Slack has been available as the official CalArts direct messaging/chat platform for a number of years. While we have had a group of regular users, we have never had the kind of usage to justify not only the financial cost but also causing confusion with multiple communication platforms. It makes sense to merge our communication services into the unified Google platform. Google has provided Chat as a core service for many years, and the product has matured considerably.
Note on internal and external users:
Google Chat offers different services for different user populations. It is important to consider whether you want to include those external to your organization or not. Note that Faculty and Staff are in one domain or grouping and can be considered internal. Students and non-CalArts users, such as VCFA or an industry partner, are considered external users. You cannot switch spaces back and forth between allowing external users or being private.
Getting to Google Chat
Chat is available by default in the GMail window, along the left side.
https://chat.google.com is the direct link if you wish to have a separate window open for Chat.
Starting a Direct Message
A direct message is just as it sounds - a message sent to one or more internal individuals directly. Click on the New Chat button and enter the name, username, or email address of the recipient(s). Note that multiple CalArts recipients are possible in a single Direct Message, but you may not mix and match internal and external users.
Creating a Space
A space is a dedicated group chat. A space persists over time, rather than coming and going based on activity. It is useful to think of a space as something for a project or department, whereas a direct message is more on the spot and as needed.
To create a space, click on the three vertical dots next to Spaces and select Create a Space
Space Options
When creating a space, you are presented with multiple options.
- Name - select a name for the space. IT likes to prepend cait on all spaces (such as cait-general or cait-projectname).
- What is this space for?
- A Collaboration space is for two way conversation.
- An Announcements space is only for one way announcements to the space members.
- Access Settings
- Private - whether it is broadcast as a space others can join or if its by invite-only. Private spaces are useful for internal departmental purposes, such as a project or for department members to communicate with each other. The alternative is one open to all internal CalArts (faculty and staff) users.
- Allow External Members to Join - if you foresee external users needing the space, you should check this box. Note: this setting cannot be changed after space creation.
Adding Members to a Space (at creation)
To add members to a space when you have first created it, click the Add members button and enter names, usernames, emails or group names.*
*entire Google groups can be added to a space all at once. This creates dynamic membership based on that group - managed in Google Groups rather than Chat, which can be more efficient.
Adding Members to a Space (later)
To add members later, after the space is created, select the space and choose Manage members from the drop down.
Click the + Add button to the right in the Manage members section and enter names, usernames, emails, or group names.
Getting Someone’s Attention in a Space (“mentioning” someone)
In a space with multiple people, it is important to be able to get an individuals attention. This is done using the @ symbol, followed by the users name. This will alert them through a dedicated visual and, if applicable, audio notifications.
Adding Applications to Google Chat
Applications can be added to Google Chat, to enhance functionality. For example, there is a Zoom plugin that allows users to create a Zoom session from within Chat (rather than having to create one in Zoom and copying/pasting the link into Chat). These applications need to be implemented per space. They are not done globally. CAIT does not provide support for configuration, as each application is unique.
To access your applications and integrations, click the down arrow next to the space name and select Apps & integrations.
Click + Add apps to the right to search for applications.
Slack’s Future
Slack will no longer be available after 12/31/26. All chats, files, and other interactions will be lost after that date.
CAIT does not forbid the creation of free Slack workspaces, but note that such instances are limited in functionality and message retention.
CAIT will not approve funding for Slack instances across campus.
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