Communities is an interactive, centralized platform that combines various educational resources, allowing members to create, connect, and engage in groups based on specific interests. It facilitates interactive discussions and knowledge sharing among members by offering features such as domain setup, group creation, customization, and user management. This versatile platform effectively blends learning, networking, and community building into a seamless user experience.

Communities can be enabled for sub-accounts under Labs

Covered in this Article

• What is the Communities feature?

  • Key Components of the Communities Feature:

  • Usage Cases:

• How to set up and configure the Communities feature in your sub-account?

  • Step 1: Setting up your Communities Domain

  • Step 2: Setting up Groups

  • Step 3: How do members get added to the group?

  • Step 4: Customizing your Groups

    • Details:

    • Branding:

    • Promotional Links: 

    • Activate or Deactivate your groups:

  • Step 5: Sub Account Users Inside community groups

  • FAQs

    • Q: Can I integrate my existing website with my Communities platform?

    • Q: Is there a limit to the number of groups I can create within my Community?

    • Q: What happens if I change the URL of my community group?

    • Q: Can I monitor the activities within my community groups?

    • Q: How can I promote active engagement in my community groups?

What is the Communities feature?

The Communities feature is a comprehensive tool provided by the CRM platform that enables the creation and management of online communities. It is a hub for discussion, learning, networking, and knowledge-sharing.

Key Components of the Communities Feature:

Group Creation:

Users can create multiple groups based on specific interests, topics, or industries, including the option to soft delete and restore groups for better control. These groups serve as sub-communities where members can engage in focused discussions, share insights, and collaborate on projects.

Domain Setup:

The platform allows users to set up their custom domain or use a pre-configured subdomain, providing a personalized experience for community members.

Community Customization:

Users can customize their communities, including group name, description, URL, branding (colors, logos, cover images), promotional links, and the ability to toggle the visibility of phone numbers and email addresses under the Social Media section. This allows users to create a unique and branded experience for their community members.

Group Management:

The person who creates a group becomes the owner and assumes administrative responsibilities and privileges. This feature offers different roles for group management, including admins, moderators, and members, each with its permissions and responsibilities. Enhanced filtering options enable users to sort by user status and roles, and security measures are in place to protect email visibility.

Membership Management:

Potential members can join a group by creating a community profile and signing up via the group's unique URL. Once they sign up, they can participate in any available community groups. Additional features include easy search for members and direct access to profiles from the View Members page.

Learning and Networking Opportunities:

The communities provide a platform for users to learn from various courses, participate in discussions and events, vote in polls, and connect with like-minded individuals.

Usage Cases:

E-Learning Platforms:

An organization offering various online courses could use the Communities feature to set up different groups for each course or subject. This allows learners to engage in focused discussions, share insights, ask questions, and collaborate on projects about their course. Instructors can share resources, answer questions, and facilitate discussions.

Corporate Communication:

The Communities feature could allow various departments to collaborate in a large corporation. Each department could have its group, enabling focused discussions, announcements, document sharing, and project collaboration. It could also be used for company-wide announcements and discussions.

Product Development:

Tech companies could use Communities to set up groups for beta testers of their new products. These users can share their feedback, report bugs, and suggest improvements, while the company can provide updates, answer questions, and gather valuable user insight for product enhancement.

Customer Support:

Companies can create a community where customers can join groups based on their product or service. Within these groups, customers can ask questions, share tips and tricks, and provide product feedback. On the other hand, companies can offer support, share product updates, and engage with their user base.

Professional Associations:

Associations or clubs could use the Communities feature to engage their members. They could have different groups for various activities or interests, allowing members to join the ones they are interested in. These groups can be used for sharing information, planning events, and having discussions.

Marketing Agencies:

Agencies could set up communities for their clients, with separate groups for different services or campaigns. This allows for efficient coordination and communication about project updates, performance metrics, and other relevant discussions.

How to set up and configure the Communities feature in your sub-account?

Step 1: Setting up your Communities Domain

Please Note:

If you have already configured a domain for your ClientPortal, you will not need to do so again for your Communities portal as Communities uses the same domain as the Client Portal.

To configure your domain for communities, follow these steps:

Start by accessing the "Communities" section within the Memberships area in the sidebar.

Head to Settings

It will automatically navigate you to Client Portal's Domain Settings, as both features use the same domain.

Please Note:

At this point, you have two options available to you:

Option 1: Utilize a pre-configured subdomain under "clientclub.net". This subdomain is already set up and ready to be used immediately. Simply select this option if it suits your needs. You will still need to scroll down and hit Update Domain to get this to work.

Option 2: Set up your own custom domain. If you prefer to use a domain that you own, follow the next steps.

To configure a custom domain for your client portal, follow these steps:

1. Using the left sidebar, navigate to the Sites tab then the Client Portal section. Proceed to the "Domain Setup." area.

   

    

2.  

3. Click on the option for a Custom domain and input your desired domain name. 

   

Before you can successfully set up an A or CNAME record, you must ensure that you have already configured your domain registrar to point to the specific IP address or server provided to you. This is an essential step in ensuring that your domain correctly refers to your server, enabling it to function properly.

A Record, also known as an Address Record, maps your domain to an individual server IP address. On the other hand, a CNAME record, or Canonical Name record, is used to map your domain (or subdomain) to another domain name.

Here's a step-by-step guide on how to add A records and CNAME records:

• Login to your Domain Registrar's dashboard.
• Navigate to the DNS settings.
• Here, you will find an option to add a new record.
• Select the type of record you want to add (A or CNAME).
• Enter the details - for an A record, this would be the IP address 34.136.231.88
• ; for a CNAME record, this would be the target domain preview.clientclub.net
• Save your changes.

Different registrars might have slight variations in the procedure, so here are some specific guides for popular registrars:

GoDaddy

NameCheap

Bluehost

HostGator

Google Domains

Please note:

It's important to replace the "designated IP address or server" placeholder with your actual IP address or server information in the record. Make sure to fill out this field accurately, as it's essential to correctly configure your domain settings.

Once you have entered the DNS records in your Domain registrar, give it a reasonable time to propagate them (depending on your domain registrar), and hit Update Domain.

Please note:

While the following resources provide a good general overview, the exact time of DNS propagation can vary due to several factors, such as the TTL set for the DNS record, your ISP's update frequency, and geographical factors. Typically, it is suggested to allow between 24 to 48 hours for DNS propagation.

Siteground: "Understand DNS Propagation & Why it Takes so Long"
GoDaddy: "What factors affect DNS propagation time? | Domains"
HostGator: "Propagation Times | HostGator Support"
DomainKing.NG: "DNS Propagation – how long does it take?"
AccuWeb Hosting: "How long Nameservers propagation could take after ..."
Namecheap: "DNS Propagation – Explained - Domains"
Webcentral: "What is the standard DNS propagation period?"

Step 2: Setting up Groups

After setting up your domain, you will have the ability to create groups within a community. Please note that the domain setup process is separate from creating community groups. With enhanced features, you can create, delete, and restore groups, allowing for more robust management.

In communities, groups refer to specific spaces or subdomains where members can connect.

Each subaccount can create multiple groups, allowing for more focused discussions and collaboration within specific areas of interest.

To initiate the creation of a group, access the "Communities" section of the platform. Head to "Groups".

Locate and click the "Create Group" option.

Here, you will be presented with a form or settings page to fill in the necessary details for your group.

Group Name: This field is where you provide a unique name for your group, which will serve as the main identifier for your community. This should be related to the group's purpose or topic. For example, if you're creating a group about digital marketing, you might name it "Digital Marketing Enthusiasts."

Group URL (Group Slug): This is the unique web address where your group will be located. It should be easy to remember and share. Typically, it might be a simplified or abbreviated version of your group name, such as "digital-marketing," if your group name is "Digital Marketing Enthusiasts."

Group Description: This section should briefly outline what your group is about, the kind of discussions that will take place, and what members can expect from being a part of the group. For instance, you might describe the Digital Marketing Enthusiasts group as "A community for digital marketing professionals and enthusiasts to share strategies, tools, and trends in the industry."

Brand Color: Choose a color that represents your group or your brand. This color will be used in your group's design to provide a consistent look and feel.

Favicon: This small icon will appear in the browser tab when someone is viewing your group. Ideally, It should be a small version of your logo or a symbol representing your group.

Cover Image: The main image will appear at the top of your group's page. It should be visually appealing and relevant to your group's topic. The recommended aspect ratio is 16:9, and the image should be clear at a resolution of 200x200 pixels.

Logo: This is the main logo for your group, which will appear in various places, such as the group switcher. It should ideally be square, with a 1:1 aspect ratio, and clear at a resolution of 200x200 pixels.

Once you have filled in the required details, create the group using the provided options or buttons.

Please Note:

The individual who initiates the group creation process automatically becomes the owner of that group, assuming administrative responsibilities and privileges within the group.

Step 3: How do members get added to the group?

To enable members to join your group, you must provide them with a unique URL specific to the group within your community. This URL will direct them to a customized page where they can sign up and create a profile shared across all the groups within the community. Here's a detailed version of the process:

Invite Potential Members: You can send personalized invitations via email, SMS, or other communication platforms, providing potential members with the group's unique URL.

Joining the Group: Members can click on the provided URL, leading them to a dedicated page where they can join the group.

Please Note

Members can join multiple groups within the community based on their interests, preferences, or professional needs, fostering a more dynamic and interactive community experience.

Send an email or SMS to potential members, providing them with the group's URL and inviting them to join.

Members can click on the provided URL, leading them to a page where they can join the group.

Upon clicking "Join Group," they will be prompted to sign up for the client portal.

Once they sign up or log in, they gain access to the client portal and can choose to participate in any of the available groups within the community.

Members can join multiple groups within the community based on their interests or preferences.

Step 4: Customizing your Groups

You can customize your community groups to align with your brand and community objectives. The initial customization you performed in Step 2 sets the default for your group, but additional options are available to refine your group's appearance and functionality further. Here's a comprehensive guide:

Details:

Group Name and Description:

You can choose a suitable name for your group that aligns with its purpose.

Add a descriptive group description to provide information and context to potential members.

Group URL:

Customize the group's URL to make it more relevant or memorable for your audience.

Each Community Group is initially assigned a default URL, but you can personalize it according to your preferences.

Please Note:

You can only modify the group URL once, so it's crucial to double-check your desired URL before saving the changes.

• Access the group settings by clicking on the settings icon at the top of the page.
• In the left menu, locate and click on the "Details" section.
• You will find the option to change the group URL within the Details section.
• Once you have made the necessary adjustments, save the changes.
• Congratulations! Your group now has a customized URL. To confirm the update, you can revisit the settings modal and ensure that your current URL reflects the newly set one.

By following these steps, you can customize your Community group's URL. Please review your changes before finalizing them, as there is a one-time limitation on modifying the group URL.

Branding:

Primary Color: Choose a color that mirrors your brand, providing consistency throughout the group.

Group Logo: Upload a logo that will appear in the group switcher for easy identification.

Cover Image: Add a visually appealing image that resonates with your group's theme or branding.

Favicon: Include a small icon for browser tabs, reinforcing your group's visual identity.

Select a primary color that represents your brand identity. This color will be reflected throughout your group, creating a cohesive visual experience.

Upload a group logo in the group switcher, allowing members to identify and navigate to your group easily.

Add a cover image to personalize the group's appearance and showcase relevant visuals or branding elements.

Include a favicon, a small icon displayed in the browser tab, to further enhance your group's branding.

Promotional Links:

Integration: Incorporate promotional links within your group, adding a title and corresponding URL.

Visibility: These links can be seen by your community members, facilitating the sharing of relevant resources or announcements.

By leveraging these customization options, you can tailor your community group to create a unique and branded experience for your members.

Activate or Deactivate your groups:

You can delete and restore groups easily, giving you better control over group management.
Head over to Memberships> Communities> Status tab for your desired group:

You can switch it to Active to activate your group or Inactive to Deactivate your group.

You can filter your list of visible groups by whether they are Active or Inactive by clicking on this filter:

Step 5: Sub Account Users Inside community groups

• Creation of Community Group: All user levels, including account users, admins, agency users, and agency admins, can create a community group.
• Ownership: Upon creating a group, the user becomes the owner of that particular group. It's crucial to note that once ownership is established, it cannot be transferred to another individual.
• Admin Privileges: Sub-account and agency admins are automatically granted admin rights within the community when they access it via the platform. These privileges enable them to oversee and manage various aspects of the community group.
• Moderator Role: In contrast, sub-account and agency users are assigned the role of group moderators when they log in from the builder platform. This role permits them to handle day-to-day moderation tasks within the group.
• Effective Management: This hierarchy and distinction of roles ensure that the community group is effectively managed and moderated. Admins have broader control, while moderators focus on maintaining a positive community environment.
• User Participation: Through these role assignments, sub-account admins, agency admins, sub-account users, and agency users can all actively engage in and oversee the community groups within the platform, each according to their specific permissions and responsibilities.

FAQs

Q: Can I integrate my existing website with my Communities platform?

A: Direct integration of your existing website with the Communities platform is unavailable. However, a connection between the two can be established by sharing links to your Community groups on your website and, likewise, placing website links within your Community. This approach ensures seamless navigation for users between both platforms.

Q: Is there a limit to the number of groups I can create within my Community?

A: As of the current phase, there are no restrictions on the number of groups or users within the groups you can create in a Community. It's important to be aware that this may be subject to change in the future, so staying updated with the platform's policies and guidelines is advisable.

Q: What happens if I change the URL of my community group?

A: Modifying a community group's URL has significant implications on its accessibility. Any previously distributed links containing the old URL will become inactive. Users will need to utilize the newly updated URL to gain access to the group. Careful consideration and communication of such changes are essential to avoid confusion.

Q: Can I monitor the activities within my community groups?

A: Monitoring capabilities are provided for admins and group owners within community groups. These roles have access to oversee discussions, handle membership, and if necessary, intervene to ensure a conducive and engaging community atmosphere.

Q: How can I promote active engagement in my community groups?

A: Fostering active participation within community groups can be accomplished through various methods. Regularly disseminating compelling content, posing intriguing questions, organizing events or challenges, and stimulating members to exchange views and ideas are all effective ways to invigorate engagement. It is the continuous interaction and encouragement that creates a lively and interactive community environment.

Comprehensive Guide on Members Management Inside Community Groups

Community groups within a CRM platform are the beating heart of an online community. They foster interactive discussions, connect individuals with shared interests, and serve as knowledge-sharing hubs. Managing these groups effectively is crucial for maintaining a healthy and productive environment. This article provides a comprehensive guide on managing members within community groups.

Understanding Member Roles

A well-structured community group has a hierarchy of roles, each with distinct responsibilities and capabilities. Here are the four key roles:

1. Owner:

As the highest-ranking role, an Owner holds full administrative control over the group, even the authority to delete the group if necessary.

2. Admin:

Admins manage group members effectively. They can add or remove members and assign administrative privileges, thus allowing others to assist in managing the group.

3. Moderators:

Moderators maintain the group's integrity. They monitor and moderate content within the group, ensuring it adheres to community guidelines and fosters a respectful environment.

4. Contributors:

Contributors are the group's lifeblood, driving discussions and engaging with content. They can post discussions, add comments, and show their engagement with likes.

Understanding these roles enables effective management and moderation, ensuring each member can participate appropriately.

Here's a breakdown of the table:

Create Posts: This is the ability to create and publish new posts in the group. All roles except for 'Owner' and 'Admin' may or may not have this ability, depending on the settings established by the 'Owner.'

Moderate Posts: This is the ability to moderate, edit, or delete posts made by other group members. This ability is typically reserved for 'Owners,' 'Admins,' and 'Moderators.'

Manage Members: This includes adding new members, changing members' roles, and removing members from the group. Typically, this ability is reserved for 'Owners' and 'Admins.'

Delete Group: This is the ability to delete the group entirely. This ability is typically reserved only for the 'Owner' to prevent accidental or unauthorized deletion of the group.

Inviting Members to the Group

In the near future, we have plans to introduce in-app methods for inviting members to join your group. However, currently, you can initiate the process by copying the group URL and utilizing it in email and SMS campaigns to invite your members to join the community group. Here's a rephrased version:

In the upcoming updates, we will introduce convenient in-app methods to invite members directly to your group.

In the meantime, you can begin by copying the unique group URL provided.

Utilize this URL in your email and SMS campaigns, encouraging your members to join the community group. 

Including the group URL in your campaigns enables your members to access and join the community group easily.

Please Note:

You can create custom values for each Group URL and drop the custom values in your email/sms campaigns and automations. That way if you decide to change a Group URL you can just go ahead and change it in the custom values and send it again to everyone who has received it and to new entrants.

As we continue to enhance the platform, we aim to introduce more streamlined and integrated ways of inviting members to join your group within the app.

Modifying Member Roles and Access Control

Admins and owners can manage the access of group members within the community. To modify the access of a member, follow these steps:

• When logged in to the group, navigate to the "People" tab at the top of the page.
• In the "People" tab, you can search or apply filters to locate the specific member you wish to modify.
  
• Once you have found the member, click the three dots icon on their profile's right side.
• Select the appropriate role or access level you want to assign to the member from the options presented.
• By choosing the relevant role, you can effectively update and manage the member's access within the group.
• By utilizing the "People" tab and the available options, admins and owners can easily control and adjust the access levels of group members based on their responsibilities and permissions.
  
  

  Changing Member Email/Phone Visibility:

  
  
  Users can click on their initials on the top right to access their View or Edit Profile area. From here, they can access the Social Media tab to choose whether or not they wish their Email/Phone to be visible. 

Removing Members from a Group

Admins and owners have the authority to manage group members' access, including the ability to remove them from the group. To revoke access from a member, follow these steps:

• While logged in to the group, navigate to the "People" tab at the top of the page.
• In the "People" tab, you can search or apply filters to locate the specific member you wish to remove.
• Once you have identified the member, click the three dots icon on their profile's right side.
• From the options available, select the "Remove from Group" option.
• By selecting this option, you effectively remove the member's access and privileges from the group.
• By utilizing the "People" tab and following these steps, admins and owners can easily manage the access of group members, including the ability to remove them from the group when necessary.

Migrating Members from Existing Communities

Transitioning to Communities from an existing platform is a straightforward process. 

• Create a group within Communities, ensuring the group name matches or aligns with your existing platform.
• Configure the branding of the group to maintain consistency with your previous platform. This includes selecting the same custom domain and group name you have used before.
• To facilitate a smooth transition, sending welcome emails to your existing clients, notifying them about the move to Communities, and inviting them to join the new group are recommended.
• As a welcoming gesture to new members, pin a post in the group that provides a warm introduction and sets the expectations for their participation.

FAQs

Q: Can I set up an automated invitation for new clients added to my CRM?

A: As of now, Communities doesn't support automated invitations. However, it is a feature we want to add in the future. You can manually invite new clients by copying and sharing the group URL.

Q: I have a large list of potential members. Is there a way to invite them all at once?

A: You can invite multiple members at once by sending out a mass email or SMS campaign with the group URL included. This makes it easy for them to access and join the community.

Q: Can members invite others to the group, or is this feature exclusive to admins and owners?

A: Typically, members can share the group URL with others, effectively inviting them. However, to maintain control over group membership, Admins and Owners can remove anyone they do not wish to allow in a group. Private Groups are in the timeline for later.

Q: I sent an invitation, but the member hasn't joined yet. Can I resend the invitation?

A: Absolutely. It's possible the invitation was missed, or they haven't had a chance to join yet. Resend the group URL to give them another opportunity to join.

Q: Can I personalize the invitation sent to potential members?

A: Invitations can be personalized within your CRM, email, or SMS platform when you share the group URL. However, the Communities platform currently doesn't support the personalization of invitations within the system.

Q: What happens when an invited member tries to join the group?

A: When an invited member clicks on the group URL, they are directed to the group where they can request to join. They are admitted automatically upon signing up.

Q: Can I track who has accepted the invitation and joined the group?

A: Yes, within the "People" tab in your group, you can see all the members of your group, including those who have recently joined. This allows you to keep track of membership and engagement levels.

How to access the importer

• Go to Memberships > Courses > Products > Create Product > Import
  
  
  
  
  

Best Practices:

• To optimize your experience, it's recommended to refrain from using custom CSS. 

• Create a backup of your themes. This precautionary step allows you to revert to your original settings if needed.
• Initiate the migration during off-hours to minimize any potential impact on your learners while using the course.

Steps to import course

Follow these steps to import your courses:

Step 1: Create a Learner profile

• Create a learner profile on the platform you are importing from
  • Ensure you are creating a new contact within the platform you are importing from using the system provided email ID. 
• Once created, go back to the Course Importer screen and enter the password you used to create the account in the previous step.
• Add the learner domain in the domain field (the domain where you enter learner login credentials).
• Click the "Import" button
  
  

Step 2: Importing process

• Once the import process has started, it will log you in via learner credentials and start importing the courses.
• While progress will be shown, make sure to click the "Refresh" button to get an accurate status.
• To cancel the importing process, click the "Cancel" button.
• Tabs can be switched while importing, but do not close the tab or window.
• All videos, images and text content will be migrated for courses (and lessons).

Note: The import will only bring in lessons that have been published. Additionally, the assignments, quizzes, and assessments will not be included in the import process.

The preferred themes for the Library and Product sections are Encore Site and Premier Product, respectively. 

Step 3: Successful importation 

• Once the courses are successfully imported, they will appear under the Products section.
• Last updated will appear under the Import section, stating when the last process took place.

FAQs

• What causes an authentication error?
  
  

Authentication errors appear when the added domain or credentials are incorrect. To resolve this, carefully verify the credentials again and ensure they are correct before initiating the import process.

• What causes a "course import failed" error?
  
  Possible reasons for import failure:
  • Incorrect Theme: Ensure that the selected theme is correct.
  • Credential Verification: Double-check the accuracy of the provided credentials.
  • Valid Domain: Confirm that the provided domain is compatible with the "/login" path. For example, "domainName/login" should lead to the login page.
  • Retry Option: If the import fails, users can click on "retry" to resume the process from where it left off.
  • Cancellation Clarification: If a user cancels the import, it will be considered as canceled by the user, and any new imports will start from the beginning.
    
    
    
    

How do levels and points work? 

Points are earned when others like your posts, comments, and replies. 1 like = 1 point for the post or comment author.

After reaching a level:

• A member's profile badge will reflect their current level.
• Users can accordingly see the points required to reach the next level
• The circular progress bar is completed after a level is reached

Note that the member levels are at the group level. A member at level 3 will be at that level in that particular group. If they join another group, they will start at level 1, like all new members.

Leaderboard

Users can also view leaderboards for the group they are currently in to see how their levels stacks up against other members. This will give a preview of which courses unlock at certain levels as well as the custom level names for each group.
You can find members who earned the highest points in the past 7 days, 30 days, and overall.

Rewards

• Rewards - Group admins/ owners can choose to add offline rewards as texts. Maximum 3 rewards can be added. Example - Win $50 after reaching level 5. 
• To add a reward (as an admin), go to Settings > Gamification & Rewards > Rewards.
• Once Rewards are added, they are reflected on the left nav bar inside the Leaderboard Tab.

Note that rewards cannot be linked to any gamification level as of now. All rewards added need to be managed offline.