🕒 Out Of Office Messages

Last Updated: September 2026

Use Out Of Office Messages to let Client Users know when your Firm or a specific team member is away and when they can expect a reply. You can schedule a message ahead of time, show it to your entire Firm or for just one team member, and Client Hub turns it off automatically when the time is up.

Please note: more than one Out Of Office Message can be active at the same time, such as a Firm-wide message and a message for an individual team member.

🕒 What Out Of Office Messages Do

Out Of Office Messages let you share an away message with your clients right where they communicate with you.

The message appears at the top of the Messages panel for Firm Users and in Messages for Client Users when they open the Client Portal.

Where the message appears depends on who you set it for:

• Entire Firm: the message appears in all Client Workspaces.
• Team Member: the message appears only in the Client Workspaces that team member has access to.

Client Users only see an Out Of Office Message in Client Workspaces they can access.

👤 Who Can Set An Out Of Office Message

What you can do depends on your user role:

• Staff: You can set a message for the Entire Firm or for yourself. If an Entire Firm message was set by someone else, you can see it but cannot change it. A lock icon appears on the message.
• Manager: You can set a message for the Entire Firm, for yourself, or for other Firm Users assigned to that Workspace.
• Admin: You have full access to all Out Of Office features and users, just like the Subscriber.

Client Users can see the message in the Client Portal, but they cannot set, edit, or stop it.

✍️ Schedule An Out Of Office Message

1. Open any Client Workspace.
2. In the Messages panel, select the ⋯ menu.
3. Under Actions, select Manage Out-Of-Office Status. The Out of office panel opens.
4. Select New message.
5. Under Set message for, choose who the message is for: Entire firm, or a team member under Team member. A note under the field tells you where the message will be visible. If you choose a team member, the message shows that person's name, and the suggested text is written in the first person.
6. (Optional) Enter an Internal label. Only your team sees this label.

7. Under When should the message appear?, choose one of the following:

   a. Scheduled dates: Select the Starts date and time, then select the Ends · back in office date and time.

   b. Until turned off: The message stays visible until you stop it.

8. Review the Message to clients text. The field is prefilled with suggested text that you can edit or replace with your own wording. If you change it and want to start over, select Use suggested text.
9. Review the Client preview to see how the message will look to your clients, including the date and time you'll be back.
10. Select Schedule message.

Client Hub confirms the message was saved, and it appears in the Active & scheduled tab of the Out of office panel. Messages with scheduled dates turn off automatically at the end date and time.

🔔 Upcoming Message Reminder

When an Out Of Office Message is scheduled to start soon, Firm Users see a blue reminder at the top of the Messages panel that shows when the message will begin (for example, "The firm's out-of-office message starts Oct 1 at 9:00 AM"). Select Edit schedule in the reminder if you need to change the dates or times.

✏️ View, Edit, Or Stop A Message

The Active & scheduled tab of the Out of office panel lists each message with its status, dates, who it is for, and who created it.

To edit a message:

1. Open any Client Workspace.
2. In the Messages panel, select the ⋯ menu.
3. Under Actions, select Manage Out-Of-Office Status.
4. Select the message you want to change.
5. Make your changes and save them.

To stop a message before its end date:

1. Open the Out of office panel using the steps above.
2. Find the message in the Active & scheduled tab.
3. Select the red Stop icon (a circle with a square inside) next to the Active label.

Please note: You need the right permissions to change a message. If you see a lock icon on a message instead of the Stop icon, you can view it but not edit or stop it.

👀 How The Banner Looks

The Out Of Office banner appears above the chat in the Messages panel and shows your full message. If more than one message is active, each one appears in the banner. A message set for a team member shows that person's name at the top.

You can hide the banner after you've read it by selecting the X. When hidden, a warning icon appears next to Messages. Hover over the icon to see "Out of office. Click to restore the message," then select the icon to show the banner again.

• For Firm Users, hiding the banner keeps it hidden while switching between Client Workspaces. The banner will appear again after refreshing the page.
• For Client Users, hiding the banner keeps it hidden while they stay in that Workspace. If a Client User has access to more than one Workspace, they'll need to hide the banner in each Workspace.

The banner will show again automatically when an Out Of Office Message is updated.

💬 Example Messages

Entire Firm: "Our office is closed Dec 24–Jan 1. We'll respond when we return Jan 2."

Team Member: "I'm out of the office Oct 14–Oct 18 and will reply when I return Oct 21."

🔗 Related Articles

• Using the Messages Panel (Firm Users)