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.

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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:

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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:

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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.

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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

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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

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The name of the Forum 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 forums called “Media & Messaging” for 100 different working groups!

You must choose which top level category the forum goes in.

When you click Save, the Forum 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.

Claim Channels - if you already had Mattermost channels created before you came on to the Hub

Some people have set up their organisation on Mattermost without joining the Hub first. If you did this, you should first claim those channels for your organisation on the Hub (so the Hub knows they belong to you, and can join people to them when you invite them to the Hub). The procedure is as follows:

  1. Join @xrukadmin (the Hub’s login to Mattermost) to all the Teams and channels you want the Hub to know about.

  2. Wait 24 hours for the Hub to recognise your channels.

  3. Claim the channels in the Hub:

    • Go to your group in XR Groups
    • Click Edit Channels
    • Click the 'Include Unclaimed' button – this will add any other channels you are a member of but which don’t belong to a group on the Hub yet.
    • Click on each channel you want to claim, check the details on the next screen, and click save to claim it for your organisation.
  4. You can then, if you wish, post a generic link to one of your private channels to allow anyone in that channel to join your group on the Hub. To do that:

    • Go to your group in XR Groups
    • Click Invite Users
    • Click the Mattermost Invite button
    • Choose the private channel to post the invite to
    • Add an optional message from you
    • Click Post Invite to Mattermost

Edit Role screen

When a new organisation is created on the Hub, it gets a set of 3 standard roles: Internal Coordinator, External Coordinator and Tech Champion. If it is created from (or linked to, either manually or automatically) an existing GlassFrog Circle or Working Group, it also gets all the Roles that had been set up for the Organisation in GlassFrog.

There are an additional 8 roles, suggested by the Self Organising Systems Circle, which may be selected by the Group Admin when adding new Roles to the original set.

To add a new role for your Organisation, select 'Add Role' and type the role name you require. As you type, you are offered any Default Roles which match the input text, and, if you then select a Default Role, the form is prefilled with the details (including mandate) of that role - which can then be edited, if necessary. This is just to save typing, and to help any Group Admin who may not know the exact wording of the Mandate for the desired Default Role. Note that any new Role will have a blank Mandate (Purpose and Accountabilities), which may be completed at a later time.

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Ticking Core Role shows the role in blue instead of green in the diagram, and prevents users from assigning themselves to that role (only Group Admins can assign people to Core Roles).

You can add Accountabilities, or drag them using the handle to reorder them.

You can place users in their role by selecting their names from the drop-down list. You may also remove them by clicking the red ‘X’ next to their name. The Private setting by each user should be ticked if the user does not want anyone outside the group to see that they hold this role.

The Private setting under Purpose is the default for the role – if this is ticked, then users will have Private ticked by default (but they, or you, can change that).

You can set an 'Until' date for each person assigned to a role, which is the date their holding of that role will be reviewed. This allows people assigned to a role for a limited time to be confident that they won’t be left holding that role for ever. Roles where the Until date has passed will show in red on the group diagram.

Linking a role to another organisation

Normally a Group Admin of one group will create a child group (which automatically makes them Group Admin of the child group). They will then link the External Coordinator role in the child group to the parent group. They may well also appoint other Group Admins of the child group, and may remove themselves from the child group when this has been done.

If you remove people from a role which is linked to another group, and that is the only role they hold in that group, you will see another screen where you can confirm whether or not they should also be removed from the other group.

Converting a role to a Working Group

Clicking on any role shows the details for the role. There will be an Edit Role button in the blue menu at the top to edit it. If the role is not already linked to a working group, there will also be a 'Create Working Group For Role' button – click that to set up a new working group to perform the original role. The new group will inherit its mandate from the original role, and the External Coordinator will be linked to it.

What happens when a role gives people access to more than 1 Hub Group

When someone does one of the following things:

  • Edits the Auto Join Roles screen (Hub Admins only)
  • Edits the people in a role
  • Edits the roles a person is in (+)
  • Deletes a role
  • Steps a person back from a role (+)
  • Creates an organisation
  • Deletes an organisation
  • Admin edits an organisation (Hub Admins only)
  • Removes someone from an organisation (+)

The change could entitle some people to be in different Hub Groups - e.g. if they join or leave a linked role, or a role with a support group.

The joining or inviting happen automatically, but any organisations they should probably be removed from are first listed in a screen with tickboxes against each one, so the person making the change has a chance to untick people they do not want to be removed.

(+) The removal screen is simpler in these cases, because only a single person is affected, so it just shows a list of organisations the person could be removed from. In the other cases, it has to show both person and organisation, as there is no reason why the same person might not be joined to two or more organisations - e.g. all the Cymru Tech Champions will be joined to the UK level Tech Champions organisation, as well as the Cymru one.

Here is the simple screen: image|690x268

And the more complicated one: image|690x182

Please click Save in this screen to carry out the removals. If you think a person should not be removed, first untick the corresponding Confirm box.

Edit Messages screen

How to change default Welcome Messages

Welcome messages are sent via MM Direct Message to people who have just joined your organisation on the Hub. They come from xrukadmin (the Hub's Mattermost login), which does not read replies, so you will probably want to include instructions to contact your own Mattermost handle in the message. E.g. "Do not reply to this message, contact @fred-xrtrumpton if you have any questions".

Just enter the message text (you can use Markdown formatting, like you can in Mattermost, Forums and Cloud), and click Save. Subsequently, anyone who accepts an invite to your organisation will receive that message overnight (as the Hub runs updates in the early hours of the morning.)

How to set Reminder Messages

Reminder messages are useful for regular events (like a weekly meeting). They are posted to your channel of choice on Mattermost, by xrukadmin (the Hub's Mattermost login) each night. Messages-on-Hub.jpg

Step Back From Roles screen

You reach this screen by finding a person with a role in All Members, clicking on 'All Roles', then clicking on 'Step Back From Roles'.

Golimage20.png If you choose a replacement user from the dropdown, that person will be assigned to all the roles with Process ticked (being joined to the organisation if they are not already in it).

If you check Remove From Role, the original person will be removed from the roles with process ticked.

If you check Remove From Organisation, the original person will be removed from all organisations with Process ticked.

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

So, for example:

Change Required Action
Join a new person to the roles, to be trained by the original person Select the new person in Replacement User. Leave Remove From boxes unticked. Tick all the roles you want them to be added to, and untick the others.
Pass the roles on to someone else because the original user has already stepped back. Select new person in Replacement User. Tick Remove From Role. Tick all the roles they are stepping back from, and untick the others. If the person has left the organisation(s) altogether (rather than just stepped back from the role to become an ordinary member), also tick Remove From Organisation.
Step someone back from their roles, without appointing anyone else Leave Replacement User blank. Tick Remove From Role. Tick all the roles they are stepping back from, and untick the others. If the person has left the organisation(s) altogether (rather than just stepped back from the role to become an ordinary member), also tick Remove From Organisation.

Other screens (available to all users)

My Settings – lets you change your name, login or email.

There is an edit button next to Login and Email. Clicking the button takes you to a form to change your login or email. These forms require you to enter your Mattermost password (as the Hub does not store your password, and it needs it to update your username or email address on Mattermost). A few people have different Hub and Mattermost passwords – if that is the case, you will be asked to confirm they are different.

Once you save the form, the Hub will try to change everything on all the services (Hub, Mattermost, UK Forums and UK Cloud). If it is unable to do so, it will tell you which ones went wrong. The main reasons this may happen are:

  • You put in the wrong Mattermost password

  • Someone else is already using the login name or email you chose (Mattermost is global, so there are lots of users on Mattermost who aren’t on the Hub).

If any errors occur, you can go back to My Settings, and try to change to something different.

Note: It is not possible to change a username on UK Cloud. So the Hub deletes your old user record, and creates a new one, joined to the same groups as the old one. This is usually fine, but if someone shared something with you by name, or you created personal calendars, decks or forms, they will be lost.

My Organisations – lists the organisations you are in. Clicking on one shows you the people in the organisation. Clicking on a person lets you change whether they have Group Admin permission for that organisation. Group Admins can invite other people create subgroups, etc.

Change my password – lets you change your password on the Hub only. To change your password on the other services, you need to use the facilities on each other service.

Logout – lets you log off, e.g. if you are using a shared computer, and don’t want the next person to be able to access your Hub account.