Skip to main content

​
What this helps you do

Circles is Collivo’s team messaging area. Use project channels for ongoing group discussion and direct messages for focused conversations across your organization. Unlike AI chat, messages in Circles are conversations with people. You can reference project files, folders, comments, channels, and messages so discussions stay connected to the work.
Circles messages can be available to AI when they are in the agent’s context. You can ask AI to read relevant messages, draft replies, or post reviewed updates to a channel. AI actions use your permissions and appear as actions you requested.

​
Open Circles

Select Circles from the app navigation. Spaces appear in the Circles sidebar, with each project’s channels grouped under its space. Your direct messages appear in the direct-message section. Use Jump to to filter the sidebar, or open full search to find messages, channels, files, or people across Circles. Unread badges show where new activity is waiting; the Mentions view collects channel and direct-message mentions that need your attention.

​
What you will see

Circles is arranged like a messaging workspace:
  • Conversation sidebar: spaces, projects, channels, direct messages, followed threads, and mentions.
  • Conversation pane: the selected channel or direct message, with messages grouped by time.
  • Composer: the message box at the bottom, with formatting, mentions, references, and attachments.
  • Details panels: thread replies, members, pinned messages, and shared files when you open them.
Each project sits under its space and has channels with names such as main or updates. Direct messages show the other person in the conversation. Presence indicators show who is active. Typing indicators appear when someone is writing, and availability dots are labelled Available, Away, or Unavailable. The sidebar has two views:
  • Tree view groups projects under spaces, with channels under each project.
  • Activity view brings recent conversations forward when you want to catch up quickly.
You can add a channel to Favorites from the channel actions. Favorited channels appear in their own sidebar section and follow your account across browsers and computers.

​
Search Circles

Use full search when Jump to is too narrow. Search results can include messages, channels, direct messages, files, and people. Use the scope tabs to search All, Channels, DMs, Files, or People. You can narrow message results with filters:
  • Sender: choose who sent the message, or type from:name in the search box.
  • Date: choose Today, Yesterday, Last 7 days, Last 30 days, This year, or set a custom range with From and To dates.
  • Channel: choose a channel, or type in:#channel-name in the search box.
From a conversation’s details panel, use In this conversation to search only the open channel or direct message. Recent searches appear in the search panel so you can rerun something you just looked for. Use Save search when you expect to reuse the same query, scope, and filters.

​
Use the pop-out window

You can also open Circles as a floating window while you are working inside a project workspace or space page. Use it when you want to keep a channel visible without leaving the file, board, whiteboard, or AI chat you are working on. The floating window shows the project’s channels and the selected conversation in a compact view. You can move it around the workspace, resize it, minimize it with when you need more room, and return to the full Circles page with when you want the larger messaging layout.

​
Work in a channel

  1. Open a project and choose a channel.
  2. Enter your message. Use the formatting controls for lists, links, quotations, and code when useful.
  3. Type @ to mention a teammate, or add a reference to a person, channel, message, file, folder, comment, or other available project item.
  4. Add emoji from the composer when tone or quick context helps.
  5. Use the attachment control to upload a local file or attach an existing project file.
  6. Send the message.
Mentions notify people when they have access to the conversation. References keep the message connected to the Collivo item so someone can open the source from the conversation. Examples:
  • Mention a teammate: @Sarah can you confirm the launch date? — Sarah is notified if she can access the channel or direct message.
  • Reference a person without notifying them: @Sarah here is Michael's contact number: 555-0134. — Sarah is notified, but Michael is only referenced in the message.
  • Reference project context: @Sarah please review the pricing note in the Q3 Proposal file. — Sarah is notified, and the file reference keeps the message connected to the source.
  • Reference someone outside the project conversation: @Sarah Maya handled the SQL database setup last time. — Sarah is notified; Maya is shown as a reference and is not added to the project or conversation.
You can reply directly to a message with , react with , edit or delete your own messages, forward a message with , and pin important information with . A direct reply appears in the conversation with a quoted preview of the message you replied to. Use Open thread when the reply should become a side discussion. Threads are separate from direct replies and help keep one specific subtopic out of the main channel. On messages you send, delivery and read indicators show whether the message has been sent and who has read it. When you forward a message, Collivo includes a forwarded-message card with the original sender and source when the viewer can access it. If the source is a private conversation or another place the viewer cannot open, the card shows that it came from a private conversation and shares only the forwarded excerpt. Use Copy reference on a channel or message when you want to point to it from a document, comment, kanban card, or AI chat.

​
Use files and references

Attach files when the conversation needs supporting material. If you upload a local file to a message, you can use Save Attachment to Workspace to place it in a project folder for later use. If you attach a private workspace file or folder, Collivo may ask who should be able to access it so the message does not point teammates to something they cannot open. You can move private attachments to the project’s Shared folder when they should become available to the wider project. References are different from attachments: they point to existing Collivo items such as files, folders, comments, channels, or messages. Use references when the discussion should stay connected to the source item instead of creating another copy of the context. When forwarding messages with workspace attachments, Collivo checks whether the destination can open those files. Depending on the destination, you may be able to move the files to the project’s Shared folder, share them with the recipients, or forward text only.

​
Create and manage channels

People with the appropriate project permissions can select Create channel, give it a clear name and purpose, and choose whether it should be public to project members or limited to selected members. Channel names can use lowercase letters, numbers, and hyphens only. Use hyphens instead of spaces, keep names to 50 characters or fewer, and avoid leading, trailing, or consecutive hyphens. For example, use design-reviews instead of Design Reviews. When someone creates a project, Collivo automatically creates the main and updates channels for that project. Add more channels for durable team topics, such as design-reviews, client-questions, or launch-readiness. Channel settings control the channel name, description, membership, and member roles: Admin, Moderator, and Member. Public channels are visible to project members. Private channels are visible only to their members. If a channel becomes inactive, an authorized person can archive it with . Archived channels can be viewed and restored when needed.

​
Follow messages, threads, and mentions

Unread badges show channels and direct messages with new activity. Mentions are highlighted separately because they usually need a response. When you reply in a thread, the thread appears in the sidebar while you are following it. Use this to track side discussions without keeping the parent channel open. Each channel has its own notification level, set from the channel’s Notifications menu:
  • All messages — every message in the channel.
  • @Mentions only — just the messages that mention you.
  • Muted — nothing; the channel shows a muted indicator.
Use it to follow a channel closely, or to quiet a busy one without leaving it. This sits on top of your organization-wide preferences — see Manage notifications.

​
Start a direct message

In the direct-message section, select New chat, search for an organization member, and open the conversation. Direct messages are best for a focused exchange. Move decisions that affect the wider project into a shared project channel or project item so the team can find them later.

​
Work with AI in Circles

AI can help with Circles when the relevant messages are in context. For example, you can ask an agent to:
  • summarize a channel discussion,
  • draft a reply for you to review,
  • list the channels available in a project or space,
  • create a channel when you have permission,
  • prepare a project update for a channel,
  • find a decision or open question from recent messages.
Review AI-written messages before sending them. Posting to Circles is an action on your behalf and may require approval; see Tool approvals.

​
Expected result

Team discussions stay searchable and connected to the project items, people, and decisions they concern.

​
Troubleshooting

  • You cannot find a channel: clear the project filter, check archived channels, and confirm that you are a channel member.
  • Search results look incomplete: clear filters, check whether you are scoped to one conversation, and widen the date range.
  • You cannot create or manage a channel: confirm that you have the required project or channel permission.
  • A reference opens as unavailable: the target may have been deleted or you may not have permission to access it.
  • An attachment is not visible to others: save it to an appropriate shared project folder and verify permissions.
  • Mentions are not appearing: confirm that you mentioned the right person and that they can access the channel or conversation.
  • You receive too many channel alerts: set that channel to @Mentions only or Muted, or adjust Settings → Notifications.