Manage Announcements

Announcements let IT teams communicate directly with end users, without relying on email. The message is displayed unobtrusively on the workstation, in the context of applications, through the Kabeen user agent. It is the ideal channel to inform users about planned maintenance, an application update, or to raise awareness about a usage practice.

You manage your announcements from the Announcements menu in Kabeen: you create messages, choose their audience, schedule their delivery, and track their impact (views and reactions).

Prerequisites

Announcement delivery relies on the user agent (browser extension, alongside the native agent). For an announcement to reach your users, this agent must be deployed and functional on their workstations.

Without the user agent installed, you can create and schedule announcements in Kabeen, but they will not appear to any user. See the User Agent section for deployment.

Accessing announcements

1. In the left menu, under General, click Announcements
2. The page lists all your announcements, split across three tabs according to their state (see Announcement states)

Accessing the page requires the Read announcements permission. Announcements targeting an application are also visible from the Usage tab of that application's record, through the Latest announcements widget.

The two announcement types

When creating an announcement, you choose its type. It determines the audience and when the message is shown.

• A General announcement is delivered to all users of the targeted teams across your organization. It suits cross-functional communications: maintenance of a service, general IT information, and so on.
• An Awareness announcement is attached to a single application and is shown to users while they use it. It is ideal for contextual messages: best-practice reminders, usage guidance, or an alert about a given application.

Creating an announcement

1. From the Announcements page, click the + button (or Deploy my first announcement if the list is empty)

2. Enter the announcement Title — keep it short and explicit, as this is what captures attention

3. Choose the Type: General or Awareness

4. Set the Target:

   • for a General announcement, select one or more teams in your organization tree
   • for an Awareness announcement, select the relevant application

5. Choose the Publication date: the date from which the announcement becomes active

6. Optionally set an End date:

   If no end date is selected, the announcement is permanent. You can stop it at any time by archiving or deleting it.

7. Write the Content of the message

8. Check the result in the live preview, which reproduces how the announcement appears to users

9. Click Publish

The Create announcements permission is required to access this form.

Announcement states

Kabeen automatically sorts each announcement into one of the three list tabs, based on its publication and end dates:

The lifecycle is fully automatic:

1. An announcement created with a future publication date first appears as Scheduled
2. It automatically becomes Active as soon as the publication date is reached, and then starts displaying to users
3. It moves to Archived once the end date has passed, and stops displaying
4. With no end date, it stays Active indefinitely, until you archive or delete it manually

How users receive announcements

On the user side, the announcement is delivered by the browser extension:

• it appears as an unobtrusive window that the user can dismiss
• once dismissed, it remains available at any time from the Kabeen extension menu
• the first appearance for a user is counted as a view
• the user can react to the message with a thumbs up or thumbs down

Awareness announcements are shown only when the user browses the targeted application, ensuring a perfectly contextual message.

Tracking engagement

Each row in the announcements list shows engagement indicators, updated as users receive and read the message:

This data lets you measure the reach and reception of each communication, and adjust your messages accordingly.

Archive rather than delete

To keep an announcement's history — its views and reactions — without losing it, archive it rather than delete it. Deleting permanently removes the announcement and its indicators; archiving keeps it in the Archived tab.

An announcement is archived once its end date has passed (see Announcement states). To archive an Active announcement that has no end date, give it an end date that is already in the past: it then automatically moves to Archived and stops displaying to users, while remaining available in the list.

Editing or deleting an announcement

From the announcements list, each row offers actions:

• Edit (pencil icon): opens the announcement to edit its title, content, target, or dates. Requires the Edit announcements permission.
• Delete (trash icon): permanently removes the announcement after confirmation. Requires the Delete announcements permission.

You can also open an announcement in read-only mode to review its details without changing it.

To end a permanent announcement (with no end date) before deleting it, simply give it an end date that is already in the past so it gets archived, or delete it directly.

Permissions

Access to announcement features is governed by four permissions, granted through your workspace roles:

If a permission is missing, the corresponding action is not available in the interface.

Best practices

• Short, explicit title: it is the first thing users see; get straight to the point
• Pick the right type: General for cross-functional communication, Awareness for a message tied to an application
• Plan ahead: prepare your maintenance announcements and set a publication date in advance — the announcement stays Scheduled until the chosen time
• Set an end date: for temporary messages (maintenance, incident), set an end date so the announcement archives automatically and does not stay displayed unnecessarily
• Track engagement: use views and reactions to assess the relevance of your communications and refine the next ones