Share a chat and see team history
Let colleagues read a chat you started, and see what the people in your team have asked. This guide covers sharing, what shared chats look like, team history for team leaders, downloading a chat, and who can read what.
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On this page13 sections
- 1Who else can read your chats
- 2Share a chat
- 3Who you can share with
- 4What changes once a chat is shared
- 5See who has access and stop sharing
- 6When a chat is shared with you
- 7Team history for team leaders
- 8Who counts as a team leader
- 9WhatsApp and Teams chats in team history
- 10Photos and files in older team chats
- 11Download a chat
- 12Who can read what
- 13Good to know
Who else can read your chats
A chat you start in Centrus belongs to you. Other people only see it in two cases: you share it with them, or they lead a team you are in. Either way they can read it but not add to it.
Start conversations with Centrus
Chats that have been shared with you or that you've shared with others.
John Martin
last message sent: 2 minutes ago
3 participantsJohn Martin (Owner), Sarah Price, Emma ClarkeManageOut of hours attendance is charged at £145.00, which covers the first hour on site. The same rate applies on evenings, weekends and bank holidays.
Sources:
- • Rate card 2026.xlsx
Is parking included in that for Riverside House?
No. Parking and congestion charges are extras on the rate card, recharged at cost with a receipt.
Sources:
- • Rate card 2026.xlsx
Centrus may make mistakes. Check important info.
- 1The Shared tab, which appears once you have shared a chat or someone has shared one with you.
- 2A shared chat in the list, marked Shared.
- 3Shared in the header of the open chat.
- 4The gear, which holds Share chat and Download chat.
- 5The participants bar: everyone who can read the chat, and Manage. Only the owner sees it.
Sharing is something you choose, chat by chat. Team history is not: a team leader can read the chats of everyone in the teams they lead without anything being shared. Both are covered below, followed by downloading a chat and a summary of who can read what.
Share a chat
- 1Open the chat. You can only share a chat you started.
- 2Click the gear at the right of the chat's header and choose Share chat.
- 3In Share Chat, tick each person you want to share it with, under Select users (they will have read-only access).
- 4Click Share with 2 users. The number counts the people you have ticked.
John Martin
last message sent: 2 minutes ago
What do we charge for an out of hours call-out, and does it change on bank holidays?
Share Chat
Owner
John Martin
john.martin@meridianfm.co.uk
Share with more people
This chat requires access to:
Select users (they will have read-only access)
- 1This chat requires access to: the tags saved with the chat.
- 2The people who hold all of those tags. Tick everyone you want to share with.
- 3Share with, followed by how many people are ticked. It stays greyed out until you tick someone.
A message reading Chat shared successfully confirms it. Everyone you ticked now has the chat on their Shared tab. There is only one level of access: the people you share with can read and download the chat, and only you can add to it.
Who you can share with
Share Chat only lists people who could already ask about the files the chat searches. Someone appears when all of these are true:
- They are in your organisation. You are never listed yourself.
- They hold every tag saved with the chat. A chat tagged Contracts and Technical can only go to people who have both.
- The chat is not already shared with them.
The tags that count are the ones the chat started with. Tags a person gets through a team in Settings > Teams count the same as tags given to them directly. If nobody else qualifies, the list is replaced by No users have access to this tag, or No users have access to both tags on a chat with two.
Share Chat
Owner
John Martin
john.martin@meridianfm.co.uk
Share with more people
This chat requires access to:
Select users (they will have read-only access)
No users have access to both tags
To share with someone who is missing, an admin first needs to give them the chat's tags. See Choose what a chat can see for how tags work, and Edit users and roles for giving someone a tag.
The tag check only happens when you share. Taking a tag away from someone later does not take away chats already shared with them; remove them from the chat as well if they should no longer read it. The list is also drawn from the 50 most recently added people in your organisation, so in a larger organisation someone with the right tags can be missing. Contact Centrus support if that happens.
What changes once a chat is shared
Three things change on your side as soon as you share a chat:
- The header shows a blue Shared badge beside the chat's tags.
- A bar under the header lists everyone on the chat, such as 3 participants followed by the names, with you marked (Owner). The count includes you.
- The chat appears on your Shared tab, as well as where it was before.
John Martin
last message sent: 2 minutes ago
3 participantsJohn Martin (Owner), Sarah Price, Emma ClarkeWhat do we charge for an out of hours call-out, and does it change on bank holidays?
Swap tags is removed from the gear menu while the chat is shared, so its tags stay the same for everyone reading it. It returns if you remove everyone. You can still send messages, rename the chat, archive it and change its AI model. See Choose what a chat can see.
Centrus does not tell anyone that a chat has been shared with them, or that they have been removed from one. There is no email or alert, so let the person know yourself.
See who has access and stop sharing
Click Manage on the participants bar, or choose Share chat from the gear again. The window now starts with Shared with and a count, listing everyone who can read the chat.
Share Chat
Owner
John Martin
john.martin@meridianfm.co.uk
Shared with (2)
Sarah Price
sarah.price@meridianfm.co.uk
Emma Clarke
emma.clarke@meridianfm.co.uk
Share with more people
This chat requires access to:
Select users (they will have read-only access)
- 1Shared with: everyone who can read the chat, each marked Read-only.
- 2The red bin removes that person.
- 3Anyone else you could still share with.
There is no confirmation step. Clicking the bin removes the person straight away, a message reads Participant removed, and the chat leaves their list. You can share it with them again from the same window, and they see the whole conversation again, including anything added in between. Only the owner can remove people.
When a chat is shared with you
A Shared tab appears above your chat list once someone shares a chat with you. Each chat on it is marked Shared and shows the name of the person who started it.
Chats that have been shared with you or that you've shared with others.
Sarah Price
last message sent: 18 hours ago
When does the Kingsway Depot contract end, and how much notice do we need to give to change the pricing?
The current contract ends on 31/03/2027. New pricing must be sent in writing at least 90 days before then, so by 31/12/2026.
Sources:
- • Kingsway Depot contract.pdf
- • Rate card 2026.xlsx
Centrus may make mistakes. Check important info.
- 1The Shared tab, holding chats shared with you and chats you have shared.
- 2Shared in the header, beside the chat's tags.
- 3The gear offers Download chat and nothing else.
- 4The message bar is greyed out and reads This chat is read-only.
You see the whole conversation, including anything the owner adds after sharing it, with the sources under each answer, the photos and documents in it, and any images and files Centrus made. You cannot send messages, attach files, rename the chat, archive it or change its tags. To follow up, start a chat of your own. You can pin a shared chat, which only changes your own list.
There is no way to leave a shared chat yourself. If you no longer need it, ask the owner to remove you. If the owner archives the chat, it moves out of your list too: turn on the archive button beside the search box to find it.
On a phone a shared chat opens full width like any other, with the same read-only message bar. See Chat in the web app.
CentrusSarah Price
When does the Kingsway Depot contract end, and how much notice do we need to give to change the pricing?
The current contract ends on 31/03/2027. New pricing must be sent in writing at least 90 days before then, so by 31/12/2026.
Sources:
- • Kingsway Depot contract.pdf
- • Rate card 2026.xlsx
Centrus may make mistakes. Check important info.
Team history for team leaders
If you lead a team, Chat shows you the chats of the people in it. Your tabs change to All, Personal, Team, Shared and Agents, and Chat opens on Personal. The Shared tab only appears once a chat has been shared with you, or by you.
Chats created by your team members, excluding agent-generated threads.
08 Oct 07:50Dylan Hughes
last message sent: 1 hour ago
Detector 14 on the Zone 3 panel keeps showing a fault. What should I check first?
Start at the detector head and its base. The manual gives three usual causes of a repeat fault on one detector: a dirty sensing chamber, a loose head, or damp in the base.
Sources:
- • Zone 3 panel manual.pdf
Centrus may make mistakes. Check important info.
- 1Team, one of the five tabs team leaders see.
- 2Chats by the people in your teams. Each row shows whose chat it is.
- 3Team members' chats are read-only for you.
- All: your own chats and your team's together.
- Personal: the chats you started. Sort by and Bulk Actions are only on this tab.
- Team: chats started by everyone in every team you lead. Other leaders of the same team are included; you are not. Type a person's name or email address in the search box to see only their chats.
- Shared: chats shared with you or by you.
- Agents: agent threads that belong to you or to the people in your teams. The line under the tab says it holds every agent thread in your organisation, but it does not.
A team member's chat opens the same way as a chat shared with you: you can read it and download it, and the gear offers Download chat only. It does not show a Shared badge, because nothing has been shared. Team members are not told when a leader opens one of their chats. Their archived chats are under the archive button beside the search box.
Who counts as a team leader
Team leaders are set by an admin in Settings > Teams. On Edit Team, under Team Members, choose Team Leader or Team Member when adding someone, or switch an existing member between Leader and Member. Click Update Team to save the change.
Edit Team
*Team Name
Field engineersTeam Members
A team can have more than one leader, and leaders of the same team can read each other's chats. Someone who leads several teams sees the members of all of them on one Team tab. Removing someone from a team, or switching them to Member, takes that team's chats off their Team tab. See Teams.
WhatsApp and Teams chats in team history
Conversations people have with Centrus on WhatsApp are part of team history, so a team leader sees them on the Team tab. Conversations on Microsoft Teams are not: they never appear on a leader's Team or All tab. Agent threads appear on Agents rather than Team.
Dylan Hughes: his own Chat history
08 Oct 07:50
07 Oct 11:47Rachel Owen, his team leader: the Team tab
08 Oct 07:50The owner can still share a WhatsApp or Teams chat from its gear menu. On the web these chats are read-only for everyone, the owner included. See Message Centrus on WhatsApp and Chat on Microsoft Teams.
Photos and files in older team chats
Photos, documents and the files Centrus makes are opened through private links that last 7 days. When a link runs out, Centrus makes a new one, but only for the chat's owner and the people it is shared with.
A team leader reading a team member's chat cannot get a new link. Files added in the last 7 days open as normal. After that, an attached photo shows Image expired and its file name, an image Centrus generated shows Image unavailable, and documents no longer open. The text of every message stays readable.
Dylan Hughes, or anyone he shares it with
The boiler at 14 Mill Lane is showing this. What does it mean?
A fresh link is made each time the chat opens.
Rachel Owen, his team leader, on 09/10/2026
The boiler at 14 Mill Lane is showing this. What does it mean?
The message text is still there. The photo is not.
If a team leader needs the files from an older chat, the owner can share the chat with them, as long as the leader holds the chat's tags. Sharing gives them fresh links whenever they open it.
Download a chat
- 1Open the chat and click the gear at the right of its header.
- 2Choose Download chat.
Your browser saves a plain text (.txt) file, and a message reads Chat downloaded. Anyone who can open a chat can download it: the owner, the people it is shared with and team leaders.
John Martin
Chat Title: Out of hours call-out rates Created: 03/10/2026, 10:18:42 Last Modified: 09/10/2026, 09:14:05 Chat User: John Martin Tag(s): Pricing Messages ======== [03/10/2026, 10:18:42] User What do we charge for an out of hours call-out, and does it change on bank holidays? [03/10/2026, 10:21:09] Assistant Out of hours attendance is charged at £145.00, which covers the first hour on site. The same rate applies on evenings, weekends and bank holidays. [09/10/2026, 09:12:31] User Is parking included in that for Riverside House?
The file is named after the chat's owner, the chat and the date and time you downloaded it. It starts with the chat's title, when it was created and last changed, the owner as Chat User, and its tags. Every message follows, oldest first, headed with its date, time and User or Assistant. Dates and times follow your computer's clock.
Only the words are saved. Sources, attached photos and documents, generated images and the files Centrus made are left out, so save any you need from the chat itself.
Admins can export many chats at once with Export Chats in Settings > Reports, filtered by date, tag and person. It covers the chats the admin can see in Chat, with Include shared chats and Include team chats options, and saves them as one text file, a CSV or JSON. See Reports.
Who can read what
Chats in Centrus are private from most colleagues but not from team leaders. The table shows who can read a chat you start, depending on where you had it.
YouThe chat's owner- You can read and download all of your chats, and only you can add to them.
- People you share a chat with can read and download that chat and nothing else of yours.
- Leaders of any team you are in can read and download your web chats, WhatsApp chats and agent threads without you sharing anything. They cannot see your Microsoft Teams chats.
- Admins have no extra access to chats. They do decide who leads each team, including whether they lead one themselves.
- Everyone else in your organisation cannot see your chats.
Being a leader or an admin does not change which files a chat searches. That is set by the chat's tags; see Choose what a chat can see and Control who sees what with tags.
Good to know
Share Chat, once the chat is shared
Share Chat, after you click the bin beside someone
Download chat, once the file is saved
Download chat, clicked before the chat has opened
- Shared chats are read-only for everyone but the owner. There is no way to let someone else add to a chat.
- Nobody is told when a chat is shared with them or when they are removed.
- The chat's name belongs to the owner. If they rename a shared chat, everyone it is shared with sees the new name.
- Folders are your own. Putting a shared chat in a folder does not change anyone else's list. See Organise your chats.
