helpful when you have multiple accounts.
To do so, just click Upload avatar, choose the file, and you’re done!
2. Choose group preferences
Now let’s head to the Preferences tab. Here you can set permissions and data management.
Check group permissions
You can decide what administrators, delegated administrators, and users can and cannot do in HipChat.
Who can create rooms? Delete chat history? Modify room integrations? Manage emoticons? You decide!
Set data management and history retention
Now head over to the Data Management section where you can make decisions about the amount of file storage you want (unlimited for HipChat Plus and 5GB for HipChat Basic) and chat history retention.
By default, HipChat retains all chat history for your group. You can instead choose to retain chat history by age (from 7 to 365 days) or delete any chat messages, files, and links older than the age you specify. Or you can choose to retain no chat history at all.
In the History retention field, select how much chat history you want to retain for your group, then click Save.
Administrators can, however, override this setting in individual rooms, so rooms can retain more history. Just go to Group admin > Rooms, click the name of the room in which you want to set the retention, and go to History retention…
…then select how much history you want to retain in that room, and click Save.
3. Invite your team
Now that you have HipChat all set up, it’s time to bring your teammates on board.
The easiest way to invite your team is through the desktop and web apps. Click Invite your team in the top-left corner (next to the New chat button). Then type your teammates’ emails into the prompt, separated by commas or spaces, and click Add.
They’ll then get emails inviting them to join your HipChat team.
But everybody has their own preferences for how they do things, and we’re all about giving you choices—so there are multiple ways to invite people to use HipChat, too. In addition to the above, you can also:
- Log in to HipChat.com, go to Group Admin > Users > Add, enter their details, select their role, and click Add User.
- Send an invite URL so people can sign up themselves. Log in to HipChat.com, then go to Group Admin > Info > Invite URL to grab the URL, disable the URL when it’s no longer needed, or generate a new URL.
- Add users from your Google Apps user directory.
- Use the HipChat API to create user accounts programmatically.
- Add users via your organization’s user directories, including popular LDAP directories, Active Directory, Crowd, and JIRA applications, with HipChat Server.
- Use your organization’s SAML 2.0 identity provider, such as OneLogin, Okta, and Active Directory Federation Services, to enable single sign on in HipChat Server.
If you’re on HipChat Server, make sure your teammates know how to download the HipChat apps.
And whether you’re using Server or Cloud, send them the Getting Started guide—so they, too, can make HipChat their own. Make sure you read it, too! It’ll tell you everything you need to know about file sharing, group chat, group video chat, emoticons, and more.
Now you have pretty much everything you need to get rollin’ along. Log in and give it a go—you’ve got this!