Tutorials

VoxCom is a secure team communication platform designed for businesses and organizations. This guide will walk you through everything you need to know to get started, from installing the server to managing channels and communicating with your team.

 

1. Understanding VoxCom

 

VoxCom consists of two applications:

 

VoxCom Server: The central hub that manages all communications, users, and channels. Install this on a Mac that will act as your team's communication server.

 

VoxCom Client: The application team members use to connect to the server, send messages, make calls, and collaborate.

 

Key Features:

- End-to-end encryption for secure communication

- Channel-based organization

- Direct messaging between team members

- File and image sharing

- User roles and permissions

- Message history and search

 

 

2. Installing VoxCom Server

 

Step 1: Choose Your Server Mac

Select a Mac computer that will run as your server. This should be:

- A Mac that stays powered on during work hours

- Connected to your local network

- Has a stable network connection

- Runs macOS 13.0 or later

 

Step 2: Download and Install

1. Download VoxCom Server from the Mac App Store or your distribution source

2. Drag the application to your Applications folder

3. Launch VoxCom Server

 

Step 3: First Launch

When you first launch VoxCom Server, you'll see a welcome screen. The server will automatically:

- Generate encryption keys for secure communication

- Create a default "general" channel

- Start listening for client connections

 

 

3. Setting Up Your First Server

 

Step 1: Configure Server Settings

1. Click the VoxCom Server icon in your menu bar

2. Select "Settings" from the dropdown menu

3. Configure the following:

 

   Server Name: Give your server a friendly name (e.g., "Acme Corp Communications")

   Port: The default port is 45678. Only change this if you have conflicts

   Max Users: Set the maximum number of simultaneous connections

   Launch at Login: Enable this to start the server automatically when your Mac boots

 

Step 2: Create the Owner Account

1. Click on "Users" in the server menu

2. Click the "+" button to add a new user

3. Enter the following information:

   - Username: Your desired admin username

   - Password: A strong password

   - Role: Select "Owner"

4. Click "Create User"

 

Understanding User Roles:

- Owner: Full control over server, users, and all channels

- Admin: Can manage users and channels, but cannot delete the server

- Moderator: Can manage channel content and moderate discussions

- Member: Standard user with access to assigned channels

 

Step 3: Note Your Server IP Address

1. Click the server icon in the menu bar

2. Look for "Server IP" in the status display

3. Write down this IP address - users will need it to connect

4. The format will be something like: 192.168.1.100:45678

 

 

4. Installing VoxCom Client

 

For Each Team Member:

1. Download VoxCom from the Mac App Store or your distribution source

2. Install the application on your Mac

3. Launch VoxCom

 

The client application is compatible with macOS 14.0 and later.

 

 

5. Connecting to the Server

 

Step 1: Launch VoxCom Client

When you first launch VoxCom, you'll see the login screen.

 

Step 2: Add Your Server

1. Click the "+" button in the server list

2. Enter the following information:

   - Server Name: A friendly name (e.g., "Work Server")

   - Server Address: The IP address from Step 3 of server setup

   - Port: Usually 45678 (unless changed)

3. Click "Add Server"

 

Step 3: Log In

1. Select your server from the list

2. Enter your username and password

3. Click "Connect"

 

Tip: Enable "Remember Me" to save your credentials for faster login next time.

 

Step 4: First Connection

After connecting successfully:

- A secure encrypted connection is established

- You'll see the list of channels on the left sidebar

- The "general" channel is selected by default

- You can start sending messages immediately

 

 

6. Managing Users and Permissions

 

Adding New Users (Server Side):

 

As an Owner or Admin, you can add users from the server:

 

1. Click the VoxCom Server icon in the menu bar

2. Select "Users"

3. Click the "+" button

4. Fill in the user details:

   - Username (no spaces, letters and numbers only)

   - Password (minimum 6 characters recommended)

   - Role (Owner, Admin, Moderator, or Member)

5. Click "Create User"

6. Share the username and password with the new team member

 

Managing User Permissions:

 

To change a user's role:

1. Open the Users window on the server

2. Select the user you want to modify

3. Click the role dropdown

4. Select the new role

5. Changes take effect immediately

 

Removing Users:

1. Select the user in the Users window

2. Click the "-" button

3. Confirm the deletion

4. The user will be immediately disconnected

 

Best Practices:

- Only assign Owner role to trusted individuals

- Use descriptive usernames that identify team members

- Encourage users to change their password after first login

- Regularly review user permissions

 

 

7. Creating and Managing Channels

 

Channels are organized spaces for team discussions. Each channel can have specific members and purposes.

 

Creating a New Channel:

 

1. In the VoxCom client, click the "+" button next to "Communication Channels"

2. Enter channel details:

   - Channel Name: Use lowercase, no spaces (e.g., "marketing" or "project-alpha")

   - Description: Brief description of the channel's purpose

   - Type: Choose Public or Private

3. Click "Create Channel"

 

Channel Types:

 

- Public Channels: All team members can see and join

- Private Channels: Only invited members can access

 

Adding Members to a Channel:

 

1. Right-click on the channel name

2. Select "Channel Settings"

3. Click the "Members" tab

4. Click "Add Members"

5. Select users from the list

6. Click "Add"

 

Managing Channel Settings:

 

From the Channel Settings window, you can:

- Change the channel description

- Add or remove members

- Change channel permissions

- Archive or delete the channel

 

Reordering Channels:

 

1. Hover over a channel name

2. Click the up or down arrow buttons

3. Channels will rearrange in your preferred order

 

Note: The "general" channel cannot be deleted or reordered - it's always first.

 

 

8. Sending Messages and Files

 

Sending Text Messages:

 

1. Select a channel from the sidebar

2. Type your message in the text field at the bottom

3. Press Enter or Return to send

4. Use Shift+Enter for line breaks without sending

 

Sending Images:

 

1. Click the image icon next to the message field

2. Select an image from your Mac

3. Optional: Crop or adjust the image

4. Add a caption if desired

5. Click "Send"

 

Tip: You can also drag and drop images directly into the chat window.

 

Sending Files:

 

1. Click the paperclip icon next to the message field

2. Select a file from your Mac

3. The file will be uploaded and shared with channel members

4. Recipients can click to download the file

 

Message Features:

 

- Emoji Support: Use standard emoji from your keyboard

- Timestamps: Each message shows when it was sent

- Read Receipts: See when messages were delivered

- Message Search: Use the search icon to find past messages

 

Replying to Messages:

 

1. Hover over a message

2. Click the reply icon

3. Type your response

4. The original message will be referenced in your reply

 

Deleting Messages:

 

1. Right-click on your own message

2. Select "Delete Message"

3. Confirm the deletion

 

Note: You can only delete your own messages unless you're a Moderator or Admin.

 

 

9. Direct Messaging

 

Send private messages to individual team members outside of channels.

 

Starting a Direct Message:

 

Method 1: From Team Members List

1. Click "Team Members" in the toolbar

2. Find the person you want to message

3. Click the message icon next to their name

4. A direct message window will open

 

Method 2: From Direct Messages List

1. Click "Direct Messages" in the toolbar

2. Click the "+" button to start a new conversation

3. Select a team member from the list

4. Start typing your message

 

Direct Message Features:

 

- All messages are end-to-end encrypted

- Send text, images, and files

- See when the other person is typing

- View message history

- Unread message indicators

 

Managing Direct Messages:

 

- Unread Badge: Shows number of unread conversations

- Search: Find specific messages in the conversation

- Clear History: Delete conversation history from your device

 

 

 

10. Advanced Features

 

User Profile Customization:

 

1. Click your username in the top-right corner

2. Select "Edit Profile"

3. Customize:

   - Display name

   - Profile picture/avatar

   - Status message

4. Click "Save Changes"

 

Message History:

 

VoxCom automatically stores message history:

- Scroll up in any channel to load older messages

- Use the search function to find specific content

- History is encrypted and stored securely

 

Notifications:

 

Configure notifications in VoxCom > Settings > Notifications:

- Enable/disable sound alerts

- Choose notification style

- Set quiet hours

- Customize per-channel notifications

 

Keyboard Shortcuts:

 

- Command+K: Quick channel switcher

- Command+F: Search messages

- Command+N: New direct message

- Command+,: Open settings

- Escape: Close current window

 

Server Logs (Admins/Owners):

 

1. Click "Server Logs" in the toolbar

2. View:

   - Connection events

   - User activity

   - Error messages

   - System status

3. Export logs for troubleshooting

 

Encryption Settings:

 

1. Go to Settings > Security

2. View encryption status

3. Verify key exchange with other users

4. Enable additional security features

 

 

11. Troubleshooting

 

Cannot Connect to Server:

 

1. Verify the server IP address and port are correct

2. Check that the server Mac is powered on and running VoxCom Server

3. Ensure both computers are on the same network

4. Check firewall settings on the server Mac

5. Try restarting both server and client applications

 

Messages Not Sending:

 

1. Check your internet connection

2. Verify you're still connected to the server (look for green status indicator)

3. Try reconnecting: VoxCom > Disconnect, then reconnect

4. Check if you have permission to post in the channel

 

 

Server Performance Issues:

 

1. Check available disk space on server Mac

2. Monitor CPU and memory usage

3. Reduce maximum user connections if needed

4. Restart the server application

5. Review server logs for errors

 

Missing Messages or History:

 

1. Scroll up in the channel to load more history

2. Click "Load Earlier Messages" if prompted

3. Check your channel permissions

4. Verify message history is enabled on the server

 

Encryption Errors:

 

1. Disconnect and reconnect to the server

2. Verify the server's encryption keys are valid

3. Clear local encryption cache in Settings > Security

4. Contact your administrator if issues persist

 

Getting Help:

 

If you continue experiencing issues:

 

1. Check the server logs (Admins/Owners)

2. Export client logs: VoxCom > Help > Export Logs

3. Document the steps to reproduce the problem

4. Contact your IT administrator or VoxCom support

 

 

Best Practices

 

For Server Administrators:

 

- Regularly backup server data

- Keep the server Mac updated with latest macOS security patches

- Monitor server logs for unusual activity

- Review user permissions quarterly

- Test restore procedures periodically

- Document your server configuration

 

For All Users:

 

- Use descriptive channel names that reflect their purpose

- Keep conversations in appropriate channels

- Use direct messages for private or off-topic discussions

- Be respectful of notification settings - avoid unnecessary mentions

- Regularly check for unread messages

- Update your profile information to help team members identify you

 

Security Best Practices:

 

- Use strong, unique passwords

- Never share your login credentials

- Log out when using shared computers

- Verify you're connected to the correct server

- Report suspicious activity to administrators

- Keep VoxCom updated to the latest version

 

 

Quick Start Checklist

 

Server Setup:

[ ] Install VoxCom Server on designated Mac

[ ] Configure server name and settings

[ ] Create owner account

[ ] Note server IP address

[ ] Add initial user accounts

[ ] Create necessary channels

[ ] Test connection from client