> ## Documentation Index
> Fetch the complete documentation index at: https://docs.yrka.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Manage admin inbox and board channels

> Triage work items in the admin inbox, manage board channels, post announcements with acknowledgement tracking, and review AI-powered message recaps.

Messages in Yrka gives you two distinct workspaces in one tab: the admin **Inbox**, which is the review queue for system-generated work items, and the **Board**, where you manage channels and publish operational communications to your workforce. Understanding which mode to use — and when — keeps your operations moving without confusing operational follow-up with company announcements.

## Admin Inbox

The admin Inbox collects reviewable work items from across Yrka: profile change requests, timecard corrections, schedule coverage gaps, document requests, import reviews, workflow-triggered follow-ups, integration triage items, and direct-message threads that need a response. It is the central triage surface for anything that requires an admin decision before work can continue.

<Note>
  The Inbox is a review queue, not an approval system. Each work item links back to the owning workflow — Schedule, Timekeeping, Personnel, Imports, Integrations — where the actual source record lives. Use those surfaces to resolve the underlying issue; use the Inbox to track and reply.
</Note>

### Navigating the Inbox

<Steps>
  <Step title="Open the Inbox">
    Go to **Admin > Messages** and select the **Inbox** tab.
  </Step>

  <Step title="Filter your queue">
    Use the source sidebar or status filters to narrow the queue. You can filter by message type, status (`Open`, `Pending`, `Resolved`, `Archived`), stale/overdue/escalated state, or a saved source filter. Mobile users see compact Inbox cards with the same primary actions available on desktop.
  </Step>

  <Step title="Open a work item">
    Select **Review**, **Reply**, or **Details** depending on the item type. Inside, you'll see the employee context, source links, conversation history, event timeline, and any request payload summary relevant to the item.
  </Step>

  <Step title="Jump to the source workflow">
    Use the source link in the item to open the owning workflow — Schedule, Timekeeping, Personnel, Forms, Training, Integrations, or Imports — when the item requires action there before you can close it.
  </Step>

  <Step title="Reply or resolve">
    Use **Reply only** when you need more information before closing the item. Use **Reply and resolve** (or the source review action) only after the owning work is complete and the item can be safely closed.
  </Step>

  <Step title="Archive stale items">
    Use **Archive** for historical items that should leave the active review queue without deleting their audit trail. Do not archive items that still need source-side action.
  </Step>
</Steps>

### Inbox item status meanings

| Status                      | What it means                                                    |
| --------------------------- | ---------------------------------------------------------------- |
| `Open` / `Pending`          | The item is active and still needs attention                     |
| `Resolved`                  | The review or response loop finished                             |
| `Archived`                  | Retained as history, removed from the active queue               |
| Stale / Overdue / Escalated | The item needs attention before the source workflow can continue |

<Warning>
  Resolving an Inbox item does not resolve the underlying source record. Always confirm the owning workflow — payroll, timekeeping, document request, import — is completed before marking an item resolved in the Inbox.
</Warning>

### Permissions

Viewing the admin Inbox requires the `admin_inbox.view` permission. Resolving, replying to, or approving items also requires the source workflow permission (for example, direct-message permissions for DM-related items). If the **Review** button is unavailable on an item, confirm your role has the matching source-type permission.

***

## Board channels

The Board gives you organization-wide or targeted communication channels. You can create channels with specific audience rules, post announcements, require employee acknowledgements, and track who has confirmed receipt.

### Creating and managing channels

<Steps>
  <Step title="Open the Board">
    Go to **Admin > Messages** and select the **Board** tab.
  </Step>

  <Step title="Create or select a channel">
    Select an existing channel to post, or create a new one. When creating a channel, define the audience and posting controls before publishing content.
  </Step>

  <Step title="Set audience rules">
    Channels can target any combination of: all employees, admins, specific access roles, departments, teams, job roles, direct reports of a formal manager, company jobs, or selected individual members. Audience rules sync into channel membership automatically — if an employee's department or job role changes, their channel access updates accordingly.
  </Step>

  <Step title="Configure posting controls">
    Decide who can post to the channel. Restricting posting to admins is appropriate for announcement-style channels; open posting suits team discussion boards.
  </Step>
</Steps>

### Publishing announcements

<Steps>
  <Step title="Compose your post">
    Write the post body. Use the attachment control to include employee profile object cards when the post needs safe employee context — server validation preserves a metadata snapshot before the message is inserted.
  </Step>

  <Step title="Set acknowledgement requirements">
    Enable **Required acknowledgement** and set a due date when employees must confirm receipt. Use this only when confirmation genuinely matters — not for routine updates.
  </Step>

  <Step title="Publish">
    Publish the post. It becomes visible to the targeted audience in Employee Messages immediately.
  </Step>

  <Step title="Track acknowledgements">
    Open the acknowledgement roster on the post to see who has acknowledged and who has outstanding acknowledgements. You can also review acknowledgement progress in **Reports** or the Inbox work items created for required acknowledgements.
  </Step>
</Steps>

<Tip>
  Use reactions and thread replies for lightweight follow-up on board posts. These do not create Inbox work items or change the owning workflow state, so they are appropriate for informal responses that don't require a tracked action.
</Tip>

### Permissions

Viewing and posting to channels requires the `messages.view_board` permission. Creating new channels requires `messages.manage_channels`. Sending announcements requires `messages.send_announcements`.

***

## AI recaps

Messages includes review-first AI recap actions for long threads and board activity summaries. Recaps are available on employee direct-message threads, board channels, and for daily board activity.

<Note>
  Recaps summarize existing message content with cited source message IDs. They return suggested follow-ups for your review — they do not automatically create tasks, work items, or send acknowledgement reminders. Always review citations before acting on a recap suggestion.
</Note>

Recap history is stored with source message IDs, model, provider, and requester metadata for later audit review.

***

## Communications routing

Before work items reach the right people, make sure your routing rules are configured. Go to **Admin > Settings > Communications and Notifications** to define which alert types (time-off requests, coverage requests, profile changes, timecard corrections, imports) should route to formal managers, departments, teams, job roles, specific profiles, access-permission holders, or an owner/admin fallback.

<Tip>
  Routing changes affect future alerts only — they do not rewrite historical messages or reassign existing Inbox items. Verify your routing setup before a high-volume period such as payroll close or a large schedule import.
</Tip>

***

## Troubleshooting

<AccordionGroup>
  <Accordion title="An employee is missing from a channel">
    Check the channel's audience rules. Confirm the employee is active, belongs to the targeted department, team, or job role, has the required access role, is within the direct-report scope if that targeting is used, and has employee app access enabled.
  </Accordion>

  <Accordion title="External delivery (email, Slack, SMS) is not working">
    In-app Messages is the source of truth. External delivery requires configured notification provider pipes in Integrations. Check Integrations sync history and notification delivery logs — do not treat a missing external notification as a missing message.
  </Accordion>

  <Accordion title="Acknowledgement counts look wrong">
    Refresh the page and confirm the employee has actually opened and acknowledged the post, not just viewed the channel. Acknowledgement requires an explicit confirm action from the employee.
  </Accordion>

  <Accordion title="A recap seems incomplete or incorrect">
    Inspect the cited source messages directly. Recaps are generated from permission-visible messages only, so a recap may appear incomplete if the source thread includes messages outside your permission scope.
  </Accordion>

  <Accordion title="The Review button is unavailable on an Inbox item">
    Confirm your role has the source-type permission for that item type, not just `admin_inbox.view`. Some item types require additional permissions (for example, import-related items require import permissions).
  </Accordion>
</AccordionGroup>