---
title: "Messaging"
description: "Talk with your leads, clients, peers, teams and projects in one place. Share photos and files, reply, edit, search, and report or block someone."
last_updated: "2026-10-21"
lang: "en"
canonical: "https://matchai.co/docs/guide/messaging"
---
# Messaging
> Talk with your leads, clients, peers, teams and projects in one place. Share photos and files, reply, edit, search, and report or block someone.
Source: https://matchai.co/docs/guide/messaging
Every conversation you have in Matchai lives next to the people or the deal it is about. A chat with a buyer sits with that buyer in your contacts. A chat about a deal sits in that deal's project. You never have to wonder which app a conversation happened in.
## Where your conversations are [#where-your-conversations-are]
| Where | What it holds |
|---|---|
| **Leads**, **Clients**, **Peers** | One conversation with each of your contacts. See [contacts](https://matchai.co/docs/guide/contacts). |
| **Teams** | One chat per team. Everyone on the team is in it, and joins it automatically when they join the team. See [teams](https://matchai.co/docs/guide/teams-and-projects/teams). |
| **Projects** | Several chats per project, grouped in sections. A new project starts with one chat for your client and one for your team. See [projects](https://matchai.co/docs/guide/teams-and-projects/projects). |
If you group your conversations under **Messages** in the workspace menu, all five sit there together.
The people you talk with see the same conversation on their side, under **Messages**. Visitors with no account can write to you too. See [guest conversations](https://matchai.co/docs/guide/messaging/guest-conversations).
## Start a conversation [#start-a-conversation]
- **With a contact**, select them in **Leads**, **Clients** or **Peers**. To add someone new, see [add a lead](https://matchai.co/docs/guide/contacts#add-a-lead) or [add a peer](https://matchai.co/docs/guide/contacts#add-a-peer).
- **From a listing**, visitors press the message button on your listing, and the conversation arrives in **Leads**.
- **With a team**, create the team. Its chat is ready straight away.
- **In a project**, right-click (or press and hold on a phone) an empty part of the project's chat list and choose **Create new chat**. Enter a **Chat name** and choose **Create chat**. **Create new section** groups chats together.
A conversation with nothing in it yet shows **Start the conversation**.
In a project, only the owners and admins of a chat can add people to it. See [roles and permissions](https://matchai.co/docs/guide/teams-and-projects/roles-and-permissions).
## Send photos, files and more [#send-photos-files-and-more]
Select the **+** button beside the message box (**Add an attachment**), then choose:
| Option | What it sends |
|---|---|
| **Gallery** | Photos from your device. |
| **Camera** | A photo you take now. On a phone only. |
| **File** | Documents, videos and audio files. |
| **Location** | Where you are now, as a **Shared location** card. On a phone only. |
| **Request appointment** | A request for an appointment about a listing. See [appointments and viewings](https://matchai.co/docs/guide/calendar/appointments-and-viewings). |
On a computer, you can also drag files into the conversation: **Drop files to send**. Anything you type before sending becomes a caption on the photos or files.
You can send up to 20 files at once. Each photo can be up to 10 MB, each document or audio file up to 25 MB, and each video up to 50 MB.
Everything shared in a conversation is gathered in its details panel, under **Media**, **Files** and **Links**, and in [Matchai Cloud](https://matchai.co/docs/guide/cloud).
### Voice messages [#voice-messages]
When the message box is empty, the send button becomes a microphone (**Record a voice message**).
- **Press and hold** to record, and let go to send. Slide left to cancel (**Slide to cancel**).
- **Tap**, or slide up to lock, to record without holding. Then pause, **Resume**, **Delete recording** or **Send voice message**.
A voice message can last up to 5 minutes. Voice messages recorded in Matchai come with a written transcript under the player, so anyone can read them without playing the audio.
## Reply, edit, copy and delete [#reply-edit-copy-and-delete]
Right-click a message on a computer, or press and hold it on a phone. The menu shows quick reactions, then:
- **Reply** quotes the message above yours. On a phone, you can also swipe a message to the right. **Cancel reply** removes the quote.
- **Copy** copies the text.
- **Edit** changes one of your own text messages. The message box shows **Editing message**. Choose **Save changes**, or **Cancel editing**.
- **Delete** removes one of your own messages. Press and hold it for 3 seconds. Everyone then sees **This message was deleted**. Deleting cannot be undone.
- **Report message** appears on other people's messages. See [report or block someone](#report-or-block-someone).
An edited message shows **Edited** beside its time. Anyone in the conversation can select it to see the **Edit history**.
An edit changes what everyone in the conversation is reading. If only you could see the earlier version, **Edited** would be a mark nobody else could check. Showing the history to everyone keeps a conversation trustworthy, which matters when it is about prices, dates and conditions.
Reactions, emoji and GIFs have their own page: [reactions and GIFs](https://matchai.co/docs/guide/messaging/reactions-and-gifs).
## Know when a message was read [#know-when-a-message-was-read]
Your own messages carry a tick:
| What you see | What it means |
|---|---|
| A faded message, no tick | Still sending |
| One light tick | Sent |
| One darker tick | Delivered to the other person |
| Two ticks | Read |
| **Not delivered** | It did not go through. Select **Retry**. |
In a one-to-one conversation, hold your pointer over the tick to see the time. In a group chat, select it to see, for each member, when they received and read it.
A message counts as read only once the other person has actually had it on screen for a moment, not as soon as they open the conversation. A green dot in your chat list marks a conversation with unread messages.
Messages your assistant sent for you are marked **Sent by your assistant**. See [Matchai Assistant](https://matchai.co/docs/guide/assistant).
## Search a conversation [#search-a-conversation]
Select the magnifying glass at the top of the conversation and type in **Search messages...**. Matchai highlights each match. Use **Previous match** and **Next match**, or the arrow keys, to move between them. **Close search** ends it.
## Notes from Matchai [#notes-from-matchai]
Some events appear in a conversation as a small centred note instead of a message. Nobody can reply to them or react to them.
| Note | When it appears | Who sees it |
|---|---|---|
| **Saved** or **Unsaved**, with a listing's name | A lead saved or removed one of your listings on your website | You only |
| **Added a phone number — you can call them now** | A guest confirmed their mobile number | You only |
| A person's name followed by "joined", with **They can see the full chat history** | Someone was added to a team or project chat | Everyone in the chat |
| **Added** or **Removed**, with a listing's name | A listing was added to or removed from a project | Everyone in the project |
| Photos or files added to a folder, or files sent through your drop link | Files were filed in Matchai Cloud, or arrived through a drop link. See [sharing and drop links](https://matchai.co/docs/guide/cloud/sharing-and-drop-links) | Everyone in the conversation |
| An appointment card, such as **Appointment requested** or **Appointment confirmed** | An appointment was requested, confirmed, moved or cancelled | Everyone in the conversation |
When someone joins a team or project chat, they can read everything that was said before they arrived. The note tells everyone already in the chat, so nobody is surprised that a newcomer can see earlier messages. Notes about saved listings, on the other hand, are for you: they help you follow up, and your lead never sees them.
## Report or block someone [#report-or-block-someone]
To report a message, open its menu and choose **Report message**.
Under **What's wrong?**, choose a reason, such as **Spam or unwanted messages** or **Scam or fraud**.
Add details if you like. Tick **Also block this person** to block them at the same time.
Choose **Send report**. Matchai answers **Thanks. We review every report within 24 hours.**
The person is not told that you reported them.
In your workspace, you block someone by ticking **Also block this person** when you report one of their messages. When you block someone, neither of you can send the other messages, appointment requests or invitations. Your conversation and its files stay as they are. Appointments you already have are not cancelled. Blocking does not hide your public profile or your listings. The conversation shows **You can't send messages in this conversation.**
To unblock someone, select **Unblock** above the message box in your conversation with them, or open **Settings** and go to **Blocked**.
The people you talk with can report and block from their side too. For more on how Matchai protects your account, see [privacy and security](https://matchai.co/docs/guide/privacy-and-security).
## Leave or archive a chat [#leave-or-archive-a-chat]
You leave a team or project chat by leaving the team or the project itself, with **Leave team** or **Leave project**. There is no way to leave a single chat.
In a project, a chat's owners and admins can archive it: right-click the chat, or press and hold it on a phone, then press and hold **Archive chat**. Archived chats are kept apart: select **Archived**, in the project's chat list, to see them, and **Back to chats** to return. **Unarchive chat** brings one back.
React to a message, add emoji and send GIFs.
The green dot, the typing indicator, and what they tell you.
How visitors with no account message you.
## Sitemap
- [Every page of Matchai Docs](https://matchai.co/docs/sitemap.md)
- [llms.txt](https://matchai.co/docs/llms.txt)