ProChat Business Coordination

From Business Chat to Business Coordination

Most messaging applications are designed to help people exchange messages.

ProChat is designed to help organizations coordinate work through messages.

Construction and other businesses communicate every day with employees, consultants, clients, vendors, contractors, partners and people from other organizations.

The challenge is not simply sending or receiving messages. It is finding the right conversation, identifying what requires action, assigning responsibility, following up, preserving context and ensuring that the organization's communication remains available even when people change.

ProChat brings these requirements into a structured professional business-chat environment, connected with BcStep BON.

It supports communication within an organization as well as communication between organizations whose users are registered on BcStep.

External one-to-one communication can also be initiated using Customer-ID and PIN, even when the two organizations are not connected on a project.

ProChat

ProChat is designed to help organizations coordinate work through messages.

Business Communication

Construction and other businesses communicate daily with employees, and other organizations.

Right Conversation

finding the right conversation

Action

identifying what requires action

Responsibility

assigning responsibility

Following Up

following up

Preserving Context

preserving context

Communication

It supports communication within an organization as well as communication between organizations whose users are registered on BcStep.

ProChat Main Dashboard
ProChat brings these requirements into a structured professional business-chat environment, connected with BcStep BON.
ProChat BcStep Customer-ID and PIN even when the two organizations are not connected on a project
Business Chat Designed for Execution

Business Chat Designed for Execution

ProChat keeps the simplicity and speed of instant messaging while adding business structure around every conversation.

Conversation 01
Message

A conversation can move directly into:

Business Execution 02
My Diary
Meetings
Calendar
03

My Diary

Within My Diary, messages can be further categorized as:

Task
Reply
Follow-up
Discussions
In-Q
Archived

This means a message does not have to remain just a message.

It can become work.

ProChat is also integrated with My Diary, Calendar, HRM, ProCom, Task Manager and BcStep ERP, allowing information and actions to move seamlessly between communication and execution.

My Diary
Calendar
HRM
ProCom
Task Manager
BcStep ERP
Business Identity

Your Contacts Come With Your Business Identity

ProChat is not an open social messaging platform where anyone can simply create an account and start contacting people.

A person can use ProChat only after being connected with an organization. This keeps the platform focused on professional and business communication.

Conversation Filters

Seven Intelligent
Conversation Filters

The problem with business chat is rarely the number of messages.

It is finding the messages that matter.

ProChat conversation filters

ProChat organizes conversations through intelligent filters:

Conversation Filters

Office

Personal communication with office members and organization-wide announcements.

1-to-1

Direct individual conversations with outsiders, kept separate from group communication.

Tapped

Group conversations—both with outsiders and within the organization—in which you have been specifically mentioned.

Piled

Less-important conversations—both with outsiders and within the organization—grouped together to reduce distraction while keeping them accessible.

Muted

Conversations—both with outsiders and within the organization—that you have muted, grouped separately so they do not distract you while remaining accessible whenever required.

Starred

Important messages that you have temporarily marked for future reference.

Drafts

Messages that you have prepared but have not yet sent.

In group conversations, specifically mentioned messages can still be surfaced even when the group itself is muted, helping employees focus on conversations that require their attention.

Less searching. More focus.

Turn Any Message Into Action

Reading a message is only the beginning.

01 Task
02 Reply
03 Follow-up
04 Discussions
05 In-Q
06 Archived
01
✓

Task

Assign the required work to yourself or another team member.

02
↩

Reply

Flag the message for your own response or assign responsibility for responding to a team member.

03
◷

Follow-up

Mark the message for your own follow-up or assign it to a team member so that the required follow-up does not get lost in the conversation.

04
•••

Discussions

Send the matter to your own Diary and your colleague’s Diary to notify them for discussion with you before taking any further action.

05
?

In-Q

Keep an important message aside when you are busy or not yet ready to decide who should handle it.

06
▣

Archived

Keep conversations that you consider important for future reference in your personal archive, so they remain easily accessible.

↗

Every action remains connected to the original conversation and its attached files, preserving the complete context behind the work—even when the team member assigned the action was not part of the original conversation.

◷

When assigning an action to a team member, you can also specify a target date for completion.

Management Visibility & Accountability

In a conventional or social messaging application, a manager may know that a message was sent—but not necessarily who has taken responsibility for it.

ProChat can keep action labels such as:

Task Reply Follow-up Discussions

visible only to the relevant organizational group members against the conversation.

01

Who picked up the conversation?

02

What action are they taking?

03

Has the action been completed?

When the assigned employee completes the action and marks its status as Complete, the updated status becomes visible to the person monitoring or assigning it.

✓ Complete

From “I sent the message” to “I know who is handling it.”

This eliminates the possibility of duplicate actions, missed communications and unnecessary forwarding, while creating a stronger chain of end-to-end accountability without requiring constant personal follow-ups.

Organization-Controlled Group Membership

When an organization joins a group, its participation remains under organizational control.

The group creator, or Super Admin, can initially add only one representative from another organization to a Cross-Organizational Group.

That person becomes the Group Admin for their organization.

The Group Admin can then add or remove members only from their own organization.

Even the Super Admin cannot directly add or remove individual members of another organization. Any addition or removal of members from an organization within the group can be carried out only by that organization's Group Admin.

If the Super Admin removes an organization's Group Admin, all members belonging to that organization are automatically removed from the group.

Founder, Partners, Key Managers and HR/Accounts Heads are treated as default Group Admins for their organization, even if they join the group at a later stage.

This ensures that each organization maintains control over its own participating resources.

The organization controls its participation—not the individual employee.

AI Helps Keep Business Groups Professional

ProChat is designed specifically for professional communication.

Its AI-based controls can prevent non-business social content—such as festival greetings, birthday wishes, Good Morning messages, employee goodbye messages and similar social conversations—from cluttering business groups.

The objective is not to make communication less human.

It is to keep business groups focused on business.

Project groups should remain focused on project execution—not social-message clutter.

Calendar That Knows What
Your Chat Created

Actions originating from ProChat can connect with the employee's Calendar.

This can bring together:

Meetings Site Visits Tasks Replies Follow-ups Discussions

Employees can therefore see what requires attention and on which date, without maintaining multiple independent planners.

ProChat's broader integration of My Calendar with HRM, ProCom, Task Manager and BcStep ERP creates a connected schedule across the wider BcStep BON.

Your Calendar doesn't just show your appointments. It reflects the work created across your connected business environment.

Organizational Control

When an Employee Leaves,
Their Chats Don't Leave With Them

This is one of ProChat's important organizational controls.

Access removed
Employee device
Chats
Organization groups
Organization identity

When an employee leaves an organization, the chats conducted on behalf of that organization are automatically removed from the employee's device, and the employee is disconnected from the organization's groups and identity.

The employee therefore cannot continue communicating using the identity of their previous organization.

→
Communication stays with the organization
History retained
Organization communication history Retained
01
Project discussion Communication history
02
Team communication Organization record
03
Previous discussions Available for future reference

But the organization does not lose its communication history.

The company retains the chats for future reference.

This means that if a project discussion took place six months ago, the organization can retain that history even though the employee who participated in it has left.

The employee leaves.
→
The organization's communication record remains.
Communication Governance

Organizational Control Over Communication Deletion

ProChat's approach is fundamentally different from social messaging applications.

Employees do not independently control the permanent deletion of organizational communication.

01
1-to-1 Conversation

Within an Organization

For 1-to-1 conversations within an organization, any participant may initiate a deletion request, but the deletion can be completed only by authorized organizational roles such as Founder, Partners, Key Managers or HR/Accounts Heads.

01
Request Any participant may initiate
→
02
Approval Authorized organizational role
→
03
Deletion Removed from participating accounts
✓ Once approved, the conversation is removed from the relevant participating accounts.
02
1-to-1 Conversation

Between Different Organizations

For 1-to-1 conversations between employees of different organizations, removing the conversation from both organizations’ sides requires the respective authorized representatives of both organizations to approve the deletion request on behalf of their organizations.

ORG A Authorized Representative Approval required
+
ORG B Authorized Representative Approval required
✓ Both organizations must approve before the conversation can be removed from both sides.
03
Internal Organizational Group

Controlled Group Deletion

For Internal Organizational Groups, any participant may initiate a deletion request, the deletion can be completed only with approval from an authorized Founder, Partner, Key Manager or HR/Accounts Head of that organization.

F Founder
P Partner
M Key Manager
HR HR / Accounts Head
✓ Any participant can request deletion, but organizational authorization is required to complete it.
04
Cross-Organizational Group

Shared Group Governance

For Cross-Organizational Groups, deletion requests may be initiated by any participant, while the authorized organizational representatives or the Group Admins can approve the deletion on behalf of their respective organizations.

👤 Participant Initiates request
→
◉ Org. Representative Reviews request
→
✓ Group Admin Can approve
!
Transparency Rule

What happens when approval is not given?

If an organization’s representative or Group Admin does not approve the request, the conversation remains available in that organization’s records.

For complete transparency, all other participating organizations are notified of which organization has not approved the deletion request.

Record remains available

This creates a controlled approach to communication deletion while preserving:

↻
Continuity Communication remains available when approval is not granted.
✓
Accountability Deletion remains under authorized organizational control.
◈
Institutional Memory Organizational communication is treated as a lasting record.
The ProChat Advantage

The ProChat Advantage

01

Structured Communication

Keep professional conversations organized and focused.

02

Actionable Conversations

Turn messages into Tasks, Replies, Follow-ups or Discussions.

Tasks Replies Follow-ups Discussions
03

Cross-Organization Collaboration

Communicate directly with registered professionals outside your organization.

04

Organization-Controlled Identity

Business communication remains connected to the organization rather than an employee's personal identity.

05

Management Accountability

See who has taken responsibility and what action they are taking.

06

Connected Diary & Task Management

Convert conversations into trackable work without duplicate data entry.

07

Structured Meetings

Build agendas collaboratively and maintain organization-specific MOM records.

08

Calendar Integration

Keep meetings, site visits and communication-driven actions visible in one connected calendar.

09

Professional Group Discipline

Keep project and business groups focused and organized.

10

Organizational Communication Continuity

Retain company communication history even after employees leave.

11

Connected Business Context

Discuss documents and information from other BcStep BON applications without losing context.

12 AI

AI-Driven Communication Intelligence

Generate insights into communication patterns, responsiveness, group participation and work behaviour to support better workforce management and performance reviews.

Business User
Business User

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