OLD: The Hub for Group Admins (formerly Tech Champions)

Covers Group Admin tasks on the Hub - sending invites to people, editing your group info, adding or editing channels and forums, creating subgroups, etc.

Other documents

Home Page

Only the icons that are relevant will be shown – e.g. if you have a new organisation still under construction, you will see the roadworks sign above, and can click there to get to the New Organisation Screen.

0knimage6.png

How to invite people to your organisation

Please watch this video on how to send out Hub invites to your group members:
*** Link to video [here] (coming soon) ***

You should use the Hub to invite new people to your organisation. This is because an invite to the Hub sets people up correctly on all the new services. You can also invite people to individual services, but you have to do all the work the Hub would have done yourself (inviting people to the right Teams, Channels and Forums, for example), so it is much easier just to invite people via the Hub.

Click' Create invites' in the Admin menu, or 'Invite My Team' on the Home Page, or 'Invite Users' in your XR Groups page – you will see this screen:

j52image8.png

You can add as many email addresses, logins or handles of people to invite as you like (one per line), and you can add a personal message for the users you are inviting. If you put @ in front of a handle, the Hub will only search for that handle in Mattermost – otherwise it will search handles and logins on all the services (some people have different handles in different places).

Invite emails will contain your email address, so the invitee can contact you for help or advice. If you have used a personal email to register on the Hub, that is the email that will be in the invite. If you are not happy with this, then invite a generic group email address to your organisation, make it Group Admin, and log on using that email when sending out invites.

If you are Group Admin of more than one organisation, make sure the correct one is selected in this form before you send the invite!

Invites expire in 14 days, so if someone doesn’t follow their invite within that time, you will have to invite them again.

Invites normally go out by email – but if you search by handle, the Hub may find someone on Mattermost who has not registered with the Hub, and does not know their email – in which case it will send them a Mattermost Direct Message instead - the Hub's handle is xrukadmin.

How to view invited people - List Invites

HfTCimage12.png This shows all the invites sent out for this organisation.

Every invite still on file for the group is shown (all invites over 60 days old are removed).
If the invite has been Accepted or Rejected, this is shown - there is nothing further you can do with these.

If the person is on the Hub with that email, their Hub login is shown.

Status where the person is at with the invite you sent
Sent you've sent it and they haven't Accepted
Accepted they've accepted and are now a Member of the organisation

Expires - two weeks after the invite was sent.

Login - the invitee's Hub login name (which can be different from their MM handle).

Join Status
Member they have a Hub login AND have Accepted the invite so are now a Member of the organisation to which you sent the invite
-blank- they don't have a Hub login and they haven't Accepted the invite
On Hub The person is on the Hub, but has not accepted your invite
Mattermost Problem The person is on the Hub, but had a problem connecting to Mattermost. Please contact them to see if you can help (see Mattermost Problems below), or pass the problem to DDAT
Forums Problem As above, but for Forums
Nextcloud Problem As above but for Nextcloud

All invites with Sent status (i.e. that haven’t been followed yet) have the following options:

  1. Edit icon - opens the invite, so you can edit it, or delete it. Note that, if you have changed anything on the screen, those changes will be lost if you click this (there is a prompt to make sure that’s what you want).
  2. Copy icon - copies the url for the invite to your clipboard - this is useful if you want to send it to someone by some other means, as they haven’t received the email.
  3. Resend checkbox - tick this to mark the invite for resending by email. It will not actually be resent until you save the form.
  4. Renew checkbox - tick this to mark the invite for renewing (setting the Expiry date 14 days from now). It will not actually be renewed until you save the form.

In addition, there are tickboxes for all at the bottom so you can easily renew all the invites, for example.

If you then click 'Save', any invites where you have ticked Renew will be renewed, and you will be taken to the normal Send Invites screen, with the emails of all the people where you ticked Resend already filled in.

How to fix problems with people signing up

The 'User Sign Up Errors' button on XR Groups pages lists any errors users had when the Hub tried to join them to all the right things in Mattermost, UK Forums and UK Cloud. If you see any problems here that you can’t fix by speaking to the person, please contact us on Digital Discussions Applications Team Reception.

How to fix Mattermost [MM] Problems

A Join Status of Mattermost Problem against an invite means they are on the Hub, but have not got on Mattermost for some reason. The solution begins with finding out what the problem is (usually by getting them to log into the Hub, and seeing what screens come up).

The problem is usually one of the following:

Problem Solution
Their login name already exists on MM, but doesn't belong to them, but they haven't changed it to one that isn't already in use Click on the 'Try a different name to create a different login name on the Hub.' button, and try a different login name in the next screen.
Their login name already exists on MM, does belong to them, but they haven't authorised the Hub to access Mattermost because they have forgotten their MM password First get MM working by trying to log in with their login name, and clicking the button to reset the password. Then they need to log in to the Hub, and authorise the Hub to access their account.
Their login name already exists on MM, does belong to them, but they haven't authorised the Hub to access MM because they haven't responded to (or haven't got) the MM email confirmation First get MM working by trying to log in with their login name, and clicking the button to resend the email. Next in their emails, follow the link to activate their MM account. Then they need to log in to the Hub, and authorise the Hub to access their account.
Their login name already exists on MM, does belong to them, but has a different email to the one they are using for the Hub Change their email address on Mattermost or on the Hub, so they match.
Their email already exists on MM, but they haven't authorised the Hub to access Mattermost because they have forgotten their MM password First get MM working by trying to log in using their email, and clicking the button to reset the password. Then they need to log in to the Hub, and authorise the Hub to access their account.
Their email already exists on MM, but they haven't authorised the Hub to access MM because they haven't responded to (or haven't got) the MM email confirmation First get MM working by trying to log in using their email, and clicking the button to resend the email. Next their emails, follow the link to activate their MM account. Then they need to log in to the Hub, and authorise the Hub to access their account.

This screen shows if they have chosen a login name that matches an existing name on Mattermost. It lets them choose a different login name (if the Mattermost account isn't them), or link their Hub account to their Mattermost account:

This screen shows if there is an existing Mattermost account for their email address. It lets them link their Hub account to their Mattermost account:

How to invite people via a private Mattermost channel

If you click the Mattermost Invite button above, you see this screen:

HfTCimage9.png

This lets you select a private channel in Mattermost that belongs to your group, and post an invite link in there. Anyone who is in the private channel can follow the link to join the Hub. They will then have access to all your group’s channels, forums and cloud space.

This is useful if you have invited people to your channels on Mattermost, but haven’t invited them through the Hub.

How to view XR Groups

If you click 'My XR Groups' on the Home page, you will see a screen like this:

Choose an organisation to see all its details in context.

This is the Group Admin view – ordinary users can see this screen, but won’t have the buttons to change things.

This shows the organisation in context. You can click on any of the organisation names to see its parent and children.

Each organisation is displayed the same way. Public links are always clickable. If you are a member of the organisation, the private links are clickable too. If you are a Group Admin of that organisation, the buttons also appear.

The graphic display shows the group in context – you can click the full screen icon to make it bigger, and you can click on groups within it to move the display to a different group.

image11.png

Structure - to find your way about XRUK, you can click on any group name on the screen to show that group, with its parent and children. Or you can click on a group in the Hub Circles graphic display at the top right. This has a full screen button to make it larger, and easier to navigate.

If you are using the Hub Circles display, you can click the Filter button to hide some of the detail, to make the diagram less busy. If you set a filter, it is remembered, and used every time you open this view.

How to see your GlassFrog info

If your group is linked to a circle on GlassFrog, a button will appear to see the information the Hub imported from GlassFrog, and a GlassFrog icon to let you go to GlassFrog itself.

How to change your Organisation Name

'Edit Organisation' lets you edit your organisation’s name, short name, whether you want members of child organisations added to your Mattermost Team, contact details for your group, and the names of all your Channels, Forum Groups, Forums and Nextcloud Group.

Contact details accepts Markdown (like Mattermost and Forums), so you can format your details and put links in.

How to change your Channel names, public/private

'Edit Channels' shows the Channels for your organisation. Clicking on one will allow you to edit the name, and change whether the channel is public or private. When you Save your changes, the Hub will update Mattermost with your changes. The list has a 'Show unclaimed' button to also include unclaimed channels you are in, so you can pick one and claim it for your organisation.

You can also delete channels here (except for the ones the Hub needs you to keep – your Reception and your main channel – message the Hub Admins in the Digital Discussions Applications Team Reception or Tech Champions & Group Admins channels). Deleting a channel here will also delete it on Mattermost.

You can also list all the members of the channel on Mattermost. This shows which of those people are on the Hub, and whether they are a member of your organisation. There is also a button next to people who aren’t in your organisation, which you can tick to invite them.

How to Share channels with other organisations

You can share a channel with other organisations (useful when multiple groups are working together on an action or project). All members of all the organisations it is shared with are joined to the channel.
To do this, click on the icon next to Shares, to see this screen:

Choose the group you want to share with from the drop-down list. Another dropdown will appear, so you can share with multiple groups, and an x will appear to allow you to remove that share.


Click Save when done.

How to Unarchive channels

Mattermost lets anyone in a channel archive it. This removes it from the channel list. People sometimes do this by mistake, thinking it only archives it for them, not everyone!

If someone has archived one of your channels, you can restore it the following day - the Hub notices it has been archived on its overnight check, and adds an Unarchive button to the edit channel screen.

How to change Forum names and locations

'Edit Forums' Lists the Forums for your organisation. Clicking on one will allow you to edit the name and the parent category. When you Save your changes, the Hub will update UK Forums with your changes.

You can also delete forums here (except for the ones the Hub needs you to keep – your Reception and your main forum – message the Hub Admins in the Digital Discussions Applications Team Reception or Tech Champions & Group Admins channels). Deleting a forum here will also delete it on UK Forums.

How to share Forums with other organisations

You can share a forum with other organisations (useful when multiple organisations are working together on an action or project). A shared forum appears in the forum list in UK Forums for all members of all the organisations it is shared with. Forums be shared with different permissions (Full access, Can comment but not post a new topic, Read only) for each organisations.

To do this, click on the icon next to Shares, to see this screen:


Choose the group you want to share with from the drop-down list. You can also choose to limit this group's access to the forum in the Permission Level dropdown.

Another dropdown will appear, so you can share with multiple groups, and an x will appear to allow you to remove that share.

How to change people's Roles in your organisation

'Roles' button lets you view/edit the Roles within your organisation. Or click on an individual role in the display to edit it. See Edit Role screen below.

How to change welcome messages / emails

'Messages' lets you create, edit or delete welcome messages to people who join your organisation, and reminder messages posted at regular intervals to one of your channels. See Edit Messages screen below.

How to change my organisation's Mandate

'Mandate' button will show the organisation's Mandate. If you are Group Admin of the parent group, you will see an 'Edit Mandate' button to let you change the mandate.

New Hub Organisations are created with a blank Mandate. The sections include: Purpose, Accountabilities and Domain, together with an optional section on Policies. As a guide to completing the Mandate, you might research those of similar Organisations in your region, or UK wide (WGs and Circles). Such existing Mandates may assist with arriving at your own wording.

How to see changes made to roles, members, mandates

'History' button will show all changes made to roles, members and mandates over time. If you are viewing a role, it will just show the history of that role.

How to see people in my organisation

'All Members' shows you a list of everyone, and allows you to set their roles, and make them Group Admins or turn Group Admin status off. From there, you can click 'All Roles' to see all the roles the person has, and from there you can click 'Step Back From Roles' to pass those roles on to someone else.

If you remove someone from one or more roles which are linked to another organisation, and that is the only role they hold in that organiation, you will see another screen where you can confirm whether or not they should also be removed from the other organisation.

How to change My Role

'Edit My Role' lets you edit your own role in the organisation. Everyone in your organisation can edit their own role. Note that only Group Admins can assign people to core roles (those shown in blue on the diagram).

How to add a new Channel

'New Channel' takes you to the create channel screen to create a public or private channel in the corresponding team.

How to add a new Forum

'New Forum' takes you to the create forum screen to create a public or private forum.

GlassFrog Children not on Hub

If your group is linked to the corresponding circle in GlassFrog, but the GlassFrog circle has child circles that haven’t been linked to Hub groups, they are shown here. If you want to link one of these to an existing Hub group, or create a new Hub group for it, see Linking GlassFrog Circles to Hub Groups in the 'Setting up a new group on the Hub' document.

How to create a New Child XR Group

If you are part of a large organisation which has working groups (e.g. a large working group like Communities has a number of large and separate working groups, like Local Group Development, Rebel Pathway, etc.), you can create separate organisations for your working groups on the Hub and the new services.

This takes you to a new organisation screen in the 'Setting up a new group on the Hub' document.

Edit Organisation screen

This lets you rename your organisation, or any of its teams, channels, forum groups, forums or cloud group: tTqimage13.png

The editor helps you out – if you change your name or short name, it will update all of the other names on the screen to match (you can still edit them). If the changes it makes automatically do not suit you, you can change back the individual team, channel, forum or cloud folder names. When you click Save it will try to update everything on the Hub and on the other services. You may get an error message if one of the names you have chosen has already been used by another organisation.

It also lets you change the setting where members of child organisations are automatically invited to your organisation. If you tick this, all members of any descendant (child, grandchild, etc.) organisations will be invited to join this organisation. If they accept the invite, they will be full members of your organisation, and have full access to everything – Team, public and private channels, public and private forums, and cloud storage. Note: if you change it from unticked to ticked, the invites will be sent out right away when you Save.

This is also where you can place public contact details for your group. These will appear on the UK Regional Map, and possibly other public websites, so DO NOT PUT PERSONAL OR PRIVATE ADDRESSES IN HERE.

New Channel screen

UYXimage14.png

The name of the Channel will be made up of the Prefix and the Name. The Prefix defaults to your organisation short name, and is to help us avoid trying (and failing) to create 100 channels called “Media & Messaging” for 100 different working groups!

When you click Save, the Channel will be created right away. All your organisation members will be joined to it in due course (there is a background job running which does this, so it make take a while for it to catch up), or next time they log in to the Hub.

New Forum screen