> ## Knowledge Base Index
> Fetch the complete knowledge base index at: https://help.apotheo.com/sitemap.xml
> Use this file to discover available pages before exploring further.
> Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash).

# Sending Messages

Apotheo includes a built-in messaging system for communicating with your clients. You can send text messages, attach files, share photos, record audio, and embed video — all from within the platform.

## Accessing Messages

Click **Inbox** in the sidebar to open your message center. The inbox has a two-column layout:

- **Left panel** — your conversation list showing all client threads
- **Right panel** — the selected conversation with message history

![Inbox view](https://storage.crisp.chat/users/helpdesk/website/-/9/1/6/8/916842d9772b4800/messaging-inbox_12b1obg.png)

## Finding Conversations

- **Search** — use the search bar at the top of the inbox to find conversations by client name or message content
- **Filters** — if you're on a team plan, use the filter button to narrow conversations by coach or message type
- **Unread indicator** — unread conversations are visually highlighted in the list

## Composing a Message

### New Conversation

Click the **compose button** (pencil icon) at the top of the inbox to start a new conversation.

### Reply to Existing

Open a conversation from the list and type your message in the compose area at the bottom.

### Placeholders

Use the **Add Placeholder** button in the editor toolbar to insert dynamic values that are replaced with the client's actual data when the message is sent.

| Placeholder | Description |
|---|---|
| `{{ first_name }}` | The client's first name |
| `{{ last_name }}` | The client's last name |

This is useful for message templates or when sending similar messages to multiple clients.

### Resource Links

Click the **Link Resource** button in the editor toolbar to insert a link to a document from your content library. A search dialog opens where you can find resources by name — selecting one inserts a clickable link into your message that the client can use to access the resource.

## Attachments

The compose area includes buttons for attaching different types of content:

### Files

Click the **attach file** button to upload documents. Supported file types include PDFs, spreadsheets, and other common formats.

### Photos

Click the **attach photo** button to share images with your client.

### Video

Click the **Record Video** button to record a video message using Loom. The video is embedded directly in the conversation. This is useful for providing visual feedback on form, technique, or other coaching topics.

### Audio

Record a voice message directly in the conversation. Click the **microphone** button below the editor to start recording. This provides a quick way to send feedback without typing.

![Messaging with voice recorder](https://storage.crisp.chat/users/helpdesk/website/-/9/1/6/8/916842d9772b4800/messaging-voice-note_1law37k.png)

## Replying to Messages

Click the **reply** button on any message to quote it in your response. The quoted message appears in the compose area as a reference.

## Message Actions

For messages you've sent, you can:

- **Edit** — modify a sent message (only if the client hasn't read it and no email notification was sent)
- **Delete** — remove a sent message (same conditions as edit)

## Managing Conversations

### Mark as Read/Unread

Use the **mark as read/unread** button in the conversation header to toggle the read status. This is useful for flagging conversations you need to come back to.

### Download Conversation

Click the **download** button in the conversation header to export the conversation history.

### View Client Profile

Click the **client name** in the conversation header to open the client's profile in a new tab.

## Notifications

Clients receive notifications when you send them a message. Notification settings can be configured in **Settings > Client Notifications** and **Settings > Coach Notifications**.

## Quick Messaging from Client List

You can also send a message to a client directly from the client list by clicking the **message** button on their row. This opens a message popup without leaving the client list. The button shows an unread count badge if there are unread messages from that client.