Communication (Toscana Meet)

Messages, calls, screen sharing and meetings with business partners inside Toscana ERP

Team communication in the same place where you work

Toscana Meet is the communication part of Toscana ERP. Employees chat, talk and share their screens in the same system they use for offers, orders and production. They need no separate app and no new user account: signing in to the ERP also signs them in to Meet.

You meet customers, suppliers and external partners through a link. Your partner does not need Toscana or a user account. They open the link in a browser, enter their name and wait for you to let them in.


Chat and conversations

Messages, attachments, reactions and read status

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Group chat

Conversations for teams, departments and projects

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Calls and camera

One-to-one or group calls, with or without video

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Screen sharing

A presentation, an offer or the ERP screen you are explaining

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Meetings with partners via a link

Guests without a user account, pre-join screen and waiting room

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On your phone

Install it as an app and get notified about new messages

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Chat and conversations

You start a conversation with a colleague from the list of employees on the left. A green dot next to a name shows who is currently in the system.

  • Press Enter to send a message. You can reply to a message, forward it to another colleague or edit it within 15 minutes.
  • Add an attachment with the paperclip, by dragging a file into the conversation or by pasting an image (Ctrl+V). Common business file types are allowed.
  • Ticks show the status of a message: one grey tick means it has been sent, two green ticks mean the recipient has read it.
  • Messages support emojis and reactions, and instead of typing you can dictate in the language you choose.
  • A new message is announced with a sound and a desktop notification, on any ERP screen. You set your own status: Available, Busy or Do not disturb.
  • If you do not read a message in a one-to-one conversation, you can receive an e-mail after 1, 3 or 6 hours. This is off by default and is switched on in the chat settings (ⓘ). The e-mail does not contain the message text, only a note that someone is trying to reach you.
Toscana Meet - conversation between two colleagues with an offer attached
A conversation with a colleague: the offer arrives as a PDF attachment.
Toscana Meet - sales team group chat
The sales team group: arranging a meeting and a sales overview shared as an image.

Group chat

Groups are for departments, teams and projects. A message in a group reaches all members at once.

  • You create a group with the + button next to the list of groups: enter a name and tick the members.
  • Only its members can see a group. The founder adds and removes members, and anyone can leave a group.
  • Management decides who in the company may create groups.
  • Attachments, reactions and read status work as in a one-to-one conversation. In a group, two grey ticks mean that at least one member has read the message and two green ticks mean that everyone has. Hover over the ticks to see who has read it.

Voice and video calls

You start a call with the phone icon above the conversation. On a computer the call opens in a separate small window, so you can keep working in the ERP while you talk.

  • Your colleague hears a ringtone and sees an Incoming call window with Accept and Decline buttons.
  • The camera is always off when a call starts. You switch it on with one click. When you switch it off, the camera is really released and its light goes out.
  • You choose the microphone, speaker and camera in the call settings.
  • With Add person a one-to-one call becomes a group call.
  • Every call is recorded in the conversation: when it took place, how long it lasted and who took part.

Group calls

  • A call from a group rings all of its members. Anyone who does not answer straight away can join the call while it is in progress.
  • Every participant decides for themselves whether to switch on their camera.
  • Calls are meant for the employees of your company. For conversations with people outside the company, use a meeting via a link, described below.
Toscana Meet - call between two colleagues with cameras on
A call between two colleagues with video
Toscana Meet - sales team group call
A group call: three cameras and a colleague on the road without video
Toscana Meet - incoming call
An incoming call in the ERP

Screen sharing

During a call you can share your whole screen, a single window or a browser tab: a presentation, an offer or the ERP screen you are explaining to a colleague.

  • One person shares at a time. The other participants see the shared screen in a large view, with full screen and picture-in-picture available.
  • If you wish, the computer's sound is shared too, for example when you show a video.
  • The default quality is 1080p and can be reduced on a slower connection.
  • Camera and screen sharing can run at the same time.
  • The screen is shared from a computer. On a phone a shared screen can be watched, but not shared.
Toscana Meet - sharing a presentation during a group call
A colleague shares the quarterly results presentation and the others follow it in a large view.

Meetings with business partners via a link

For a meeting with a customer, a supplier or an external partner, you create a public meeting and send the partner a link. Your partner needs no Toscana, no user account and no installation. A browser on a computer or a phone is enough.

How it works

  1. In the chat, open Public meetings and click New meeting. Enter a name, the planned date and how long the link stays valid.
  2. Click Copy link and send it to your partner by e-mail or message.
  3. Your partner opens the link, enters their name and checks the camera, microphone and speaker on the pre-join screen. They see the meeting name, your company and the organizer.
  4. By clicking Join the partner enters the waiting room. The organizer gets a notification with a sound and lets the partner in or declines. Any colleague from your company who is in the meeting can also let guests in.
  5. In the meeting your partner can use the microphone, camera, screen sharing and the meeting chat, which also accepts files.

All meetings in one place. Public meetings are kept in a table for easy overview and editing:

  • the meeting topic and the agreed date,
  • the person you met with,
  • the meeting chat history, with messages and files,
  • the video recording of the meeting, once recording is available.

Rules

  • A meeting can have up to 25 participants.
  • A meeting ends with End for everyone or when the link expires. After that the link no longer leads to the meeting.
  • The link is a random string that cannot be guessed, and meeting pages do not appear in search engines.
  • A meeting is changed by its organizer. Management decides which users can see the table of public meetings.
Toscana Meet - new public meeting
New meeting: name, planned date and how long the link is valid
Toscana Meet - list of public meetings
The table of public meetings: planned and finished meetings, link, joining and the meeting chat
Toscana Meet - guest pre-join screen with camera and microphone check
Pre-join screen: the partner enters a name and checks camera, microphone and speaker
Toscana Meet - the organizer lets a guest in from the waiting room
The organizer sees who is waiting and lets them in or declines with one click
Toscana Meet - guest waiting room
Waiting room: the partner waits until the organizer lets them in
Toscana Meet - meeting with a business partner
A meeting in progress: the partner is marked as a guest

On your phone

Toscana ERP installs on a phone as an app, directly from the browser and without an app store. The icon on the home screen is your company's logo.

  • Android (Chrome): menu ⋮, then Install.
  • iPhone and iPad (Safari): the Share button, then Add to Home Screen.
  • Notifications about new messages arrive even when the app is closed. On an iPhone, notifications work from the installed app, on iOS 16.4 and later.
  • On the phone you chat, send photos from the field, talk and switch on the front or rear camera.

Step-by-step instructions are available in the user manual.

Toscana Meet on a phone - photo of a sample from the field
A photo of a sample from the field
Toscana Meet on a phone - group call
A group call on a phone

Company rules and data

  • Messages and attachments are stored in your company's ERP, alongside your other business data.
  • Attachments are deleted automatically after a period set by management. The default is 6 months.
  • Only the company's management can delete messages.
  • Management decides who may create groups and who can see public meetings.

Coming soon: recording calls and meetings. The feature is in the final stage of development and will be available in Toscana Meet in the coming days.

  • Recordings are stored on your company's file server.
  • You decide how long recordings are kept. The default is 30 days, after which a recording is deleted automatically.
  • A recording can be shared via a link.

Show us how you work

In 45 minutes we show you Toscana Meet and the rest of the system using your company as the example.

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