What is the Communities feature?
The Communities feature offered by the CRM platform is a robust tool designed to facilitate the creation and administration of online communities. It is a central hub where users can engage in discussions, access learning resources, connect with others, and share knowledge.
Key Components of the Communities Feature:
Group Creation: Users can create multiple groups focused on specific interests, topics, or industries. These groups act as sub-communities where members can engage in targeted discussions, share insights, and collaborate on projects.
Domain Setup: Users can configure their custom domain or utilize a pre-configured subdomain, ensuring a personalized and tailored experience for community members.
Community Customization: Users have the flexibility to customize their communities, including group names, descriptions, URLs, branding elements such as colors, logos, and cover images, as well as promotional links. This empowers users to create a distinct and branded environment for their community members.
Group Management: The creator of a group becomes its owner and assumes administrative responsibilities and privileges. Various roles are available for group management, including admins, moderators, and members, each with its permissions and responsibilities.
Membership Management: Prospective members can join a group by creating a community profile and signing up using the group's unique URL. Once registered, they gain access to participate in any available community groups.
Learning and Networking Opportunities: Communities provide a platform for users to engage in learning activities such as courses, participate in discussions and events, participate in polls, and connect with like-minded individuals for networking purposes.
Usage Cases:
E-Learning Platforms: Organizations that offer online courses can utilize the Communities feature to create groups for each course or subject. This enables learners to engage in focused discussions, share insights, ask questions, and collaborate on course-related projects. Instructors can provide resources, answer queries, and facilitate discussions.
Corporate Communication: The Communities feature facilitates collaboration among different departments within large corporations. Each department can have its own group, enabling targeted discussions, announcements, document sharing, and project collaboration. It can also serve as a platform for company-wide announcements and discussions.
Product Development: Tech companies can leverage Communities to create groups for beta testers of their new products. Testers can share feedback, report bugs, and suggest improvements, while the company can provide updates, address inquiries, and gather valuable user insights for product enhancement.
Customer Support: Companies can establish a community where customers can join groups based on their product or service. Customers can ask questions, share tips, and provide feedback within these groups. Companies can offer support, share product updates, and engage with their user base.
Professional Associations: Associations or clubs can use the Communities feature to engage their members. They can create different groups for various activities or interests, allowing members to join those that align with their preferences. These groups can be utilized for information sharing, event planning, and discussions.
Marketing Agencies: Agencies can set up communities for their clients, with separate groups for different services or campaigns. This enables efficient coordination and communication regarding 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 that if you have already set up a domain for your Client Portal, you do not need to configure it again for your Communities portal. The Communities portal uses the same domain as the Client Portal, eliminating the need for additional configuration.
To set up your domain for Communities, you can follow these steps:
Begin by navigating to the "Communities" section in the Memberships area's sidebar.
Head to Settings
It will automatically redirect you to the Domain Settings of the Client Portal, as both features utilize the same domain.
Please note that you have two options available at this point:
Option 1: You can utilize a pre-configured subdomain under "clientclub.net." This subdomain is already set up and can be used immediately. Simply select this option if it meets your requirements. Don't forget to scroll down and click "Update Domain" to apply the changes.
Option 2: If you prefer to use your custom domain, you can set it up. Follow the next steps to configure your custom domain.
To set up a custom domain for your client portal, you can follow these steps:
Using the navigation menu on the left side of the screen, go to the Sites tab and select the Client Portal section. From there, you can access the "Domain Setup" area.
Select the option for a Custom domain and enter the domain name you wish to use.
Before setting up an A or CNAME record, it is important to ensure that you have already configured your domain registrar to point to the specific IP address or server provided to you. This ensures that your domain correctly refers to your server, allowing it to function properly.
An A Record, also known as an Address Record, maps your domain to a specific server IP address. It ensures that when someone enters your domain in a web browser, they are directed to the correct server.
On the other hand, a CNAME record, or Canonical Name record, is used to map your domain or subdomain to another domain name. It allows you to associate your domain with a different domain, such as when you want to point a subdomain to a third-party service provider.
Here is a step-by-step guide to adding A records and CNAME records:
- Log in to your Domain Registrar's dashboard.
- Go to the DNS settings section.
- Look for the option to add a new record.
- Choose the type of record you want to add: A or CNAME.
- Enter the necessary details. For an A record, this would be the IP address 34.136.231.88; for a CNAME record, it would be the target domain preview.clientclub.net.
- Save your changes to apply the new record.
Please note that different domain registrars may have slightly different procedures. Here are some specific guides for popular registrars:
- GoDaddy: Guide for adding DNS records on GoDaddy
- NameCheap: Guide for managing DNS records on NameCheap
- Bluehost: Guide for managing DNS zones on Bluehost
- HostGator: Guide for managing DNS records on HostGator
- Google Domains: Guide for managing DNS records on Google Domains
Please refer to the specific guide for your domain registrar to ensure accurate and up-to-date instructions for adding A and CNAME records.
Please replace the placeholder "designated IP address or server" with the actual IP address or server information provided to you. To configure your domain settings correctly, it is crucial to enter this information accurately.
After entering the DNS records in your domain registrar, please allow a reasonable time for the changes to propagate. The propagation time can vary depending on your domain registrar. Once the DNS records have fully propagated, click "Update Domain" to finalize the configuration.
Please note that the time it takes for DNS propagation can vary due to various factors. It is generally recommended to allow 24 to 48 hours for DNS propagation to complete.
Step 2: Setting up Groups
After successfully setting up your domain, you can create groups within your community. It's important to note that the domain setup process is distinct from creating community groups.
In communities, groups are subdomains that serve as smaller spaces for focused discussions and collaboration. Each subaccount can create multiple groups, enabling more targeted engagement within specific areas of interest.
To initiate the group creation process, navigate to the platform's "Communities" section and click "Groups." You can locate the "Create Group" option and set up your desired group from there.
At this stage, you will encounter a form or settings page where you can provide the required details for your group.
Group Name: This field allows you to provide a unique name for your group, serving as its primary identifier within the community. The name should be relevant to the group's purpose or topic. For example, if your group focuses on digital marketing, you might choose the name "Digital Marketing Enthusiasts."
Group URL (Group Slug): This field determines the unique web address where your group will be accessible. It should be memorable and easy to share. Typically, it is a simplified or abbreviated version of your group name. For instance, if your group name is "Digital Marketing Enthusiasts," the group URL could be "digital-marketing."
Group Description: In this section, you can provide a brief overview of your group's objectives, the types of discussions it will facilitate, and what members can expect from participating. For instance, you might describe the Digital Marketing Enthusiasts group as a community for professionals and enthusiasts to share strategies, tools, and industry trends.
Brand Color: Choose a color that represents your group or brand. This color will be used across your group's design elements to maintain a consistent visual identity.
Favicon: A small icon appears in the browser tab when someone views your group. It is typically a scaled-down version of your logo or a symbol representing your group.
Cover Image: The cover image is a prominent visual element displayed 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 with a resolution of 200x200 pixels.
Logo: The logo represents your group and appears in different areas, 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 entered all the necessary information, you can create the group using the available options or buttons on the page.
Please be aware that the person who starts the group creation process will automatically become the group owner. As the owner, they will have administrative responsibilities and privileges, allowing them to manage the group effectively.
Step 3: How do members get added to the group?
To enable members to join your group, they must sign up using the unique URL assigned to the group and create a community profile. Understanding that the community profile will be associated with all groups within the same community is essential. Here are the steps to follow for members to join your group:
Invite potential members to join the group by email or SMS containing the group's URL. This invitation will give them the necessary information to access and join the group.
When members click on the provided URL, they will be directed to a specific page where they can join the group. Once they click the "Join Group" button, they will be prompted to sign up for the client portal. This step ensures that they become official group members and gain access to all the group's features and discussions.
After signing up or logging into the client portal, members will have access to the entire community and can choose to participate in any of the available groups. They can join multiple groups within the community based on their interests, preferences, or areas of expertise. This allows them to engage in discussions, share insights, and collaborate with like-minded individuals across various topics or industries within the community.
Step 4: Customizing your Groups
You can customize your community groups to align with your specific preferences. By default, each group will reflect your customizations during the initial setup. However, there are additional options available for further customization, including:
Details:
Group Name and Description:
You can select an appropriate and relevant name for your group that accurately reflects its purpose and identity.
Additionally, you can provide a comprehensive and informative group description that offers potential members valuable insights and context about the group's focus and objectives.
Group URL:
You can personalize the URL of your group to make it more relevant and memorable for your target audience. While each Community Group is initially assigned a default URL, you can customize it based on your preferences.
Please be aware of the following information:
- The group URL can only be modified once, so it's important to carefully choose your desired URL before making the change.
- Access the group settings by clicking on the settings icon at the top of the page.
- In the left menu, navigate to the "Details" section.
- You will find the option to change the group URL within the Details section.
- After making the necessary adjustments, save the changes.
- Congratulations! Your group now has a customized URL. To verify the update, you can revisit the settings modal and ensure the current URL reflects the newly set one.
By following these steps, you can personalize the URL of your Community group. It's important to carefully review your changes before saving them, as the group URL can only be modified once.
Branding:
Choose a primary color that aligns with your brand's identity. This color will be used consistently across your group, creating a unified visual experience for members.
Upload a logo for your group, which will be displayed in the group switcher. This will help members quickly identify and access your group, among others.
Personalize the appearance of your group by adding a cover image. This image can showcase relevant visuals or incorporate branding elements representing your group's identity.
To enhance your group's branding further, include a favicon. This small icon will appear in the browser tab, adding a unique touch to your group's presence.
Promotional Links:
Enhance your community group by integrating promotional links. Simply add a title and its corresponding link, which will be visible to group members. This feature enables you to share valuable resources, important announcements, or external content that aligns with the interests and needs of your community.
Utilizing these customization options allows you to personalize your community group and create a distinctive and branded experience for your members. These customization features allow you to align the group's aesthetics, messaging, and overall presentation with your brand identity, fostering a cohesive and engaging environment for your community members.
Step 5: Sub Account Users Inside community groups
- All sub-account users, including account users, admins, agency users, and agency admins, can create community groups. Users automatically become the group's owner when they create a group. It's important to note that group ownership cannot be transferred to another user.
- When sub-account and agency admins log into the community from the platform, they gain group admin privileges. On the other hand, sub-account and agency users become group moderators when they log in from the builder platform.
- This role distinction allows for effective management and moderation of the community groups. Admins and moderators have the necessary permissions and responsibilities based on user type and platform access.
- By following these role assignments, sub-account admins, agency admins, sub-account users, and agency users can actively participate in and effectively manage the community groups within the platform.
FAQs
Q: Can I integrate my existing website with the Communities platform?
A: While direct integration with your existing website is not possible, you can create a link between them. You can share links to your Community groups on your website and vice versa, making it convenient for users to navigate between the two.
Q: Is there a limit to the number of groups I can create within my Community?
A: Currently, there are no restrictions on the number of groups or users within groups in a Community. However, please note that this may change in the future. Stay updated for any announcements regarding limitations.
Q: What happens if I change the URL of my community group?
A: Changing the URL of your community group will affect the accessibility of the group. All previous links using the old URL will no longer work, and users will need to use the new URL to access the group.
Q: Can I monitor the activities within my community groups?
A: As an admin or group owner, you can monitor the activities within your community groups. You can view discussions, manage members, and intervene to ensure a positive and productive community environment.
Q: How can I encourage active engagement in my community groups?
A: There are several strategies to promote active engagement in your community groups. Regularly share interesting content, ask thought-provoking questions, organize events or competitions, and encourage members to share their thoughts and ideas. Creating a welcoming and inclusive atmosphere will also help foster engagement.