Organization chats and groups in Kaizala

Related: Email notifications for missed messages for organization chats and groups

About organization and private chats and groups

You can use Microsoft Kaizala for your work and for your personal life. You can interact with your friends and connect with coworkers through two types of conversations on Kaizala: organization and private.

Organization chats and groups

You can interact with your coworkers in secure organization chats and organization groups. Organization chats and groups include people in and outside your organization. This lets people from multiple organizations easily collaborate. Anyone at your organization who has a valid Office 365 work account can participate. Some features include:

  • Data ownership    Your company owns all the data in an organization group or chat, including any images, videos, and audio files. Only a single entity can own the data. For example, if you have a group with colleagues from partner organizations, the group data belongs to only one organization. (For more information, see the Microsoft Privacy Statement.)

  • Enhanced security    Kaizala helps prevent data leakage and unauthorized access, including:

    • Data belonging to organization groups and chats can't be accessed outside the Kaizala app. For example, you can’t access your organization’s photos in your phone gallery. People can only export their own data.

    • If someone leaves your organization, the organizational group and chat data are cleared from their device.

    • Organization admins can set policies to restrict copying, sharing, and forwarding from organization chats. To set policies, go to Kaizala Management Portal > SettingsImage of the Settings button in Kaizala> Tenant Policy > select a policy.

      Tenant Policy section in Kaizala management portal

      Both organization admins and group admins can set policies for organization groups. To set policies at the group level, go to Kaizala Management Portal > Groups > select the group > select MoreImage of More button in Kaizala management portal next to the group name > Edit Policies > select the relevant policies to be applied to that group.

      Group Policy section in Kaizala management portal
  • Access control    Your organization admin or group admin can set policies to allow only people who have signed into their Office 365 work accounts to access their organization groups. Organization chats require people to be signed in at all times. In addition, organization admins can disable use of Kaizala in their organization. (For more information, see Enable or disable Kaizala Pro for your organization.)

  • Access to powerful technologies from the Microsoft ecosystem    You can integrate Kaizala with other technologies in the Microsoft ecosystem. Workflows are a popular way to increase your security and productivity inside Kaizala. For more information, see integration with Microsoft Intune and integration with Microsoft Flow.

Private chats and groups

Private chats and groups are never linked to an organization. The data belong only to the participants. Organization admins can’t control private chats and groups.

Create organization chats and groups

To create organization groups and chats, sign in to your Office 365 work account on Kaizala.

Create organization chats

You can create organization chats with anyone in your organization who has a valid Office 365 work account. Follow these steps:

  1. Sign in to your Office 365 work account on Kaizala (ProfileImage of the Me tab in Kaizala > linked account > sign into your work account.)

  2. Open the PeopleImage of the People tab in Kaizala tab or tap New Chat.

  3. Search for someone in your organization by using their name or alias.

  4. Search results are from both your personal contacts and your organization’s directory. Tap the result from your organization’s directory, which always have:

    • An Office icon on the avatar.

      Screenshot showing the Office icon on avatar
    • Organization email address will be displayed under the name.

    • Tap the avatar to see the full profile of the person. You’ll also see additional Azure Active Directory (Azure AD) attributes such as Azure AD display name, designation, and e-mail address.

  5. You’ll see a box indicating that you are creating an organization chat, which you have the option to cancel.

    Screenshot showing notification that the chat is an organization chat
  6. Once created, this chat appears on the Chats list with an Office icon.

  7. Tap the person's name in the chat to show Azure AD attributes such as email and designation. The organization name and a tooltip explaining organization chats and groups will also be visible.

  8. To create a private chat with this person, save their contact information to your contacts list, and then tap the contact in your contacts list.

  9. Private chats can't be converted to organization chats.

Create organization groups

You can create organization groups in two ways:

  • By using the Kaizala management portal: All groups created through the portal are automatically added to the organization. For more information about how to create groups in the portal, see Kaizala groups.

  • By using the Kaizala app:

    • By default, any group that you create on the app is private. As a group admin, you can add these groups to your organization if you are signed in to your Office 365 work account on the Kaizala app (ProfileImage of the Me tab in Kaizala > linked account > sign into your work account.)

    • To add a group to an organization, go to group profile > tap MoreImage of the More icon in Kaizala on the upper right of the group picture > tap Add to organization. This converts the private group to an organization group.

    • Organization mapping will be applicable from the point of conversion. Messages sent or received before the mapping will continue to remain private.

When a person joins or is added to an organization group, they will see a message indicating that the group is owned by the organization. Organization ownership is also reflected in the group profile via a tooltip:

Screenshots showing that a group is owned by the organization

All organization groups show up in the Kaizala management portal. To see all your organization groups, go to Kaizala Management Portal > Groups.

Summary of private and organization chats and groups

The following tables describe the differences between private and organization chats and between private and organization groups.

Private and organization chats

Aspect

Private chats

Organization chats

Creation

Only via app

Only via app

Identification

No Office 365 icon on the chat avatar

Office 365 icon is always on the chat avatar

Organization name and attributes, such as e-mail address and designation, appear in the user profile

Security

Encryption at rest and in transit

Encryption at rest and in transit

Data segregation in app container

Application of organization’s policy

Data wipe when a person leaves the group

Ownership

Individual

Organization (only one)

Accessible advanced technologies

Not applicable

Microsoft Intune

Microsoft Flow

Kaizala extensibility

Private and organization groups

Aspect

Private groups

Organization groups

Creation

Only via app

Created via admin portal or app

Private groups can be added to the organization

Identification

No Office 365 icon on the group avatar or group profile

Office 365 icon on the group avatar

Office 365 icon on the group avatar

Once a person joins, they will see a tooltip indicating that the group is owned by the organization

Organization ownership reflected in the group or user profile

Group appears on the Organization Group tab in the portal

Security

Encryption at rest and in transit

Encryption at rest and in transit

Data segregation in app container

Application of organization’s policy

Data wipe when a person leaves the group

Ownership

Individual

Organization (only one)

Accessible advanced technologies

Not applicable

Microsoft Intune

Microsoft Flow

Kaizala extensibility

See Also

Email notifications for missed messages for organization chats and groups

Learn about groups

Kaizala help center

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