Overview#
Operational collaboration depends on knowing who is available, where they are working, and whether their status is current. In a major incident, an investigator waiting for a document review, a dispatcher handing over a shift, or a supervisor coordinating teams needs reliable presence signals without opening every workspace one by one.
The Tenant-Wide Presence Service provides a shared presence layer for users, teams, and workspaces inside an organisation. It tracks online status, recent activity, workspace participation, stale sessions, and availability signals while respecting privacy and access controls.
Key Features#
- Tenant-Wide Presence Model: Maintain current availability signals across users, teams, and workspaces inside an organisation.
- Workspace Awareness: Show who is present in a case, incident, dashboard, document, or collaboration room when the viewer has access.
- Stale Presence Expiry: Automatically expire inactive sessions so users are not shown as available after they have left.
- Privacy-Aware Display: Presence detail is limited by role, workspace membership, and organisational policy.
- Shift and Duty Support: Presence can align with shift registration, duty status, and responder availability where those modules are in use.
- Collaboration Routing: Assign reviews, handoffs, and urgent messages to users who are actually active.
- Audit-Friendly Events: Presence changes can support after-action review without exposing unnecessary personal monitoring detail.
Use Cases#
- Shift Handover: Supervisors see which operators are still active in an incident workspace before assigning follow-up actions.
- Case Review Routing: A legal reviewer sends a disclosure question to an available investigator who is already in the case workspace.
- Major Incident Coordination: Command staff see active analysts and dispatchers across several operational rooms during a surge.
- Responder Availability: Field availability is kept current by expiring stale presence before proximity dispatch or alert routing.
- Collaboration Health Review: Managers identify overloaded teams by looking at active workspace participation and review queue pressure.
Integration#
The presence service connects to authentication, session lifecycle, collaboration rooms, case workspaces, dispatch dashboards, responder availability, notifications, and audit logging. It provides a common presence signal that other modules can use without building separate online-state logic.
Open Standards#
- RFC 6455, WebSocket Protocol: Real-time presence updates can be delivered over persistent bidirectional channels.
- XMPP Presence Concepts, RFC 6121: The availability model aligns with established presence and roster semantics.
- ISO 8601: Last-seen, expiry, and state-change timestamps use standard date-time formatting.
- OAuth 2.0 and JWT Bearer Token: Authenticated session context protects presence publication and visibility.
- WCAG 2.2: Presence indicators are designed with accessible labels and non-colour-only states.
Last Reviewed: 2026-06-26 Last Updated: 2026-06-26