Organization management and sphere administration
Webinar mode on BigBlueButton
On Whaller, organization managers have the possibility to make the BigBlueButton webinar mode* option available in all of the spheres in their organization. Enable webinar mode in an organization Go to your organization’s admin pages. Click on the “ Settings ” tab. In the “Sphere options” section, select “ Add webinar option to video conferencing ”. Enable wSome readersRequest and invitation in a sphere or organization
Entry requests and invitations can be found at 2 levels. At the organization level, a manager can view: Requests to join an organization Invitations to join a sphere of the organization sent by any manager or administrator. At the sphere level, an administrator can view: Requests to join the sphere. Invitations sent by all sphere administrators. At the level of an organization Requests to join the organization To access the requests forFew readersAnalytics
On Whaller, sphere administrators and organization managers can follow the activity in their networks by using the analytics* feature. Filters Filter your search according to a defined period and/or compare two periods. You can also filter by members, roles and spheres (analytics in an organization). Top 3 This podium represents the most active members during the seleFew readersWidgets
To further customize your networks, you (as a sphere admin or an organization manager) can add widgets* to your spheres and organizations. Sphere widget Go to one of your spheres. Click on “ New sphere widget ”. Select and add the widgets of your choice. (https://storage.crisp.chat/users/helpdesk/website/a844c8e251a8f800/09be2a8e-f6bb-4904Few readersWidget template
You have discovered the widgets) available on the platform and how to set them up. Now discover the "widget templates", a feature that allows organization managers to prepare widgets available to sphere administrators at the widget center. Go to the "Widgets" tab of the management pages and at the bottom of the page, click on "Create a template", defining a title, a description and a widget type. (https://storage.crisp.chat/users/helpdesk/website/8643cf9d34bbFew readersHow can I remove a member from a sphere or an organization?
In a sphere (Admin profile) Go to the profile of the member in question. Click on the "More" button, then select "Remove from this sphere" Note: If the member does not belong to any spheres, they will still be a member of the organization, and will have access to the internal members portal. Only a manager can definitively remove a member from an organization. FrFew readers
Manage your sphere
Create a group in a sphere
Within a sphere, you can create different groups of people. Groups allow you to send information quickly to multiple members at the same time without having to mention each individual person. You must be a sphere administrator to be able to create a group. To get started, click on the 3 dots in the subheader to open the sphere menu. Select " Groups ". The firstFew readersAdministration of a sphere
A sphere administrator has access to the sphere administration pages via the 3 small dots on the right of the header bar. From these pages, a sphere administrator can: 1/ Manage requests to enter the sphere This tab allows a Sphere Administrator to manage users wishing to enter the Sphere. From this page, he can accept or refuse these requests. (https://storage.crisp.chat/Few readersInvitations: How to invite someone into your sphere(s)
On Whaller, there are several ways to invite someone to join a sphere. Normally, you must be a sphere administrator in order to invite someone, however, certain organization settings authorize all members to send invitations. From your sphere (of which you are the administrator) In the top right of the header bar, click on the “Invite someone” icon. (https://downloads.intercFew readersChoose the logo of your sphere
Customize the logo, from the sphere settings As a sphere administrator, go to the three small dots at the top right of your sphere, from the menu, click on " Sphere settings ". In the "Editorial" section, go to "Change logo". Click on "Upload". Choose "Upload", "Gallery" or "Emojis". Make your selection then click on "Validate". ThreFew readersHow can I delete a sphere?
Only an administrator can delete a sphere. This can be done by accessing the "Sphere settings" menu and selecting "Delete this sphere".Few readersImage gallery
The image gallery* is a sphere option that lets you display images posted in the sphere at the top of the feed. Images are displayed randomly, so that members have the opportunity to discover a variety of things. Clicking on an image will lead you directly to the associated post. To activate the image gallery: Sphere settings Image gallery (https://downloads.intercomcdnFew readersHow can I enable/disable the history in a sphere?
If you enable the sphere history, new members will be able to view all posts (excluding private messages) since the sphere’s creation. If you disable the sphere history, new members will only see posts starting from when they arrive in the sphere. New members are informed as to whether or not the history is visible when they join a new sphere. Note: You can modify the histFew readersHow can I rename a sphere?
To rename a sphere, click on the pencil icon that appears next to the name of the sphere (top right of the page) when you move your cursor over it. You can then enter the new name.Few readersHow to remove a member from a sphere?
In order to remove a member from a sphere, you must be the sphere administrator. Click on the member's avatar to bring up their profile. Click on "More", then select "Remove from this sphere".Few readersActivity logs
This feature is available in the Enterprise package Managers of an organisation can view the activity logs for file boxes. These logs can be accessed from 3 locations: from a file (via the actions menu): lists all the logs linked to a specific file from a box (via the logs icon at the top right of the box): lists all the logs linked to all the resources in a sphere from the management pages: lists all the logs linked to all the resources in all the boxes in an organisation. These inFew readersFiles and folders permissions
What are file or folder permissions? Permissions allow you to extend access rights to a file or folder beyond the members of a sphere. By default, a file stored in a sphere's box is accessible to all members of that sphere. However, it is possible to expand these access rights, including reading, writing, and deleting, to users outside the sphere. These rights can be granted to specific members (external to the sphere), entire spheres (and thus to all their members), internal member groups wFew readers
Manage your organization
Set up your organization
To access an organization's settings, a manager must go to the internal portal of his organization and then to the "Configuration" tab via the gear wheel. Rename the organization To rename an organization, go to "Settings", then click on the "Rename the organization button". Enter the new name then click "OK". Logo and color In the "Settings" section, you can upload your logo (company, associaFew readersDashboard mode
The Dashboard mode, available only in White Label, is a feature that allows to customize the root page (home) with different widgets. These widgets will be defined both by the managers and by the user himself using personal widgets. On the root page, you will find in the top bar: your favorites, your tasks and your badges but also a tab with the sphere directory of the organization. Another particularity of the Dashboard mode is the "Active Spheres" (3) insert at the top right of the pagFew readersRoles, rights and permissions management
Within an organization, roles have two main purposes: to facilitate the identification of members and to assign specific rights. Roles are created and assigned to members by the organization manager. More specifically, roles are used to: Enrich the profiles of individuals with a function, position or name related to the organization Visually distinguish groups of people by adding "buttons" attached to roles (visible on people's avatars in the spheres) Mention a group of pFew readersBadges
On Whaller, badges are a way to reward your members for their work, skills or contribution for example. Create a badge Creating a badge is an attribute of the organization's managers. To create one, go to the management settings, the "Settings" tab and then the "Badges" section. By clicking on "Add a badge", a window opens where you have to fill in the name, the description (oFew readersInternal portal
The internal portal is the showcase page of an organization, it can include: the directory of spheres, a calendar, CMS articles, widgets, etc. Header bar If the options are activated, the members will be able to find in the header bar the resources schedule, the badges (https://help.whaller.com/en/aFew readersFederations
Whaller lets you create organized social and collaborative networks. Networks are built in the form of spheres and organizations. You can also link organizations together to give more structure and coherence. Federations are a way to arrange organizations (which contain spheres) in aFew readersFAQ - CMS Article
The CMS (Content Management System) is a feature that is part of the organization options. It allows you to customize your internal and external portals, with articles, images, videos, etc. The "Frequently Asked Questions" is a type of CMS article that you can set up to facilitate the integration of your members by creating categories and/or FAQ questions. Set Frequently Asked Questions (FAQ)s articles As for the "classic" CMS articles, it is necessary to go to the administration pages ofFew readersConnect Zapier to your account
Zapier allows you to connect Whaller to over 2,000 other web services. These automatic connections, called Zaps, can be put in place easily, and can automate your daily tasks and create work/ information flows between applications. For example, when you save a new item in Pocket, or save a new song on Spotify. Each Zap has an application that acts as a trigger, where information comes from, and that generates one or several actions in other applications, where your data is sent automaticaFew readersDefine profile statuses
As an organization manager, go to the "Roles and Profiles" tab of the management pages: a "Profile Statuses" tab appears. Within your organization, it is possible to define a set of profile statuses that will be suggested to all your members. See article: Choose a status In order to create a new status that will be suggested by default to your members, you should click on the button "+ New profile status". The new status created will be addeFew readersAdministration of an organization
An organization manager has access to the administration pages of an organization via the gear wheel on the top right in the header bar. From these pages, an organization manager can: 1/ Manage requests to join the organization This tab allows a manager to manage the users wishing to enter the organization. From this page, he can accept or refuse these requests. For more information, have a look atFew readersMultilingual Content: Message, CMS and Charter
Multilingual content is available for messages, CMS articles and sphere and organization charts. Enabling multilingual content consists in offering several language versions of the same content: it will be displayed by default in the language of the user's account. This feature is only available in the Enterprise Offer and must be set up by an organization manager. Note: In the case of a federation, this option is top-down to allow all organizations to have access to it. Activating the opFew readersCreate custom profile fields
Organization managers have the possibility to create organization-specific profile fields* for their members. To do so, go to your organization's administration pages. Select the " Roles & profiles " tab, then " Personalized profile fields ". Step 1 Add and personalize new fields, select the type (text, non-editable text, free list, free list with suggestions, predefined list with only one possible choFew readersInvite or add organization members to a sphere
Organization managers have the possibility to invite or add organization members to spheres quickly and easily from their management pages. Step 1 Go to the " Members " tab then filter your search by selecting the sphere(s) that you wish to see the list of members of. You can also filter members by their roles. Step 2 Once you have selected the sphere(s), a listFew readersSphere families
Within an organization, you can have an infinite number of spheres, which sometimes makes it difficult to navigate. If you'd like to add more order to your network, you can arrange your spheres into subcategories, or "sphere families" . In each family, you can group spheres according to type, similar use, number of members, etc. If you are an organization manager, go to the " Admin " menu, select " Settings ", then " Sphere families ". You can create as many different spheFew readersResource scheduling/ management
Resource scheduling is an organization option that lets you manage reservations for resources, within Whaller. For example: meeting rooms, vehicles, material, etc. It appears in the form of a calendar on the organization portal, and can also be displayed in spheres. Creating resources To use the resource management function, you must first create resources. To do so go to "Admin", then "Resources". Click on the button "Add" and enter a label, a description (if necessary) and choose a colFew readersMembers & Visitors
On Whaller, there is a distinction between members and visitors. Members are part of an organization and one or more spheres. They have access to the organization portal where the sphere directory, managers, CMS articles and widgets can be found. With the sphere directory, they can request to join other spheres of the organization which is not the case of visitors. OnFew readersHow can I attach an individual sphere to an organization?
In order to attach an individual sphere to an organization you must be both administrator of the sphere and manager of the organization. From within the individual sphere, click on the link "Do you want to attach this sphere to an organization?". A new window will open, where you can select the organization you would like to attach it to. (https://storage.crisp.chFew readersStore (and points)
The store is a feature that allows you to offer items specific to your organization (such as goodies, pens, bags, notebooks ...) to members of your organization. These items are accessible via a points system. The store is an option available from the Business offer. To activate it, please contact customer support at: contact@whaller.com. To access the store, each member can go to the organization's portal by clicking on the "Shop" button. (https://storage.Few readersOrganizing your federation
On Whaller it is possible to create a federation of organizations. Federations are a way to structure organizations (which contain spheres) in a tree structure. As the manager of the parent organization, you will be able to create and modify your tree structure as you wish. To do this, go to the management pages of your parent organization and click on the "Federation" tab. (https://storage.crisp.chat/users/helpdesk/website/8643cf9d34bb380Few readersForms
As a manager, you can access the "Forms" functionality via the management pages (cogwheel). This functionality is available in the Enterprise package. The forms allow to collect information from the members of the organization, the content of the form can be declined in 3 types of questions: free field, multiple choice and file to upload. From this page, it is possible to : Create a new form via the "Few readersHow can I add or remove an organization manager?
To add or remove an organization manager, select "Members" in your organization Admin section. Choose the member you wish modify, then click the "Actions" button and select either "Add as admin" or "Remove from admins".Few readersCustomize the list of event types
As you could see in our article dedicated to event creation, the first step is to choose an event type. By default, we offer you a varied list of event types. Nevertheless, as an organization manager, you are able to customize this list. To do so, go to the "Settings" tab of the administration pages and then to the "Sphere options" section. In the line "CustFew readersHow can I add advanced security options to my organization (password policy)?
An advanced security option is available for organizations with the Business or Enterprise offers. An organization manager can reinforce the password policy for their organization*. This choice will automatically apply to all of their members. Members must change their password to comply with the new policy that has been put in place. Organization managers can define/choose: The password lifetime The number of connections before renewal The complexity of the passwordFew readersHow do I delete an organization?
Only an organization manager has the right to delete an organization. It is necessary to first remove all members of the organization via the organization's administration pages. Select all members For the selected members, click "Remove this person from your organization" The manager, being the last person left, must then click on the button "Leave thFew readersCMS Articles
The CMS (Content Management System) Articles are part of the organization tools which means that they are visible to all members from the organization portal. The CMS allows you to feed your internal and external (public) portals with "cold" content consisting of text, images, videos, files, etc... To access the management of CMS articles, the manager goes to the tab "CMS articles" in the "tools" section of the management pages. NB: a manager can delegate the management of CMS articles to membFew readersManagement of members and visitors
Members In the "Members" tab of the management pages, organization managers will be able to consult the list of all the members of their organization and their information (first name, last name, login, spheres of membership...). They will also be able to perform some actions on the members of their organization explained below. Search and filters Via the search bar, managers can search for a membFew readersManagement of spheres
As an organization manager, you can have a global view of all the spheres attached to your organization. To do so, go to the "Spheres" tab of the administration pages. In the upper right corner, a button allows you to export the list of all the spheres of the organization. The export will be sent to you by e-mail. Each line is relative to a given sphere and allows multiple actions such as : AppFew readersInformation for the manager
On Whaller, each member has a mini-profile on which information such as a biography or personalised profile fields can be displayed. As an organisation manager, it is possible to get more information about a member in the "information for the manager" section. Pending entry requests From the button "Pending entry requests", a manager can consult the entry requests made by thFew readersPublic portal
As a manager, it is possible to define a public portal (or external portal) that will serve as a showcase for people who are not members of your organization. On this external portal, several elements appear, some of which can be customized: a banner, possible public spheres of your organization, CMS articles, a contact form and a button to request an invitation to the organization. Activation and "Invitation Request" button To activate your public portal, go to the "Configuration" tab ofFew readers