How-To heiCHAT: Getting started and basic functions (Desktop)
These instructions relate to the use of the heiCHAT service on desktop computers.
heiCHAT is Heidelberg University’s instant messaging service. Further information and instructions on the service can be found in the Service Catalogue.
Contents
Set-up
1. 1. Please download and install the Element chat client software for your platform:
https://element.io
(Alternatively, heiCHAT can also be used directly in your web browser: https://heichat.uni-heidelberg.de)
2. Launch the Element application.
3. Click on the ‘Log in’ button.
4. Click on the ‘Edit’ button.
5. Enter the link https://matrix-im.uni-heidelberg.de in the ‘Home server address’ text box and click the ‘Continue’ button.
6. From the ‘Log in with’ drop-down menu, select ‘Username’. Then enter your university ID in the ‘Username’ text box and your corresponding password in the ‘Password’ text box. Now click the ‘Log in’ button.
Set up encryption
heiCHAT encrypts messages and chat rooms by default. To use this encryption, you must set a passphrase and create a recovery key when you log in for the first time. You can use the recovery key to make your encrypted messages and chat rooms readable again. The passphrase secures the recovery key on the server, so that on your clients you only need to enter the passphrase and no longer have to enter the entire, hard-to-remember recovery key.
1. Immediately after logging in, select ‘Security Phrase’ (‘Recovery passphrase’) to set a passphrase, then click ‘Continue’.
2. Set a passphrase, then click “Continue”.
3. Repeat your passphrase and click ‘Continue’ again.
4. Your recovery key will now be generated and stored securely on the server, protected by the passphrase you entered earlier. Please keep your recovery key in a safe place, such as a password manager. Alternatively, you can click ‘Download’ to save the recovery key as a text file.
Important note: Please make sure you keep your recovery key safe! Without it, or without your passphrase, nobody will be able to access your encrypted messages and chats!
Create a chat
1. Click the plus button next to the ‘People’ display.
2. A pop-up window will appear. Enter the name or university ID of the person you wish to chat with in the text field. Then click the ‘Go’ button.
3. The person you wish to chat with has now been invited to a chat and must accept this invitation.
Create a room
1. Click the plus button next to the ‘Rooms’ label, then click ‘New Room’.
2. A pop-up window will appear. Enter the name of the room you wish to create in the ‘Name’ text box. Then click the ‘Create room’ button. The room has now been created.
3. To add members to this room, click on the room’s name in the top left-hand corner.
4. Select ‘Invite’ from the drop-down menu.
5. Now enter the name, email address or university ID of the person you wish to chat with in the text field. Then click on ‘Invite’. Your chat partner has now been invited to the room and must accept this invitation.
Enter the room
1. Once you have been invited to a room, the invitation will appear in the left-hand side panel. Now click on the invitation.
2. To join the room, click the ‘Accept’ button. You have now joined the room.
Room roles and permissions
By default, every member of a room can send messages and add other members to the room. If necessary, these and other permissions for the room can be changed.
1. Click on the room and then select ‘Settings’ from the drop-down menu.
2. In the settings window, click on the ‘Roles & Permissions’ menu item on the left.
3. Here, you can now configure roles and permissions for your room in fine detail.
Room chat history
By default, any new member joining a room can view the entire previous chat history. This can be changed if required.
1. Click on the room and then select ‘Settings’ from the drop-down menu.
2. Now click on the ‘Security’ menu item on the left-hand side of the settings window.
3. Under ‘Who can read the previous chat history?’, select the setting you want.
Start a voice call
To start a voice call, click on the button with the ‘telephone icon’ in the chat or room of your choice.
Start a video call
To start a video call, click on the button with the ‘camera icon’ in the chat or room of your choice.
Verify sessions
When logging in with a new client, you may be asked to verify your session. This is to ensure, firstly, that the people you’re chatting with know they’re really chatting to you and that no unauthorised third party has intercepted the conversation. Secondly, it allows you to access your encrypted messages and rooms without having to re-enter your security key.
1. Click on “Use a recovery key or your passphrase.”
2. Enter your passphrase or, alternatively, your recovery key.
3. Click ‘Continue’.
4. Your session is now verified.
Enable encryption for a room
To enable encrypted chatting in rooms, you will usually need to activate encryption for that room first. Once you have activated encryption, it cannot be deactivated. To activate encryption:
1. Click on the room and then select ‘Settings’ from the drop-down menu.
2. Now click on the ‘Security’ menu item in the settings window.
3. Now select the ‘Encrypt’ button.
All messages within this chat room are now encrypted. If a device within the chat room is not verified, that device will not be able to read the messages.
