Using Internal Chat for Team Communication

Internal Chat gives your team a private place to talk inside Gym Lead Machine (GLM), right within the Conversations area. It works alongside your client conversations, but the threads stay completely separate. Only the people you add can see them, so you can coordinate on a lead, sort out a scheduling question, or loop a teammate in without ever leaving GLM or switching to a separate app.

What You Can Do with Internal Chat

  • Start private message threads with members of your team
  • Send text, emojis, and attachments
  • Add a subject line so threads are easy to find later
  • Search chats by subject, participant name, or last message
  • Bring more team members into a chat that's already going
  • Choose how and when you're notified about new messages
  • Keep internal discussion fully separate from client-facing conversations

Finding Your Internal Chat Inboxes

The Inbox panel on the left of Conversations gives you direct access to Internal Chat.

The triangle icon represents the Internal Chat inbox.

Starting an Internal Chat

  1. In Conversations, click New, then select Message Teammates.
  2. Choose the team members you want to include, then click Start Chat.
  3. Send your message. You can include text, emojis, and attachments.
  4. To label the thread, click the edit icon in the top center panel and add a subject.

Once a subject is added, you can find the chat again by searching its subject, a participant's name, or the last message sent.

Adding People to an Existing Chat

  1. Open the internal chat and click Add Users in the right panel.
  2. Select the team members you want to add, then click Next.
  3. Choose whether the new participants can see the chat's previous history.
  4. Click Confirm.

Once someone is added to a chat, they can't be removed. Double-check your participant list before confirming.

Managing Your Notifications

  1. Go to Settings → My Profile → Notifications.
  2. Choose your internal chat notification preference:
    • Get notified about every message in chats you're part of, or
    • Get notified only when you're added to a new chat.

Who Can Create, Join, and View Internal Chats

Action Who has access
Create a chat Any team member with access to Conversations
Be added to a chat Team members within your gym's account
View a chat Only the people added to that specific chat

Team members who aren't added to a chat can't see it. There's no way to view an internal thread unless you're a participant.

Internal Chat vs. Contact Conversations: Which Should You Use?

Both live in the Conversations area, but they serve different purposes.


 Internal Chat Contact Conversations
Who it's with Your team only Your leads and clients
Who can see it Only added participants Anyone with access to the contact
Best for Internal coordination, questions, handoffs Customer-facing messaging (SMS, email, etc.)
Visible to the client? No Yes

Use Internal Chat when the conversation should stay between staff. Use a contact conversation when you're communicating with the lead or client directly.

Frequently Asked Questions

Can clients or leads see my internal chats? No. Internal chats are visible only to the team members added to them. Your contacts never see them, and they stay separate from any client-facing conversation.

Does Internal Chat cost extra? No. Internal Chat is built into GLM and doesn't add any cost.

Can I remove someone from an internal chat? No. Once a team member is added, they stay in the chat. Confirm your participant list before adding anyone.

Will new participants see older messages? That's your choice. When you add someone, you decide whether they can view the chat's previous history before you confirm.

How do I find an old internal chat? Search by subject, participant name, or last message. Adding a subject line to your threads makes them much easier to track down later.

Helpful Tips

  • Add a subject to every chat you expect to revisit, so it's searchable later.
  • Review your participant list carefully before confirming, since people can't be removed once added.
  • Set your notification preference to match your role, frequent collaborators may want every message, while occasional participants may only want a heads-up when added.

When This Feature Is Most Helpful

  • Coordinating on a specific lead or client without sending an external message
  • Handing off a contact between team members with full context in one place
  • Asking a quick question without leaving the Conversations area
  • Keeping internal decisions and updates organized inside GLM instead of scattered across email or outside chat apps

If you have questions about Internal Chat in Gym Lead Machine, our Support team is happy to help. Reach us at hello@usekilo.com.