Use case: Request process for communities

This article is only interesting for those who have not granted their users the permission to create communities. 

A digital home only really becomes homely when its inhabitants (users) also interact in communities – no matter whether it’s as part of a project, on specific topics, or as part of an interest group. There are no limits and varied options when using communities. Just one thing should be kept in mind: A certain amount of basic activity is important! This just means that, as the creator of a community, you also need to ensure that something is happening in the community and a certain amount of basic activity is taking place. It is therefore all the more important that there aren’t two communities on the same topic, but ideally one with lots of members – this generates activity in the community. This is precisely where this use case comes in. 

Community manager

A community manager has the best overview of the communities. The community manager is the expert on communities in the company, advises on how to set them up correctly, helps boost activity, and above all knows which communities already exist. This knowledge enables the community manager to assess whether it’s sensible to create a community. On the other side, the community manager is also responsible for closing orphaned communities – naturally always in consultation with the creator. This can apply, for instance, to project communities that were only created for a temporary project and the results of which have already been transferred to wikis. 

To allow the community manager to keep track of everything and manage the communities, they require these permissions:

  • All permissions under "Communities"
  • "Access moderator mode" 

These permissions theoretically allow the community manager to look at many areas of your Haiilo. We therefore recommend that you define rules on how to handle this permission sensibly for the community manager. 

Alternatives to moderator mode

If you don’t want the community manager to have the permission "Access moderator mode", you can alternatively appoint them as admin in every community. This is the minimum requirement for them to be able to fulfil their role. However, this option is more laborious in Administration.

You naturally also need to have rules here that must be observed by the community. 

Request a community

You need the form app to request a community. When creating the app, it’s important that you activate notifications for the administrators – this way, the admins in the help community are always informed when a new community request is received.

Once the request has been submitted, the community manager checks whether a similar community already exists and informs the requester about the outcome of the request. Ideally, they then get their "own" community and can enjoy experiencing and developing the digital home from a different perspective (as an admin).

Once the community manager has created and possibly established the community, they hand over responsibility to the requester and make them the admin of the community. The community manager then leaves the community. 

Archive a community 

We have already touched upon this subject in the section about the community manager: some communities are eventually no longer needed. Whether it be a community for a temporary project, a team community that was perhaps merged with a team, or for other reasons. To prevent communities from simply being orphaned, the community admin should inform the community manager that the community can be archived.  

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