MyBiz Help Center

Find all the answers to your questions about how to use MyBiz. You can also read our Privacy Policy and Terms of Service.

MyBiz General Info

About MyBiz

MyBiz is a communication platform that helps owners and managers organize and manage the discussions, tasks, and issues that are a critical part of running a business.

Operating platforms

MyBiz works across all platforms: Web, iOS, and Android.

How will MyBiz help my business? What do businesses use it for?

  • Communicate with managers and staff all in one place
  • Discuss or assign tasks to get stuff done
  • Message groups without sharing numbers

Account Basics

Create an account

App & Desktop:

  1. Go to https://mybiz.townsquared.com or download the app from the Apple Store or Google Play Store.
  2. Create an account by entering your cell phone or email address.
  3. You will receive a notification via email or a text message with your activation code. Enter that activation code to start.
  4. Add your business name and a photo and start inviting your team.

Signing in

App & Desktop:

  1. Everytime you logout and log back into MyBiz, whether on your desktop or on your mobile app, you’ll be prompted to enter your phone number or email and you’ll receive a unique single use passcode to access your account.
  2. Enter the passcode on the login page and you’re in!

Forgot email or phone number

App & Desktop
Click on the Contact Us link that will take you to support@townsquared.com. Our support team will help you out asap!

Edit your profile

On the app:

  1. Click on the Account icon at the bottom of your app.
  2. Click on your name at the top.
  3. From here, you can add or change your profile picture, your name, phone number, and email address.
  4. Click Save at the top of the page.

On desktop:

  1. Click on your name at the top right side of your screen.
  2. Click the edit icon (the blue pencil).
  3. From here, you can add or change your profile picture, your name, phone number, and email address.
  4. Click Save at the top of the page.

Add your photo

  1. Click on Account.
  2. Click on the edit icon (the blue pencil).
  3. Click on your profile picture to upload a new picture from your camera’s gallery or take an image with your camera.

Add or change your business logo

For the time being, if you’d like to add or change your business logo, please contact us through your dashboard’s Support Channel. Send us your logo and we’ll update it for you!

Add a new business

Add a new business

  1. Click on the name of your original business at the top of your desktop.
  2. Click on the name of your business.
  3. A drop-down menu will give you the option to Create a New Business.
  4. Click on that link and add the name of the second business you would like to add.

On desktop: A new (screen) will appear with an introduction to your new business and you can start to invite your team to this new business. No one in your previous business will be able to communicate or have access to this business until you add them to this business.

On the app: A new green shaded (tab option) will appear. You can now invite your team to this new business. No one in your previous business will be able to communicate or have access to this business until you add them to this business.

Manage multiple businesses

To switch back and forth between businesses, click on the name of your business at the top left of your app or desktop. Your other business name will appear. Click on the other business to change accounts.

Control the access of each co-worker

  1. If people in Business 1 do not need access to people in Business 2, then you can create a separate business by scrolling to the bottom of your left nav bar and clicking on “Add New Business,” and follow the steps above for Add a New Business.  You will see both businesses on your dashboard, but people in Business 1 do not have access to the directory, chat, tools, or tasks in Business 2 and visa versa. 
  2. If people in Business 1 need access to people in Business 2, you can create a different group for each business under your main business name and invite the necessary people to that group.

Invitations

Invite co-workers

There are several ways that you can invite your co-workers to your business: Email, Text Message, or directly from your phone Contact List. Anyone who has been added to your business can add additional members.You can also invite people outside of your business in the same way, as long as you have their email address or phone number. However, just keep in mind that they will have access to the staff directory and All Team group. If you do not invite them to any of the other groups, they will not be able to see the conversations in them or participate.

On the desktop:
Inviting to your business

  1. Click on the Directory icon at the top of the screen.
  2. Click on Add people directly to send an email or text invitation. Or, click on Add people by sharing a link to copy an invitation link or email them directly with a pre-populated message.

Inviting to a group

  1. You can also invite people to a specific group (if you’ve added groups). Clik on a Group on the left side nav bar. Click on the grey Information button at the top of the screen.
  2. On the right hand nav bar, click on Add people to conversation. Search for people who are already on your team. You can also click on Add people directly to send an email or text invitation. Or, click on Add people by sharing a link to copy an invitation link or email them directly with a pre-populated message.

On the app:
Inviting by Phone Contact List

  1. Click on the Directory icon on the bottom of the app.
  2. Click on Invite from Your Contacts option at the top.
  3. Click on the red Connect My Contacts button to allow the app to access your contacts stored on your phone.
  4. Click on a name. It will ask you to confirm the name for each contact. Edit the name if you’d like, then click on Select
  5. Once you’ve added all the people you want to invite to your Invite List, click on the red Invite button. They will receive a text message to join.
  6. You’ll see a notification that your request was sent.
  7. Your contact will receive a notification to accept the invitation. You’ll be able to see on your dashboard that they accepted the invitation.

Inviting by Text Message

  1. Click on the Directory icon on the bottom of the app.
  2. Click on the Invite by Text Message option at the top.
  3. You will automatically be taken to your messages where a pre-populated message will appear.
  4. Type in the names or numbers of the contacts who you want to invite and hit Send.
  5. Each person will receive this message with a link to click on to join: I’ve added you to our [Business Name] MyBiz group on Townsquared MyBiz- simplified communication for our small business.
  6. When someone clicks on the link to set up their profile, they will be directed to a screen with your business name and photo and directions to add their phone number to receive messages.

Inviting by Email

  1. Click on the Directory icon on the bottom of the app.
  2. Click on the Invite By Email option at the top
  3. Your screen will automatically take you to your email with a pre-populated message asking the receiver to join your business on Mybiz.
  4. Enter your contact(s) and hit send.
  5. You can invite as many people as you want in the same email invitation.
  6. Each person will receive this message: Join the MyBiz group on Townsquared MyBusiness to keep up with important updates in the business, stay on top of tasks, and collaborate with the team in a single place. Bonus: this will help separate work and personal messages. Yay! Simply click this link to set up your profile and you’re done: [link]
  7. When someone clicks on the link to set up their profile, they will be directed to a screen with your business name and photo and directions to add their phone number to receive messages.

Verify if a Team Member has joined

  1. You will know that a member has joined by clicking on Directory. You can see the active members by scrolling down and seeing their name.
  2. If a member has not accepted your invitation to join, their status will appear in your Directory as Pending.
  3. Send Pending members a reminder invitation or a text message by clicking on the Remind button by their name.

Invitation reminders

What do you do if a person has not accepted their invitation and is Pending? Send them a reminder by going to your Directory and clicking the Remind button next to the name of the person who is Pending. A reminder message will be sent to them.

Delete members

  1. Click on the group you want to edit.
  2. Click on the Information icon at the top to see the members of the group listed in the pane on the right.
  3. Click on the three dots next to their name and a new menu will appear with the option to remove them from the conversation.

Groups

Create a Group

A group can be a conversation among a selected group of people in the business that is on-going or temporary. A group can be a “living” message board that keeps the communication of details between staff members all in one place about a specific topic. Instead of emailing or texting each other back and forth, you can create a group that keeps a recorded history of that topic, a “Daily Log Book,” for example can be helpful for keeping track of incidents, busier than normal days, tasks, etc.

Every Group is private only to the people in that group, just like a group text message.

There is no maximum number of Groups that you can create, and there is no maximum number of people you can have on your team.

On the app

  1. Click on the red New button on the upper right.
  2. Click the blue New Group or Topics button.
  3. Select the team members you would like to add to the new group.
  4. Click the red Create button.
  5. Name your group. You can add an optional group description. Click Create again.
  6. Members will get a notification that they are now in this new group.

On desktop

  1. Click on the red New button on the upper left.
  2. Click the blue New Group or Topics button.
  3. Select the team members you would like to add to the new group.
  4. Click the red Create button.
  5. Name your group. You can add an optional group description. Click Create again.

Add people to an existing group

On the app

  1. Click on the group that you want to add more members to.
  2. At the top of the page, click on the information icon.
  3. Click on the blue +Add another member. 
  4. On the app, scroll to the bottom of the group’s directory and invite them through your Contacts List, via text message, or by email.

On desktop

  1. Click on the group that you want to add more members to.
  2. At the top of the page, click on the information icon.
  3. Click on the blue +Add More People to the Conversation.
  4. Enter the team member’s name, cell phone number or email. 

Edit name of a group

Anyone who is in the group can edit the name of a group.

  1. Click on that group.
  2. Click on the Information icon.
  3. Click Edit.
  4. Make your edits and click Update.

Messages

Send direct messages

A direct message is a chat between you and one other person. This chat will be private between the two of you. No one else can see those messages.
On the app or desktop

  1. Click on the Directory icon.
  2. Scroll down to find the member you want to message.
  3. Click on that person.
  4. Click on the message box at the bottom of your app to write your message.
  5. Hit send to send the message in the app.
  6. Click the toggle to notify this person via text message.

via GIPHY

Alert

You can alert a specific member in a group message.

  1.  To call out specific people in your group message, type the @ symbol in front of a team member’s name. The person will receive a notification on the app or desktop that they were mentioned specifically in a message.
  2. Everyone on the team will be able to see that the question or comment was meant for that person.

OR

  1. Click on the group of the person you want to connect with.
  2. Click on the Information icon at the top to see the members of the group listed in the pane on the right.
  3. Click on the three dots next to that person’s name and a new menu will appear with the option to send them a message.

Text a message

Sometimes you may want to message the entire time via text message instead of through the app. For example, you may have an emergency that you want everyone to know about.
You can text message the whole team by switching your message to a text. Click on the toggle switch below the textbox after you’ve typed your message in the All Team Group Message. Click the red Send Button.
If someone has not downloaded the app, you can still send them the message. A message will ask if you’d like to send that person a text message.

Add attachments to a message

You can attach pictures, documents, spreadsheets, and many other files in messages and tasks. If you are on a phone and receive a message with an attachment, you can click on it and the attachment downloads. The maximum size of documents that you can attach is 100MB.

Mute conversations

On desktop

Muting a conversation means that you will not receive any notifications when new activities happen in that group.

  1. Click on the group.
  2. Click on the information icon.
  3. Select how long you would like the mute the conversation. You have the option to mute the group for 15 minutes, up until the next day.

Snooze the app

Snoozing the app means that you will not receive any notifications when new activities happen in the entire application. To do this, click on the Snooze icon and choose whether to snooze notifications from the business from the time options listed in the drop-down menu.

Send message to non-app users

You can send messages to people who do not have the app but it is ideal if they can download the app onto their phone. It is free to download from both the Apple Store or the Google Play Store. Even if a team member doesn’t have the app, they can still receive messages you send from the app as SMS text messages and they can reply back. That way, even if only a portion of the team has downloaded the app, the whole team gets the benefit of coordination, especially with the task lists that is automatically integrated into each group chat.

Tools

About Tools

We are working on integrations with MyBiz for the most commonly used business applications to provide access to all your business apps in once place. We have included links to download MyBiz from the Apple and GooglePlay Stores for your team’s convenience. 

If you click on the Tools menu, you’ll see a menu of web links to MyBiz and other apps that your business may commonly use. Think of it as shared bookmarks that your team has access to. These can be Google Docs, Quickbooks, etc. Businesses have added links to their scheduling tools, accounting software.  If you would like to add a link, please contact us in Support and we’ll add it for you.

Tasks

About tasks

A task is a written description of an action that needs to be completed. This can be assigned to a group, an individual or it can be created as a personal task list.

Create tasks for co-workers

You can create and assign a task to specific members of a group.

On the app

  1. Click on the Group that the task pertains to.
  2. You will see two tabs: Messages and Tasks. Click on the Tasks tab.
  3. Click on the blue “New Task” button.
  4. Name the task and click on the blue pencil (edit button).
  5. From here, you can add some details to the task by assigning it to a team member using the drop-down menu and adding additional notes. To notify the group or team member via text message that the Task was created, click on the toggle that reads Notify via Text Message.

On desktop

  1. Click on the Group that the task pertains to (if you haven’t created the group, click here to learn now).
  2. You will see a “To Do” list on the right side of your screen.
  3. Click on the blue “New Task” button. Name the task and click on the blue pencil (edit button).
  4. From here, you can add some details to the task by assigning it to a team member using the drop-down menu and adding additional notes. To notify the group or team member via text message that the Task was created, click on the toggle that reads Notify via Text Message.
  5. Click on the red Create button. You’ve just created a task!

Create your own Task List

Do you have your own Task List to keep track off? You can create that easily by assigning tasks to yourself.

  1. Click on Tasks.
  2. Click on the red Task button to add a new task.
  3. Add a name to your task.
  4. Under the Assign To drop-down menu, select your name to assign the task to yourself.
  5. Click on Create. This task will be only be seen by you and can be accessed under the Assigned to Me tab.

On the desktop

Edit tasks

You can edit any part of a task by editing the task name, re-assigning it to a new team member, and editing the notes. You can also change a task from Completed to Open.

On the app
Click on any task.

  1. A new window will open to Task Details.
  2. You can click on the title to edit the name, description, change who it is assigned to and see who has seen the task.
  3. You can add a note.
  4. You can also mark the task as complete.

On desktop

  1. Click on a group. In the right nav bar, click on the task you’d like to edit.
  2. A new window will open to Task Details.
  3. You can click on the blue pencil icon to edit the name of the task, the description, change who it is assigned to and see who has already seen the task.
  4. You can add a note.
  5. You can also mark the task as complete.

Re-assign a task

You can re-assign a task or move a task to another group/channel.
On the app

  1. Click on any task.
  2. A new window will open to Task Details.
  3. Click on the icon that says Unassigned or the person it has been assigned to or the link that says Assigned by Me.
  4. On the next screen, select the drop-down menu that says Choose Person.
  5. Select another person to assign the task to and click save.

On desktop

  1. Click on any task.
  2. A new window will open to Task Details.
  3. Click on the blue pencil icon to edit.
  4. Select the drop-down menu that says Choose Person.
  5. Select another person to assign the task to and click Update.

See tasks assigned to you

App

  1. Click on the task icon
  2. You will be able to see the tasks assigned to you and the tasks you created yourself.

Desktop

  1.  Click on the task clipboard icon below the name of your business.
  2. You will be able to see the tasks assigned to you, the tasks you created yourself or all of the tasks that have been created.

Complete a task

When you’re done with a task, tick it off so that others on your team know that it has been completed.
App

  1. Click on the Task icon at the bottom of the app. You will now be able to see what tasks are assigned to you and which tasks you have created. You will also be able to see how many people have seen each task.
  2. Click on any task to see the task details.
  3. Click on the checkbox to show that a task is complete.
  4. A timestamp of when it was complete will be recorded.

Track task completion

Want to know how task completion is coming along? You can see task history (who it’s assigned to, when it was completed, etc.) by looking at the tasks assigned in a group. You can also see tasks that were assigned to you and tasks that were created by you.
On the app

  1. To see tasks associated with a group, click on a group.
  2. Click on the Tasks tab at the top of the app. You will be able to see each task, who it is assigned to, and how many people have seen this task.
  3. To see all tasks across all groups or tasks assigned by you or to you, click on the Tasks link on the bottom of the screen. A new screen will appear with the choice to select tasks that were Assigned to Me, Created by Me or All.
  4. Click on any of the arrows to expand or collapse each type of task. You can click on Show Completed Tasks to see what tasks have been completed.

On desktop

  1. To see tasks associated with a group, click on a group. In the right nav bar, you’ll see open tasks and closed tasks (the box will be checked and the task will be crossed out).
  2. Click on the task to see the Task Details, where you’ll see who created and completed the task and how many people have seen this task.
  3. To see all tasks across all groups or tasks assigned by you or to you, click on the Tasks link on the top left. A new screen will appear with the choice to select tasks that were Assigned to Me, Created by Me or All.
  4. Click on any of these tabs to see what tasks still need to be done. You can click on the blue Show Completed Tasks link to see what tasks have been completed.

Comment on a task

App

  1. Click on the Task icon at the bottom of the app. You will now be able to see what tasks are assigned to you and which tasks you have created. You will also be able to see how many people have seen each task.
  2. Click on any task to see the task details
  3. Add a comment in the comment box below

Add a picture to a task

On the app

  1. Click on the Task icon at the bottom of the app.
  2. Click on any task to see the task details
  3. Choose to upload a picture from the gallery on your phone or take a picture with your phone.
  4. Click the red Send button to add your picture to the comments.

On desktop

  1. Click on the Task link located just below the name of your business, directly below the search bar.
  2. Click on Tasks assigned to you, created by you or All Tasks to see the task details that will open up in a new pane.
  3. Click on the attachments icon located in the comment box to upload a picture or other document.
  4. Click send.

Task reminders

Want to remind your teammate that she has a task assigned to them? Send them a reminder.

  1. Click on Tasks.
  2. Tag the person in the comments section in the task using the “@” symbol in front of their name.
  3. The person will receive a notification on the app or desktop that they were mentioned specifically in a message.
  4. Everyone on the team will be able to see that the question or comment was meant for that person.
  5. You can also send that person a direct message.

Policies and Guidelines

What is the cost to use? (it’s free!)

For the next 6 months, the product will be free to use. We have been working with hundreds of businesses and we are thinking about a couple of different cost options. In full transparency, these are not decided, but one option is to charge on a monthly basis per business, and another option is to charge for premium features that businesses opt into. The charge per business will likely be in the 10s of dollar range. We take security seriously. We have several levels of security to make sure that your personal information and team conversations remain safe and secure.

Security

First, all information sent between your device and our servers is encrypted. This ensures that the content cannot be read and changed while in transit from our systems to you and vice versa.
Second, instead of a “set it and forget it” password, the app requires a one-time passcode on each login that is shared only with the individual’s mobile phone number we have on file. You don’t need to worry about easy-to-hack passwords or team members forgetting to change it periodically for security.Third, you can remove all data about your business from an individual’s mobile device by removing their access to your business. This is especially helpful when someone is no longer employed at the business.

Protecting your information and conversations is and will always be a high priority for MyBiz. Thank you for relying on us to help run your business smoothly and know that we take the responsibility seriously.

Please note that we are not yet HIPAA compliant.

How MyBiz is Used

Inventory and ordering

Some successful businesses have removed the white board from the back office and have replaced it with a task list on MyBiz. By creating a task list of all the items that need to be ordered and assigning ownership to one of your managers, there won’t be any confusion on what was supposed to be ordered and who was responsible for ordering it.

  1. Screen 1 Create an Inventory Group for your team.
  2. Screen 2 Click on the To Do list to create a new task.
  3. Screen 3 Label your task, i.e. “Order case of eggs.”
  4. Screen 4 Assign that task to a person by entering their name in the Assign To field.
  5. Screen 5 Choose whether to share the message as a text to the who group.

Shift-switching

Other successful businesses have used MyBiz to take the hassle out of handling changes to the team schedule. Serenity Spa, for example, created a group called “Scheduling,” where staff can post open shifts and pick up new ones. Managers are kept in the loop to approve swaps. Easy for staff, and no more playing middle-man for you!

  1. Create a Scheduling group for the whole team.
  2. Name the group, i.e. Schedule Changes, a place where staff can communicate about any issues and coordinate schedule changes.
  3. Invite each member of your team by entering their phone number.
  4. Let staff know about open shifts and keep track of tasks, like updating your scheduling tool.

Emergency updates

In case of an emergency, use MyBiz to contact the entire team with one text message with information and next steps. When your POS goes down for example, get the whole staff back up quickly and make sure everyone knows what to do, even when you’re not there.

  1. Create an Emergency group for the whole team by clicking on the New button in red.
  2. Invite each member of your team by entering their name into the new group.
  3. Name the group, i.e. Urgent Alert, or something that will grab their attention.