Management

This page explains the Management tab for Community Managers

The Management tab is exclusively accessible to Community Managers and serves as the central hub for overseeing all data related to households, companies, and users. Depending on the specific configuration of your community, you may encounter only companies, only households, or a combination of both.

 

Within the Management tab, you will find the following subcategories:

• Households (visible only if residential users are part of your community)
• Companies (visible only if commercial users are part of your community)
• Users
• Community Managers
• Groups
• Newsletters
• Statistics

Under the Households, Companies, Users, and Community Manager tabs you will see customisable tables displaying various data per item. Mastering the use of these tables enables Community Management to work efficiently. Click here to learn more. 

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Households

Adding households

1. Click + Add new household
2. Fill in the address details. The system will check if a household using the same address already exists to avoid duplication.
3. Optional: Select groups this household should be in. Learn more about Groups.
4. Optional: Fill in the fields with additional information that are required for this community. Please note that these fields have been predetermined in the onboarding process. If you need to make changes to the options, please reach out to help@chainels.com. 
5. Click next step
6. Click confirm

Managing households

If you click a row in the households table, you will be redirected to the profile page of the household. Here you can view or edit all information stored on the household level and you can manage its users. The user management page of the household page can be accessed by users too if they have the correct Authorization level (see adding users). 

Clicking the three dots on the right of each row gives you several options:

1. View household profile - Opens the detailed profile page described above.
2. Edit household - Allows updates to household information such as the address or custom fields.
3. Manage users - here you can decide which users should have access to this specific household. You will have a similar flow as described in Users
4. Add to group(s) - Quickly assign the household to one or more groups. For more guidance, see Groups for best practices in managing group memberships.
5. Send a reminder - Sends a reminder email to users of the household who haven’t activated their accounts yet.
6. Delete household - Permanently removes the household and its users from the system.

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Companies

Adding companies

1. Click + Add new company
2. Fill in the company name, which will be shown to users within the community. Then click ‘Next step’.
3. In Company Details, fill in the address for the company. 
4. Optional: Select groups this company should be in. Please note that Community Managers are enabled to manage groups themselves. Learn more about Groups. 
5. Optional: Fill in the fields with additional information that are required for this community. Please note that these fields have been predetermined in the onboarding process. If you need to make changes to the options, please reach out to help@chainels.com. 
6. Click next step
7. Click confirm

Managing companies

Clicking a row in the company table redirects you to the company's profile page, where you can view or edit all company-level information and manage associated users. Access to edit company information and it users depends on the user's Authorization level (see adding users). 

Clicking the three dots on the right of each row gives you several options:

1. View company profile - Opens the detailed profile page described above.
2. Edit company - Allows updates to company information such as the name, address or custom fields.
3. Manage users - here you can decide which users should have access to this specific company. You will have a similar flow as described in Users
4. Add to group(s) - Quickly assign the household to one or more groups. For more guidance, see Groups for best practices in managing group memberships.
5. Send a reminder - Sends a reminder email to users of the company who haven’t activated their accounts yet.
6. Delete company - Permanently removes the company and its users from the system. If a user is part of multiple companies, they will only lose access to the deleted company.

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Users

Adding users

1. Click + Add new user
2. Fill in the email address of the user and click Next step
   1. When an email address is already related to an account, a yellow section will show what other community this user is part of.
      
      
3. Optional: If your community consists of companies and households, it will ask you which entity this user belongs to. 
4. When adding a user to a company: select the existing company from the dropdown. If the company does not yet exist, you can click ‘Create a new company’ and you will be redirected to Adding companies.
5. When adding a user to a household: select the existing household from the dropdown. If the household does not yet exist, you can click ‘Create a new household’ and you will be redirected to Adding households. 
6. Click Next step
7. Fill in the first name and surname of the user (this will be prefilled if the user already exists in Chainels).
8. Optional: Assign roles to this user
9. Choose which level of Authorisation you want to set for this user
   1. Administrator - Full access rights, including managing users and editing the household/company profile. This means that they have the right to invite other users to their household/company. 
   2. User - A regular user, without the rights to edit the household/company profile or manage other users
   3. Spectator - Read-only user
10. Choose visibility level of the personal profile
    1. Community - visible to all users 
    2. Private - visible to users of the household / company they belong to, and community managers
11. You can make changes to the invitation email if you wish. Clicking the button ^{Save changes in the invite text for next time} will make sure that the adjusted text is saved in our system.
12. Click Confirm

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Community Managers

Adding community managers

• Click + Add new community manager
• Fill in the email address of the community manager and click Next step
• Fill in the first name and surname of the user (this will be prefilled if the user already exists in Chainels).
• Optional: Assign roles to the community managers
• Choose which level of Authorisation you want to set for this user
  • Administrator - Full access rights, manage all aspects of the community
    • Highest permission level
    • Can edit module configurations
    • Can use all the features
    • Can edit all tenant data and permissions
  • User - A regular user, with limited rights to manage the community
    • Mid permission level
    • Cannot edit module configurations
    • Can use all the features
    • Cannot edit tenant/user details (does not have the "Management" tab on the left side bar), but still can see all the users even if their visibility is set to private
  • Spectator - Read-only community manager
    • Lowest permission level
    • Cannot edit module configurations
    • Cannot use the features (like posting a message, or submit an issue)
    • Cannot edit tenant/user details (does not have the "Management" tab on the left side bar), but still can see all the users even if their visibility is set to private
• Choose visibility level of the personal profile
  • Community - visible to all users. The account manager's profile will be visible on Home under 'Meet the team' 
  • Private - visible only to other community managers

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Groups

Adding groups

1. Click + Add group
2. Upload an image for this group
3. Create a name for this group
4. Optional: fill in a description for this group
5. Select the visibility and usage
   1. If you select "All users," the groups will be visible to everyone, allowing users to see them on pages like Home and Members. They can view which companies or households belong to each group, and if user visibility is set to Community, as explained in the Users section, they can also see other users in the group. This visibility helps foster engagement among users with shared interests, industries, locations, or other unifying factors.
   2. If you select "Only by community management," the group and the companies or users that belong to it will be visible only to community managers. This makes it a convenient tool for targeting users in different parts of the platform.
6. If you make this a favourite group, it will be shown on Home. 
7. Optional: You can create a folder for this group in Chainels files. Automatically, all users of this group will have access to that folder. 
8. Select which Group Members you would like to include in this group. 
   1. You can include or exclude users using the button in the top right corner. Selection can be based on specific companies or users, or on predefined criteria such as user roles or custom fields configured during the onboarding process.
   2. Make sure not to create rules that contradict each other, as this can lead to confusion about which rules should apply. For example, if you include all users from company X but also exclude all users from the same company, the group may end up with no members.
9. Click Save when you have finished

Managing groups

Community managers can manage the list of groups. By clicking the cogwheel icon on the right side of each row, you can edit or delete a group. If you choose to edit, simply follow the steps described above. Clicking on a group in the list lets you view the companies, households, and users associated with that group.

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Newsletters

A newsletter is sent out by email and will consist of selected content that was shared on your timeline.

Manage Relations

You can use this if you want to send out your newsletters to a broader audience than the members of your community. You can add email addresses of people that are not part of the platform. 

Write newsletter

You can select a header image (recommended format of 16:9) and choose the colours that will be used in your newsletter. If you are using a white label with your own branding, the corresponding colours will be applied automatically. A title and introduction can be added to guide the content of the newsletter. You can then select messages from your timeline that you want to highlight again. The recipients of the newsletter can also be chosen. Please note that users always have the right to manage their own settings. If they have opted out of receiving newsletters, they will not receive it even if they are part of the selected audience. If the newsletter needs to be sent to external contacts who are not part of the community, you can include these Relations as well.

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Statistics

After your onboarding, a statistics dashboard will be added to your community. The exact details of these dashboards may vary between communities depending on the modules used, preferences, and agreements made during onboarding. You can select a specific date range to view the data you want to analyze.

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Managing tables

You will notice that the tabs for Companies, Households, Users, and Community Managers all use tables to display information. These tables are flexible and allow you to customize the data you see based on your needs.

Changing the view

At the top of each table, the grey bar shows the column headers. When you hover over one of the headers, a three-dot menu will appear. Clicking this menu gives you the option to add a new column to the right or remove the current column from view. Removing a column only affects your personal view and does not delete any underlying data.

In some cases, you might see a column listed twice: once with its regular name and once with a checkmark (✓) next to it. The version with the checkmark shows whether that particular field is filled in for each row, which can be helpful for quickly identifying missing information.

Just below the column headers, you will find filter options. These let you narrow down the data in each column, making it easier to find specific information or work with a subset of the table.

Exporting information or sending reminders

If you want to export information from your table, you can select the relevant rows using the checkboxes on the left side of the table. To select all rows, click the checkbox next to the first column header. This will initially select only the rows on the current page. To include all rows across the full dataset, click the option that appears to “Select all XX rows.”

Keep in mind that the export will include the exact same columns currently visible in your view. To have more or less data included in the export simply adjust the columns in your view. Once your selection is made, click Export to download the data as an Excel or CSV file.

The same selection method can be used if you want to send a reminder to users who haven’t activated their accounts. After selecting the users, simply click Reminder to send them a new activation email.

Creating views

If you have selected a combination of columns and filters that you would like to access easily in the future, you can create a custom view. At the top of the table, click + Add view to save your current settings. This way, the next time you return, you won’t need to reapply your selections.