Virtual Colleagues Messaging Setup

Virtual Colleagues can communicate through four channels: Slack, Microsoft Teams, Email, and in-app notifications. Messaging channels are configured centrally in the Integration Hub, then assigned to the Virtual Colleagues that should use them.

Use this guide to understand the available channel types and how to assign them. Use System → Integrations → Integration Hub when you need to create, test, or update a Slack, Teams, or email channel.

Channel Overview

Each Virtual Colleague can use multiple channels simultaneously. For example, a colleague can post a summary to Slack, send a detailed report by email, and push an in-app notification — all from the same scheduled run.

Slack Setup

Slack integration uses incoming webhooks to post messages to a channel.

Step 1: Create a Slack App

1. Go to api.slack.com/apps and click Create New App.
2. Choose From scratch and name the app “IntuitivePM”.
3. Select the Slack workspace where you want to receive messages.

Step 2: Enable Incoming Webhooks

1. In your app settings, navigate to Incoming Webhooks in the left sidebar.
2. Toggle Activate Incoming Webhooks to On.
3. Click Add New Webhook to Workspace.
4. Select the channel where Virtual Colleague messages should be posted.
5. Click Allow to authorize the webhook.
6. Copy the generated webhook URL: https://hooks.slack.com/services/T.../B.../xxxx

Step 3: Add the Webhook to IntuitivePM

1. In IntuitivePM, go to System → Integrations → Integration Hub.
2. Open Slack Incoming Webhook.
3. Create a notification channel and paste your webhook URL.
4. Click Test to verify delivery.
5. Assign the channel to the Virtual Colleague that should use it.

For detailed instructions, see the Slack Integration Configuration guide.

Microsoft Teams Setup

Teams integration uses the Workflows connector to deliver Adaptive Card messages.

Step 1: Create an Incoming Webhook in Teams

1. Open Microsoft Teams and navigate to your target channel.
2. Click the … menu next to the channel name and select Workflows.
3. Search for “Post to a channel when a webhook request is received” and select it.
4. Name the workflow (e.g., “IntuitivePM Notifications”) and confirm the channel.
5. Copy the generated webhook URL.

Step 2: Add the Webhook to IntuitivePM

1. In IntuitivePM, go to System → Integrations → Integration Hub.
2. Open Microsoft Teams.
3. Create a notification channel and paste the webhook URL.
4. Click Test to verify the Adaptive Card appears in your channel.
5. Assign the channel to the Virtual Colleague that should use it.

For detailed instructions, see the Teams Integration Configuration guide.

Email Setup

Virtual Colleagues can send branded HTML emails to specified recipients. Email delivery uses either your company’s SMTP settings or a per-colleague custom SMTP configuration.

Using Company SMTP (Default)

If your company has configured SMTP settings, Virtual Colleagues use those settings by default:

1. Ensure your company SMTP is configured in Settings > Company > Email (see Email Setup).
2. In the colleague’s Messaging tab, select the Email sub-tab.
3. The colleague will use your company’s “From” address and SMTP server.
4. Add recipient email addresses.
5. Click Send Test Email to verify delivery.

Using Custom SMTP

For colleagues that need to send from a different address:

1. Open the colleague’s Messaging tab and select Email.
2. Toggle Use Company Email off.
3. Enter custom SMTP details: host, port, username, password, and email address.
4. Click Send Test Email to verify.
5. Save your changes.

Email Format

Virtual Colleague emails use IntuitivePM’s branded template:

• Header — Metatron’s Cube logo on dark background.
• Rainbow accent — Gradient separator line.
• Body — Report content rendered as HTML.
• Footer — “Sent by [Colleague Name] via IntuitivePM”.

The logo is embedded as an inline CID attachment for reliable rendering across all email clients.

In-App Notifications

In-app notifications are delivered via real-time Socket.io connections. When a Virtual Colleague generates an action targeting a specific user, that user receives an instant notification inside IntuitivePM.

In-app notifications include:

• The colleague’s name and ID.
• The action type (reminder, escalation, etc.).
• The subject and message content.
• A timestamp.

In-app notifications do not require any external configuration. They work automatically for any colleague that generates user-targeted actions.

Assigning Channels to Virtual Colleagues

Once your messaging channels are configured:

1. Navigate to Virtual Colleagues in your project.
2. Select a Virtual Colleague or create a new one.
3. Under the Messaging or Notification channels section, select the channels you want this colleague to use.
4. Save the colleague.
5. If a channel is missing, return to the Integration Hub and create it there.

Each colleague can use multiple channels simultaneously. A single scheduled run can send a Slack message, a Teams Adaptive Card, and an email report — all from the same analysis.

Action Types

Virtual Colleagues generate two primary action types, both of which can be delivered on any channel:

The colleague’s AI analysis determines which action type to use based on the task data and the colleague’s role configuration.

Tips for Multi-Channel Configuration

• Slack for team-wide summaries. Post sprint reports and daily digests to a shared channel so the entire team sees them.
• Email for stakeholders. Send weekly reports to managers or executives who do not check Slack or Teams regularly.
• Teams for organizations on Microsoft 365. Use Teams Adaptive Cards for a native experience.
• In-app for urgent alerts. Real-time in-app notifications ensure critical escalations are seen immediately by the responsible team member.

Next Steps

• Create your first Virtual Colleague with the Creating Virtual Colleagues guide.
• Configure webhook notifications for external integrations in the Webhooks guide.
• Learn about all available colleague roles in the Virtual Colleagues Overview.