# Talkspirit Knowledge Base — full text > Every article in the Talkspirit help centre, concatenated for LLMs and agents. Source language English; the same articles exist for locales: en, fr, de. Per-article raw markdown: https://support.talkspirit.com/raw/{locale}/{category}/{slug}.md. Article index: https://support.talkspirit.com/llms.txt. Canonical site: https://support.talkspirit.com. 358 articles. # Getting Started ## Welcome to Talkspirit URL: https://support.talkspirit.com/en/getting-started/welcome Category: Getting Started · Section: First steps · Type: Tutorial New to Talkspirit? Start here to understand the platform, find your way around and choose the right guide for your role. Talkspirit is the European operating system for organisational clarity, designed for the AI era. It brings together Structure, Collaboration and Communication in one shared environment, connecting how your organisation is structured with how work gets done and how information flows. This Help Centre contains everything you need to get started and make the most of Talkspirit, whether you are a member, a team lead, an administrator, or responsible for your organisation's structure and governance. ## Where should I start? If you are new to Talkspirit, three articles will help you find your way around: - [What is Talkspirit?](/en/getting-started/what-is-talkspirit) explains how Structure, Collaboration and Communication fit together. - [Talkspirit at a glance](/en/getting-started/talkspirit-at-a-glance) gives you a quick overview of the areas and modules of the platform. - [Platform glossary](/en/getting-started/talkspirit-glossary) explains the key terms you will meet. Then choose the start guide that matches your responsibilities: - [Member start guide for Talkspirit](/en/getting-started/start-guide-for-members): set up your profile, learn how to navigate the platform and start working with your colleagues. - [Administrator start guide for Talkspirit](/en/getting-started/start-guide-for-admins): configure your environment, manage members and set up your organisation. - [Circles in Talkspirit](/en/structure-governance/circle-overview): start here if you are responsible for organisational structure or governance. ## How do I navigate Talkspirit? The navigation rail on the left gives you access to the areas available in your organisation, such as Structure, Goals, Projects, Meetings, Newsfeed, Chat, Library and Drive. **Cockpit** is your personal starting point. It brings together what needs your attention, your upcoming meetings and the information connected to your work. ![The Cockpit page. The navigation rail on the left lists the main areas of Talkspirit. The page shows a personal greeting, the date, the current meeting, items requiring attention and the day's meetings.](/images/getting-started/welcome/01-converged-navigation-cockpit.png) The areas you see may vary, depending on the modules your organisation has activated and on your permissions. ## How can I work with others in Talkspirit? Depending on the modules your organisation uses, you can: - **Communicate** through Newsfeed, Chat and Groups. - **Organise and track work** in Projects. - **Prepare and run structured meetings** in Meetings. - **Share files and knowledge** through Drive and Library. - **Manage events** in Calendar. - **Join video meetings** directly from Talkspirit. - **Use Talkspirit** from the web, and from the desktop and mobile apps. For a complete overview, see [Talkspirit at a glance](/en/getting-started/talkspirit-at-a-glance). ## How do I manage my notifications? You can adjust your notification preferences to control how Talkspirit keeps you informed. Depending on the module, you can manage email, desktop and other notification settings so that you receive the information that matters without unnecessary interruptions. See [Configuring my notification settings](/en/getting-started/how-to-configure-my-notification-settings). ## Where can I get help? You will find step-by-step instructions and reference articles throughout this Help Centre. If you need more assistance, contact the Talkspirit team directly from **Help and more** within the platform. See [Help and support in Talkspirit](/en/getting-started/help-and-support). ## Next steps - [What is Talkspirit?](/en/getting-started/what-is-talkspirit) - [Talkspirit at a glance](/en/getting-started/talkspirit-at-a-glance) - [Member start guide for Talkspirit](/en/getting-started/start-guide-for-members) - [Administrator start guide for Talkspirit](/en/getting-started/start-guide-for-admins) - [Platform glossary](/en/getting-started/talkspirit-glossary) --- ## What is Talkspirit? URL: https://support.talkspirit.com/en/getting-started/what-is-talkspirit Category: Getting Started · Section: First steps · Type: Reference Talkspirit is the European operating system for organisational clarity, designed for the AI era. It makes how your organisation is structured explicit, and connects that structure to how work happens and how information flows. You reach each area from the navigation rail on the left of every screen. ![The Cockpit page for Alpine Tech, with the navigation rail on the left listing Cockpit, Structure, Goals, Projects, Meetings and Members, alongside the day's meetings and items that require attention.](/images/getting-started/what-is-talkspirit/navigation-rail.png) > **Coming from Holaspirit?** Your circles, roles, meetings and goals are all here, in Talkspirit. Governance is part of Structure rather than a separate product. ## How does Talkspirit fit together? Talkspirit brings together three interconnected dimensions, with Structure as the foundation the other two rely on. Together, they connect your organisation from strategy to execution. ### Structure Structure is the foundation: it makes your organisation explicit, and the other two dimensions rely on it. - **Structure** shows your organisation as a live chart of teams and circles and roles, each with its own purpose and accountabilities. See the [Governance glossary](/en/getting-started/governance-glossary) for these terms. - **Goals** sets objectives and key results and links them to the teams and roles responsible for them. - **Meetings** runs structured tactical and governance meetings with shared agendas. ### Collaboration Collaboration connects day-to-day work to that structure. - **Projects** plans and tracks work on Kanban boards, timelines and task lists. - **Drive** stores and shares files, and **Library** provides a shared space for collaborative pages and organisational knowledge. - **Calendar** brings together events, meetings and shared calendars. ### Communication Communication gets the right information to the right people. - **Newsfeed** keeps people informed through company-wide and group posts, updates and announcements. - **Chat** supports direct conversations between people and within rooms. - **Groups** provide dedicated spaces for people to communicate and collaborate around a topic, including with invited customers and partners. - **Home** brings together the information your organisation publishes for everyone, such as announcements, resources and useful links. - Video meetings can be started directly from a room or calendar event. **Cockpit** is your personal starting point across all three dimensions, **Members** helps you find people across the organisation, and **Apps** is where available integrations are managed. For the full map, see [Talkspirit at a glance](/en/getting-started/talkspirit-at-a-glance). ## What does the AI era mean here? Talkspirit is designed for the AI era because its assistant does not start from a blank page. **Spark**, the Talkspirit AI assistant, works inside the organisational context the platform makes explicit: the teams and circles, roles, accountabilities, goals and meetings you have mapped. It can answer questions about how your organisation is structured and help you act in it, from creating a circle or a task to defining a goal or reporting a tension. See [Using the Spark assistant](/en/getting-started/using-the-spark-assistant). ## Where should I start? Your starting point depends on your responsibilities. | Your responsibilities | Where to start | What you set up | |------|----------------|-----------------| | An administrator | [Administrator start guide for Talkspirit](/en/getting-started/start-guide-for-admins) | Your environment, members and structure | | A member | [Member start guide for Talkspirit](/en/getting-started/start-guide-for-members) | Your profile, navigation, working with your team | | Responsible for organisational structure or governance | [Circles in Talkspirit](/en/structure-governance/circle-overview) | Teams and circles, roles, governance meetings | ## How does Talkspirit work with your existing tools? Talkspirit can connect with services your organisation already uses. - **Identity management**: SAML and SCIM support single sign-on and automatic member provisioning from your identity provider. - **Calendars**: two-way synchronisation with Google Calendar and an iCal (ICS) feed let you connect Talkspirit meetings with external calendars, including Outlook. See [Synchronising meetings with an external calendar](/en/structure-governance/allow-external-calendar-synchronization). - **Cloud storage**: attach files from Google Drive, OneDrive, Dropbox or Box without uploading another copy. See [Enabling a cloud file picker](/en/integrations/enable-a-cloud-file-picker). - **Partner API**: the REST API lets authorised teams connect Talkspirit with internal systems using API keys created by an administrator. See [Manage API keys as an administrator](/en/integrations/manage-api-tokens-as-an-admin). ## Next steps - [Talkspirit at a glance](/en/getting-started/talkspirit-at-a-glance) - [Member start guide for Talkspirit](/en/getting-started/start-guide-for-members) - [Talkspirit use cases](/en/getting-started/talkspirit-use-cases) - [Platform glossary](/en/getting-started/talkspirit-glossary) --- ## Talkspirit at a glance URL: https://support.talkspirit.com/en/getting-started/talkspirit-at-a-glance Category: Getting Started · Section: First steps · Type: Reference Talkspirit brings your organisation's Structure, Collaboration and Communication into one shared environment. **Structure** makes roles, responsibilities, teams and goals explicit. **Collaboration** connects day-to-day work to that structure. **Communication** helps the right information reach the right people. You can access the different areas of Talkspirit from the navigation rail on the left of every screen. ## Structure **Structure** shows how your organisation works: its teams and circles, roles, accountabilities and governance. See [Governance in the Structure module](/en/structure-governance/governance-overview). **Goals** connects objectives and key results across the organisation so teams can understand priorities and follow progress. See [The Goals module](/en/goals-analytics/goals-overview). **Meetings** helps teams prepare, run and document structured meetings, from shared agendas through to decisions and reports. See [Meetings Overview](/en/structure-governance/meetings-overview). ## Collaboration **Projects** helps teams organise and track work through boards, timelines, tasks and shared responsibilities. See [The Projects module](/en/collaboration/the-projects-app). **Calendar** brings together your events, meetings and shared calendars. See [View, customise and synchronise your calendar](/en/collaboration/talkspirit-calendars-feature). **Drive** stores, organises and shares files across shared spaces. See [Talkspirit Drive](/en/collaboration/talkspirit-drive). **Library** gives your organisation a shared space for collaborative pages, documentation and knowledge. See [Using the Library](/en/collaboration/the-library). ## Communication **Newsfeed** keeps you informed through posts, updates and announcements relevant to your work. See [Using the Newsfeed](/en/communication/using-the-newsfeed). **Chat** lets you exchange direct messages and hold conversations in rooms. See [Using Chat](/en/communication/chatting-with-users). **Groups** create dedicated spaces for people to communicate and collaborate around a topic, including with invited customers or partners where appropriate. See [Understanding Groups](/en/communication/groups). **Home** brings together important information published by your organisation, including announcements, resources and useful links. ## Across the platform **Cockpit** is your personal starting point. It brings together the items that need your attention, upcoming meetings, and the teams, roles and goals connected to your work. **Members** helps you find people across the organisation and understand the information associated with their profiles. See [Navigating a member's profile](/en/collaboration/how-to-navigate-members-profile). **Spark**, the Talkspirit AI assistant, works across all three dimensions, inside the organisational context they make explicit. See [Using the Spark assistant](/en/getting-started/using-the-spark-assistant). **Apps** is where administrators and members can access and manage available integrations. > **A note on the interface.** Some areas already use the redesigned Talkspirit interface, while others continue to open in the classic interface as the platform progressively moves to the new design. Their functionality remains available throughout this transition. ## Next steps - [What is Talkspirit?](/en/getting-started/what-is-talkspirit) - [Member start guide for Talkspirit](/en/getting-started/start-guide-for-members) - [Admin start guide for Talkspirit](/en/getting-started/start-guide-for-admins) --- ## Talkspirit use cases URL: https://support.talkspirit.com/en/getting-started/talkspirit-use-cases Category: Getting Started · Section: First steps · Type: Reference Talkspirit connects the way your organisation is structured with the way work gets done and information flows. Depending on your organisation and your responsibilities, the outcome you are after may be organisational clarity, a smoother transformation, better coordination of work, effective meetings, shared knowledge, clear internal communication or a thriving community. These use cases draw on different parts of Talkspirit while remaining connected to the same organisational structure. For an overview of the platform, see [What is Talkspirit?](/en/getting-started/what-is-talkspirit). ## How do I use Talkspirit for organisational clarity and transformation? Talkspirit helps make your organisation explicit: how teams are organised, who is responsible for what, who can make which decisions and how responsibilities connect. That clarity is also what lets an organisation change: distribute authority, adopt a new operating model and evolve its governance step by step, without losing sight of who does what. In **Structure**, you can map your organisation through teams and circles, roles, purposes and accountabilities. Roles make responsibilities explicit, while governance processes allow the organisation to evolve its structure over time. **Goals** connects objectives and key results to the organisation, helping people understand how their responsibilities contribute to shared priorities. Use this when you need to clarify responsibilities, distribute authority or make an evolving organisational model visible to everyone. ![The Explore organisation view for Alpine Tech, showing the organisation as nested circles, Operations, Finance & People, Product Development, Customer Success and Marketing, each holding its roles.](/images/getting-started/talkspirit-use-cases/01-structure-chart.png) ## How do I use Talkspirit to steer projects and tasks? Talkspirit connects project work with the people and responsibilities behind it. In **Projects**, teams can organise work into tasks, assign responsibilities and follow progress using boards and timelines. **Groups**, **Chat**, **Drive** and **Calendar** provide the conversations, documents and coordination surrounding that work. This means the project does not sit in isolation: the work can remain connected to the teams and people responsible for delivering it. ![The Customer Onboarding Revamp project board, with tasks grouped into Future, Waiting, Current and Done sections and each card showing its assignee, label, priority and dates.](/images/getting-started/talkspirit-use-cases/02-project-board.png) ## How do I use Talkspirit to run meetings? **Meetings** helps teams prepare, run and document structured meetings. Participants can prepare a shared agenda, work through topics together and keep a record of decisions and outcomes. Tactical and governance meeting formats can support recurring operating rhythms as well as changes to roles and responsibilities. Use Meetings when decisions and follow-up need to remain clear beyond the meeting itself. ![A weekly tactical meeting for the Product Development circle at the Check-in step, with the five-step flow across the top, the agenda items below and the participants panel on the right.](/images/getting-started/talkspirit-use-cases/03-tactical-meeting.png) ## How do I use Talkspirit for knowledge and document management? Talkspirit gives teams shared spaces to organise information and keep knowledge accessible. **Drive** stores and shares files. **Library** provides a space for collaborative pages and documentation. **Groups** can bring related conversations, documents and resources together around a team, project or topic. This helps keep organisational knowledge connected to the work and people it belongs to. ## How do I use Talkspirit for internal communication? Talkspirit helps organisations get relevant information to the right people. **Newsfeed**, **Home** and **Groups** can be used to publish company news, team updates and announcements, while **Chat** supports direct and real-time conversations. You can also use polls and other interactive formats to gather feedback and invite participation. Rather than separating communication from the rest of the organisation, Talkspirit connects it with the teams, work and context behind it. ## How do I use Talkspirit for communities? Talkspirit can bring internal or external communities together around shared interests, expertise or activities. **Groups** provide dedicated spaces for conversations and content. **Members** helps people find one another through their profiles, while posts, polls, galleries and video meetings create opportunities to exchange and participate. External guests, such as customers or partners, can also be invited to appropriate spaces when needed. ![The Members directory in card view, each card showing a member’s name, job title, city and number of roles.](/images/getting-started/talkspirit-use-cases/06-members-directory.png) ## Next steps - [What is Talkspirit?](/en/getting-started/what-is-talkspirit) - [Talkspirit at a glance](/en/getting-started/talkspirit-at-a-glance) - [Member start guide for Talkspirit](/en/getting-started/start-guide-for-members) - [Admin start guide for Talkspirit](/en/getting-started/start-guide-for-admins) --- ## Using secondary navigation in Talkspirit URL: https://support.talkspirit.com/en/getting-started/how-to-use-secondary-navigation Category: Getting Started · Section: Navigation basics · Type: Reference ## Using secondary navigation in Talkspirit Talkspirit has two navigation layers, both on the left of the screen. The narrow **navigation rail** carries one icon per app: click an icon to open that app. Beside it, the **app panel** lists everything inside the app you are currently in: its views, its sections, and the items assigned to you. The rail stays the same wherever you go; the panel changes with the app. Watch the [video overview](https://www.loom.com/share/80fc23dc78694426a90ab1ee9c1c7fe5) to see how the navigation works. ![The Structure module with both navigation layers outlined: the narrow icon rail on the far left labelled "Navigation rail", and the wider docked panel beside it labelled "App panel".](/images/getting-started/how-to-use-secondary-navigation/01-two-navigation-layers.png) ## How do I move between apps? Click an app's icon in the navigation rail. The rail is always in the same order: Home, Cockpit, Structure, Goals, Projects, Meetings, Newsfeed, Chat, Calendar, Library, Drive, Groups. You only see the apps your organisation uses and you have access to. ## How do I dock or hide the app panel? Use the pin control in the app panel to dock the panel in place or let it float. While the panel is floating, hover over the navigation rail to peek at it without docking it again. ![The Projects module with the panel docked. The pin control in the panel header is outlined and labelled "Unpin menu".](/images/getting-started/how-to-use-secondary-navigation/02a-panel-docked.png) ![The same page after unpinning: the panel is gone and the project cards fill the full width of the window.](/images/getting-started/how-to-use-secondary-navigation/02b-panel-unpinned.png) ## What is in the Structure module panel? The **Structure** app brings together the former Governance, Proposals, and Publications apps in one space. Its panel lists Explore organisation, Circles & roles directory, Proposals, Working agreements and Timetravel, with your own circles and roles below. Those appear automatically from your assignments, and **Starred** marks the ones you want at the top. Tensions also live in Structure, alongside the bell in the top bar. **Note:** administrators can rename core terms for the whole organisation, so "Working agreements", "Proposals" and "Tensions" may read differently in your organisation. ![The Structure module panel, listing Explore organisation, Circles & roles directory, Proposals, Working agreements and Timetravel under "My organisation", with two circles under "My circles & roles".](/images/getting-started/how-to-use-secondary-navigation/03-structure-app-panel.png) ## What is in the Goals module panel? **Goals** is its own app with its own icon in the rail, the app that legacy holaspirit called OKRs. Its panel lists All Goals and My goals. A third section, **KRs to update**, appears only when you have key results waiting for an update, so an empty list is not a fault. ![The Goals module panel, showing All Goals with a count and a "My goals" section listing a goal assigned to the signed-in member.](/images/getting-started/how-to-use-secondary-navigation/04-goals-app-panel.png) ## What is in the Projects module panel? The **Projects** app panel lists **All projects** with a count and **My tasks**, then your own boards under **My projects**. ![The Projects module panel, listing All projects with a count and My tasks, with boards under "My projects".](/images/getting-started/how-to-use-secondary-navigation/05-projects-app-panel.png) ## What is in the Meetings module panel? The **Meetings** app merges the former Meetings and Inbox apps. Its panel lists Meetings, Reports and Agenda items. ![The Meetings module panel, listing exactly three entries: Meetings, Reports and Agenda items.](/images/getting-started/how-to-use-secondary-navigation/06-meetings-app-panel.png) ## What does the navigation look like on a small screen? On a small screen the navigation rail moves to a bar along the bottom of the screen, and the app panel opens over the content instead of beside it. ## What's Next? - [Where are my tensions and how do I process them?](/structure-governance/tensions-overview) - [The Projects module](/collaboration/the-projects-app) - [Using the search in Talkspirit](/getting-started/how-to-use-the-search) --- ## Member start guide for Talkspirit URL: https://support.talkspirit.com/en/getting-started/start-guide-for-members Category: Getting Started · Section: First steps · Type: Tutorial This guide helps you take your first steps as a member of Talkspirit. It shows you how to sign in, set up your account, and find your way around the apps your organisation has enabled. Every app is reached from the navigation rail on the left. ## What is Talkspirit? Talkspirit makes how your organisation is structured explicit, and connects that structure to how work happens and how information flows. **Structure** is the foundation: it maps your organisation as circles and roles, and the other apps build on it, from goals and meetings to news and files. Each area is an **app** in the navigation rail on the left. Which apps you see depends on what your organisation has enabled and on your permissions: - **Home**: your organisation's landing page, with its latest updates. - **Cockpit**: your personal dashboard for the tasks, meetings, goals and governance items you follow across every app. - **Structure**: your organisation mapped as circles and roles, with the governance process that runs inside it. - **Goals**: your organisation's objectives and key results, linked to circles, roles and projects. - **Projects**: boards for organising and tracking work. - **Meetings**: structured meetings with agendas, reports and action items. - **Calendar**: a shared calendar of meetings and events. - **Newsfeed**: posts published to the groups you belong to. - **Chat**: real-time messaging with one or more colleagues. - **Drive**: shared file storage, with document collaboration built in. - **Groups**: the spaces posts are published to. - **Members**: your organisation's people directory. - **Apps**: the catalogue of connected apps. ## Signing in and setting up your account ### Sign in Go to your organisation's Talkspirit address and enter your **email** and **password**, then select **Sign in**. If your organisation uses single sign-on (SSO), select your provider (for example **Sign in with Google**, **Sign in with Microsoft** or **Sign in with LinkedIn**) instead. ### Complete your profile Other members can view your profile, so filling it in helps colleagues understand who you are and what you do. 1. Open your profile menu and select **My Account**. 2. On **My Account**, set your **First name**, **Last name** and profile picture. 3. Open **Information** to add your **Bio**, **Position**, **Company**, **Skills** and contact details. ![The My Account page in the converged account area, showing the avatar with its camera button, the required First name and Last name fields filled with Elena Ruiz, and the My cover section below.](/images/getting-started/start-guide-for-members/02-my-account.png) ### Choose your language and notifications - **Language**: open **My Account → General** and pick your language under **Language preference**. You can also set your **Timezone** here. - **Notifications**: open **My Account → Notifications**. Turn email and desktop notifications on or off under **Global Settings**, then fine-tune events per app under the **Structure**, **Goals**, **Projects** and **Meetings** tabs. You are never notified about actions you perform yourself. ## Structure, Goals and Meetings ### Structure: circles, roles and proposals The **Structure** app maps how your organisation works and who is responsible for what. Your organisation is described as nested **circles** (units of the organisation) and **roles** (named pieces of work) rather than a classic org chart. Each circle and role carries four core fields: **Purpose**, **Domains**, **Accountabilities** and **Policies**. You have been assigned to one or more roles. To find yours, open **Structure**, then open a circle or role to see its members, or open a member from the **Members** app to see the roles they hold. When a role or circle needs to change, that change is made through a **proposal**, and a **tension** is the raw note of a gap someone senses between how things are and how they could be. ![The Explore organisation view for Alpine Tech in the Circles & roles view, showing the organisation as nested circles: Operations, Finance & People, Product Development with its Platform and Mobile App sub-circles, Customer Success and Marketing, each holding its roles.](/images/getting-started/start-guide-for-members/03-structure-chart.png) ### Goals and Meetings - **Goals** tracks your organisation's objectives as goals with **Key Results**, which can be linked to projects and tasks. Open **Goals** and use **My goals** to see what has been assigned to you. - **Meetings** hosts structured meetings whose agendas are fed by tensions, projects and goals, with reports and action items. Open **Meetings** to see the meetings your circles hold. ### Members The **Members** app is your organisation's people directory. Browse it as **Cards**, a **List** or a **Hierarchy**, filter by member, guest or administrator, and open anyone to view their profile, roles and the goals they contribute to. ## Newsfeed, Chat, Drive and Groups - **Newsfeed** gathers the posts published to the groups you belong to. In a group, select the post composer to publish a **text** post (optionally with a gallery, **Poll**, **Checklist** or attachment), an **Event** or a video. Mention colleagues to notify them, assign a colleague when you need them to act, or send a **Private message** so only your chosen recipients see it. - **Chat** is for real-time messaging. Select **New** to choose one or more recipients and start a conversation, and add people to a **Room** at any time. - **Drive** is your shared file storage. Create text documents, spreadsheets and presentations, or upload existing files to share with your group. - **Groups** are the spaces posts are published to. Open the group directory to **Join** an open group, **Request access** to a closed group, or join a secret group by invitation. If your organisation allows it, use **Create a group** to start your own. To find people, open the **Members** directory; to connect other tools, open **Apps**. ### Everyday shortcuts - **Read and unread**: turn on unread mode to focus on messages you have not seen yet and add an **Unread** tab to your Newsfeed. - **Edit after sending**: double-click a message or a published post to edit it. - **Translation**: when translation is enabled, a translate control appears on content that is not in your language. - **Status**: set a status (for example **In a meeting**) to show your availability. This is separate from **Do not disturb** mode. - **Video room**: share your personal video room from **My Account → General → Public video meeting link**. - **Desktop app**: install the Talkspirit desktop app to open your organisation without a browser. ## Next steps - [Signing in to Talkspirit](/en/getting-started/signing-in-to-talkspirit) - [Editing my own profile information](/en/getting-started/editing-your-profile-informations) - [Configuring my notification settings](/en/getting-started/how-to-configure-my-notification-settings) - [Admin start guide for Talkspirit](/en/getting-started/start-guide-for-admins) --- ## Signing in to Talkspirit URL: https://support.talkspirit.com/en/getting-started/signing-in-to-talkspirit Category: Getting Started · Section: Account & profile · Type: Tutorial You sign in to Talkspirit at your organisation's platform URL, for example `yourteam.talkspirit.com`. You can authenticate with an email address and password, with a unique identifier, or with a single sign-on provider your administrator has enabled. If you have forgotten your password, you reset it from the sign-in page. ## How do I sign in with an email address or identifier? 1. Go to your organisation's platform URL in your browser. 2. Select **Sign in**. 3. Enter your email address or unique identifier, then your password. Email and password sign-in is available when your administrator has enabled it as a sign-in method. Unique identifier sign-in is available when your administrator has enabled it and given you an identifier to use instead of an email address. ## How do I reset my password? If you have forgotten your password, select the password reset link on the sign-in page and enter your email address. A link to set a new password is sent to that address. ## How do I sign in with single sign-on (SSO)? If your administrator has enabled single sign-on, you can sign in with one of these providers instead of a password: - Google - Microsoft (Azure AD) - LinkedIn - SAML - OpenID Connect Select the provider on the sign-in page and enter your credentials for that provider. Once you are authenticated, you are returned to Talkspirit. ## Next steps - [Joining Talkspirit](/en/getting-started/join-talkspirit) - [Changing or resetting my password](/en/getting-started/changing-your-password) - [Signing in with the Talkspirit mobile app](/en/getting-started/sign-in-with-talkspirit-mobile-app) --- ## Administrator start guide for Talkspirit URL: https://support.talkspirit.com/en/getting-started/start-guide-for-admins Category: Getting Started · Section: First steps · Type: Tutorial · Tags: admin As an administrator you set up Talkspirit from **Administration**, in eight passes: make the workspace yours, choose the modules your organisation uses, secure how people sign in, bring people in, map the organisation into circles and roles, set what new members see on their first visit, connect your other tools, then keep an eye on the result. This guide lists every step in that order. Each one tells you which screen to open and points to the article that details it, so you can work straight through or dip into a single step. ## Before you begin You need administrator rights. It helps to have ready: - Your organisation's name, logo and brand colour - A rough list of your teams or areas of responsibility - The email addresses of the first people you want to invite - Your identity provider details, if you plan to use single sign-on - Your terms of use, legal information and the name of your data protection officer, if you publish them **How to read the paths in this guide.** Your workspace has its own address, in the form `https://yourorganisation.talkspirit.com`. Administration sits under `/app/admin` on that address, so where a step says `/app/admin/organization`, open `https://yourorganisation.talkspirit.com/app/admin/organization`. Substitute your own workspace address for `yourorganisation.talkspirit.com`. ## How Administration is laid out Administration opens on **Overview**, with **AI assistant** and **Public pages** alongside it, then four groups of screens: | Group | Screens | |---|---| | **Settings** | Organisation, Onboarding, Legal, Terminology, Integrations, Tools | | **People** | Users, Groups, Invitations | | **Security** | Authentication, Security policies, API | | **Modules** | Cockpit, Homepage, Structure, Goals, Newsfeed, Chat, Projects, Meetings, Calendar, Drive, Library | Two entries are conditional. **Groups** appears under People only when the Newsfeed module is enabled, since groups are where posts live. **Public pages** appears only when the Structure module is enabled. For a tour of Administration itself, see [Talkspirit Administration overview](/en/administration-security/talkspirits-administration). ## 1. Make the workspace yours 1. **Name and brand the organisation.** Open **Settings → Organisation** (`/app/admin/organization`), which holds the general settings, branding and domain configuration. Here you set the organisation name, the brand colour, the login background picture and the notification emails. See [Changing the name of my organisation](/en/administration-security/how-to-change-the-name-of-my-organization), [Customising my organisation's workspace](/en/administration-security/how-to-customise-my-organisations-workspace) and [Change your organisation's brand colour](/en/administration-security/change-your-brand-colour). 2. **Choose your vocabulary.** Open **Settings → Terminology** (`/app/admin/terminology`) to rename the governance terms your organisation does not use. Circle, Role, Purpose, Domains and Accountabilities are the defaults, and each can be renamed for every language your workspace speaks. See [Customise your organisation's terminology](/en/administration-security/customise-terminology). 3. **Publish your legal information.** Open **Settings → Legal** (`/app/admin/legal`) to fill in your terms of service, your legal information and your data protection officer. ## 2. Choose the modules your organisation uses Each module has its own settings screen under **Modules**, at `/app/admin/modules/`: Cockpit, Homepage, Structure, Goals, Newsfeed, Chat, Projects, Meetings, Calendar, Drive and Library. Turning a module off removes it from everyone's navigation, so decide this before you invite people. - Enabling and disabling modules: [Enabling or disabling apps for my organisation](/en/administration-security/enable-and-disable-apps-for-your-organisation) - Homepage: [Activating the Homepage](/en/administration-security/activating-the-homepage), then [Managing and publishing the Homepage](/en/administration-security/managing-and-publishing-the-homepage) - Newsfeed: [Activating or deactivating the Newsfeed module](/en/administration-security/activatingdeactivating-the-newsfeed-module) - Add-ons that change how Structure behaves: [Holacracy add-on overview](/en/structure-governance/holacracy-add-on-overview), [Time Spent in Roles Add-on Overview](/en/structure-governance/time-spent-in-roles-add-on-overview) and [Enable the Translation add-on](/en/administration-security/how-to-enable-translation-add-on) **Settings → Tools** (`/app/admin/tools`) carries the capabilities that extend Talkspirit rather than belonging to one module: see [Ensuring videoconferencing is available for members](/en/administration-security/how-to-ensure-the-availability-of-the-videoconference) and [Configuring the organisation apps directory](/en/administration-security/configure-an-organization-apps-directory). ## 3. Secure how people sign in 1. **Set up sign-in.** Open **Security → Authentication** (`/app/admin/authentication`) for single sign-on and attribute mappings. See [Configuring SAML Authentication](/en/administration-security/saml-authentication), [Configuring Google Authentication](/en/administration-security/how-to-configure-google-authentication) and [Setting up Okta SSO in Talkspirit](/en/administration-security/set-up-okta-sso). 2. **Automate accounts, if your identity provider can.** The same screen carries SCIM provisioning, which creates and deactivates accounts from your directory instead of by hand. See [Automated user provisioning and de-provisioning (SCIM 2.0)](/en/administration-security/automated-user-provisioning-and-de-provisioning-scim-20). 3. **Set your security policies.** Open **Security → Security policies** (`/app/admin/security`) to configure the password policy, two-factor authentication and file uploads. See [Password Security Policy](/en/administration-security/password-security-policy). ## 4. Bring people in 1. **Invite your first members.** Open **People → Invitations** (`/app/admin/invitations`), then **Invite**, and add people as members or guests. You can paste several email addresses at once. See [Inviting new users, members, or guests](/en/administration-security/inviting-new-users-members-or-guests), [Ways to add new members to your organisation](/en/administration-security/how-do-i-add-new-members-to-my-organization) and [Managing email invitations for new members](/en/administration-security/manage-email-invitations-for-new-members). For people who have no work email address, see [Adding users without an email address](/en/administration-security/users-without-email). 2. **Grant administrator rights.** Open **People → Users** (`/app/admin/users`), open a row's menu and select **Set as Administrator**. See [User Roles and Permissions](/en/administration-security/user-roles) and [User administrator permissions](/en/administration-security/the-user-administrator). 3. **Manage the accounts you now have.** The same screen edits, suspends, restores and anonymises members (there is no delete action; the strongest removal keeps the record and strips its personal data): [Managing users](/en/administration-security/managing-users), [Editing, suspending, restoring or removing a member](/en/administration-security/how-to-edit-suspend-restore-or-delete-a-member-from-my-organization) and, for changes at scale, [Managing members in bulk](/en/administration-security/how-to-manage-members-in-bulk). 4. **Decide what members and guests may do for themselves.** See [Sign-up settings for members and guests](/en/administration-security/members-and-guests-settings) and [Guest users](/en/administration-security/guest-users). 5. **Set up groups, if you use the Newsfeed.** Open **People → Groups** (`/app/admin/groups`). See [Manage all groups as an administrator](/en/administration-security/managing-groups) and [Configuring default, source, and locked groups](/en/administration-security/configuring-default-source-and-locked-groups). 6. **Add the profile fields you need.** See [Managing profile fields for members](/en/administration-security/manage-custom-fields-for-members) and, if you want reporting lines shown, [Set up the member hierarchy](/en/administration-security/how-to-manage-members-hierarchy-view). ## 5. Map your organisation into circles and roles This step happens in **Structure**, in the main navigation, not in Administration. A **circle** is a team or area of responsibility. A **role** is a named set of accountabilities held by one or more members. Together they map who does what and who decides what. ![The Explore organisation view for Alpine Tech in the Circles & roles view, showing the organisation as nested circles: Operations, Finance & People, Product Development with its Platform and Mobile App sub-circles, Customer Success and Marketing, each holding its roles.](/images/getting-started/start-guide-for-admins/01-structure-chart.png) 1. **Start from the top.** [Editing the top-level circle](/en/structure-governance/edit-the-top-level-circle) gives your organisation its purpose and its name on the chart. 2. **Create roles and circles.** See [Adding a role or a circle](/en/structure-governance/how-to-add-a-role-or-a-circle), and give each role a clear purpose, its domains and its accountabilities: [Editing governance fields on a role or a circle](/en/structure-governance/how-to-edit-core-and-custom-governance-fields-for-roles-and-circles). 3. **Reuse definitions instead of retyping them.** See [Creating and managing role templates](/en/structure-governance/role-templates-overview) and [Role Template Starter Definitions](/en/structure-governance/role-templates-library). 4. **Put people in roles.** See [Assigning or removing a member from a role](/en/structure-governance/how-to-assign-or-remove-a-member-from-a-role). A member can hold several roles, and a role can have several assignees. 5. **Set the organisation-wide defaults.** See [Configuring circle settings for my organisation](/en/structure-governance/how-to-configure-circle-settings-for-my-organization), [Managing chart settings in Talkspirit](/en/structure-governance/managing-chart-settings) and [Managing chart highlights as an administrator](/en/structure-governance/manage-highlights-as-an-admin). ## 6. Set what new members see first Open **Settings → Onboarding** (`/app/admin/onboarding`) to configure the landing page and the onboarding messages new users meet. See [Set the default landing page after sign-in](/en/administration-security/set-the-default-landing-page), then [Strategies to onboard your team](/en/administration-security/strategies-to-onboard-your-team) and [Introducing Talkspirit to my team](/en/getting-started/introduce-talkspirit-to-your-team-email-template) for the human half of the job. ## 7. Connect your other tools 1. **File pickers.** Open **Settings → Integrations** (`/app/admin/integrations`) to let members attach files straight from cloud storage. See [Enabling a cloud file picker](/en/integrations/enable-a-cloud-file-picker) and [Setting up OneDrive in Microsoft Entra ID](/en/integrations/set-up-onedrive-in-microsoft-entra). 2. **The Partner API.** Open **Security → API** (`/app/admin/api-keys`) to create and manage API keys for partner integrations. The Partner API is enabled per organisation, so the screen tells you if it is not enabled for yours. See [Manage API keys as an administrator](/en/integrations/manage-api-tokens-as-an-admin) and [The Talkspirit Partner API](/en/integrations/partner-api). 3. **AI assistants.** Open **AI assistant** (`/app/admin/assistant`). See [Enabling Spark for my organisation](/en/administration-security/how-to-enable-spark-for-your-organisation), [Enabling the Knowledge Base for Spark](/en/administration-security/enabling-the-knowledge-base-for-spark) and [How Spark processes your organisation's data](/en/administration-security/how-ai-processes-your-data). To connect an outside assistant such as Claude, see [Connecting Claude and other AI assistants to Talkspirit](/en/integrations/connect-claude-and-other-ai-assistants). 4. **Public pages.** Open **Public pages** (`/app/admin/public-pages`) to publish parts of your organisation to people without an account. See [Public pages](/en/administration-security/public-pages). ## 8. Keep an eye on it **Overview** (`/app/admin/overview`) shows your key metrics and activity at a glance, and **Billing** opens your subscription portal in a new tab. ## Next steps - [Member start guide for Talkspirit](/en/getting-started/start-guide-for-members) - [Talkspirit Administration overview](/en/administration-security/talkspirits-administration) - [Organisation chart](/en/getting-started/organization-chart) - [What is Talkspirit?](/en/getting-started/what-is-talkspirit) --- ## Cockpit overview URL: https://support.talkspirit.com/en/getting-started/cockpit Category: Getting Started · Section: First steps · Type: Reference The Cockpit is your personal home page in Talkspirit. It pulls together, in one place, the items that need your attention, your meetings for the day, and the circles and roles you hold across the suite. Every member has a Cockpit, and you reach it any time from the flame icon at the top of the navigation rail. ## What the Cockpit shows The Cockpit is a single scrolling page built from a personal greeting and four panels. Each panel draws live from one of the apps, so you only see the panels and tabs for the apps you can open. - **The greeting** opens the page with a personal message that changes with the time of day (morning, afternoon or evening), today's date, and a shortcut to your next meeting. - **Requires attention** collects the items that need action across your apps: tasks, goals and tensions, interleaved and ordered by urgency. Tabs filter the queue by **All**, **Tasks**, **Goals** and **Tensions**. A search box narrows the list by title, and priority pills at the top of the panel filter it to **High priority** or **Medium priority** items. - **Meetings** lists your meetings for today and the rest of the week, with a count of how many fall today and this week. This panel appears when you have access to the Meetings module. - **My circles and roles** counts the circles and roles you hold and devotes a card to each circle, listing your roles there. **Explore the structure** on the card opens the organisation chart. - **Recent updates** shows your latest governance notifications and meeting reports. Your organisation can rename circles, roles and tensions, so these panels and tabs may carry different labels in your workspace. ## Move around from the Cockpit Every item on the Cockpit is a shortcut into the app it belongs to. Select a task and it opens in the task panel. Select a goal or a tension and its detail opens over the page. Select a meeting, or the next-meeting shortcut in the greeting, and the meeting opens as a full page. To switch apps entirely, use the navigation rail down the left of every screen. ## Who sees the Cockpit The Cockpit is your personal home page in Talkspirit, always available in the navigation rail. An administrator sets which page members land on first at sign-in from **Administration → Onboarding**, and the Cockpit is one of the options; that setting changes only where members land first, not whether the Cockpit exists. What each person sees inside the Cockpit follows their own access: the tabs and panels adapt to the apps they can open. ![The Cockpit page for Alpine Tech: the personal greeting with the date, the Requires attention panel with its All, Tasks, Goals and Tensions tabs, the Meetings panel, and the My circles and roles card, with the navigation rail on the left](/images/getting-started/cockpit/01-cockpit-overview.png) ![The Requires attention panel on its own, All tab selected, with the tab row, the search control and each item carrying its date and a High or Medium priority pill](/images/getting-started/cockpit/02-requires-attention-panel.png) ## Next steps - [Talkspirit at a glance](/en/getting-started/talkspirit-at-a-glance) - [Member start guide for Talkspirit](/en/getting-started/start-guide-for-members) - [The Goals module](/en/goals-analytics/goals-overview) - [Governance in the Structure module](/en/structure-governance/governance-overview) --- ## Joining Talkspirit URL: https://support.talkspirit.com/en/getting-started/join-talkspirit Category: Getting Started · Section: First steps · Type: Tutorial You join Talkspirit in one of two ways: by accepting an email invitation from your organisation, or, when self-registration is enabled, by registering yourself. In both cases you set your name and password on a secure Talkspirit sign-in page, then sign in at your organisation's Talkspirit address. Self-registration and identifier-based accounts are set up by an administrator. ## How do I join using an invitation? Your organisation sends you an email inviting you to join Talkspirit. Open it and select the invitation link. On the account-setup page, enter your first name, last name, and a password, then confirm the password. Accept the terms of use if you are prompted, and confirm to create your account. If the invitation email does not arrive, check your spam or junk folder. If you still cannot find it, contact your organisation's project manager or Talkspirit support. ## How do I join without an invitation? If your administrator has enabled self-registration, you create your own account from your organisation's Talkspirit sign-in page. You register with an email address, or, if you do not have one, you sign in with an identifier your administrator gives you. ### Register with an email address 1. Go to your organisation's Talkspirit sign-in page and select the registration link. 2. Enter your email address, your first name and last name, and a password. 3. Confirm to create your account. If email verification is required, open the message sent to your inbox and follow the link to activate your account. ### Sign in with an identifier If you do not have an email address, your administrator creates your account and gives you an identifier and a password. Enter them on your organisation's Talkspirit sign-in page to sign in. The sign-in field accepts either an email address or an identifier. ## Joining on the mobile app Talkspirit has a mobile app for iOS and Android. You join from a mobile device the same way as on a computer: the invitation link and the registration page open in your mobile browser, where you set your name and password. Once your account exists, sign in through the Talkspirit mobile app. ## Next steps - [Signing in to Talkspirit](/en/getting-started/signing-in-to-talkspirit) - [Signing in with the Talkspirit mobile app](/en/getting-started/sign-in-with-talkspirit-mobile-app) - [Changing or resetting my password](/en/getting-started/changing-your-password) - [Editing my own profile information](/en/getting-started/editing-your-profile-informations) --- ## How do I get a Talkspirit platform? URL: https://support.talkspirit.com/en/getting-started/getting-a-talkspirit-platform Category: Getting Started · Section: First steps · Type: Quick Fix A Talkspirit platform is the workspace your organisation signs in to. If your organisation already uses Talkspirit, your platform already exists: sign in with the web address your organisation uses. To set up a new Talkspirit platform, contact your Talkspirit representative, who provisions it for your organisation. ## Who administers the platform? Every Talkspirit platform has at least one administrator. The administrator invites members, creates groups, sets permissions, and manages your subscription from the **Administration** menu. Members without administrator rights sign in and take part in the platform, but do not see the Administration menu. ## Next steps - [Signing in to Talkspirit](/en/getting-started/signing-in-to-talkspirit) - [Inviting new users, members, or guests](/en/administration-security/inviting-new-users-members-or-guests) - [Manage all groups as an administrator](/en/administration-security/managing-groups) - [Configuring my notification settings](/en/getting-started/how-to-configure-my-notification-settings) --- ## Setting my status on Talkspirit URL: https://support.talkspirit.com/en/getting-started/set-your-status-on-talkspirit Category: Getting Started · Section: Notifications & status · Type: Tutorial ## Setting my status on Talkspirit Your status is an emoji with a short message that tells colleagues what you are doing or where you are: in a meeting, on vacation, working from home. You set it from your user menu in classic Talkspirit, and it stays until you change it or remove it. It is display only. Your status changes nothing about how notifications reach you, and it does not tell anyone whether you are connected. Every member can set one. No particular right is needed. ## Set your status 1. Open classic Talkspirit, for example by selecting **Newsfeed** or **Chat** in the navigation rail. 2. Select your avatar at the top right of the screen. 3. Select the first row of the menu. It reads **Online** while you have no status, and shows your current status once you have one. 4. Choose one of the five suggestions: **In a meeting**, **On the way**, **Sick leave**, **On vacation**, **Remote work**. ![The classic Talkspirit user menu with the status picker open, showing an emoji button, a What's your status field, and five suggested statuses: In a meeting, On the way, Sick leave, On vacation and Remote work](/images/getting-started/set-your-status-on-talkspirit/01-status-picker.png) To write your own instead, select the smiley button and pick an emoji, then type your text in the **What's your status?** field. A suggestion or an emoji is saved the moment you select it. Text you type yourself is saved when you click outside the field. There is no Save button, and no length limit on the text. **Choose an emoji, even for a custom status.** Colleagues only ever see the emoji, and your text appears as a tooltip when they point at it. A status made of text alone is saved and shown back to you in your own menu, but nobody else sees anything. ## Where your colleagues see it Once your status carries an emoji, it appears as a small badge beside your name, or on your avatar, in classic Talkspirit: - on your posts and comments in the newsfeed; - in chat conversations; - in the list of members that opens when you type an @ mention; - in the member directory and in the profile panel. The change reaches everyone straight away: other members see it without reloading the page. Your status does not appear in the new apps. Cockpit, Structure, Goals, Projects and Meetings show your name and your avatar without it. ## What your status does not do - **It is not a presence indicator.** The small green or grey dot on avatars in chat, in the member directory and in the profile panel is a separate, automatic signal: it shows whether that person is connected right now. Setting yourself to **On vacation** leaves your dot green for as long as you stay connected. - **It does not change your notifications.** Nothing is muted, delayed or redirected. To stop being interrupted, use Do Not Disturb. To change what you receive, use your notification settings. - **It never expires.** There is no timer and nothing clears it at the end of the day. **On vacation** stays until you remove it yourself. ## Change or remove your status 1. Select your avatar, then the first row of the menu, which now shows your status. 2. Choose another suggestion, edit the text, or select the emoji button to change the emoji. 3. To clear it, select the cross to the right of the text field. The menu row goes back to **Online**. ## What's Next? - [Enabling Do Not Disturb mode](/getting-started/enable-do-not-disturb-mode) - [Configuring my notification settings](/getting-started/how-to-configure-my-notification-settings) - [Notifications overview](/getting-started/notifications) --- ## Notifications overview URL: https://support.talkspirit.com/en/getting-started/notifications Category: Getting Started · Section: Notifications & status · Type: Reference · Tags: notifications ## Notifications overview Talkspirit uses two notification channels, **Desktop** and **Email**, and they are governed separately. Switching one off leaves the other running, which is why an event can reach your bell and never reach your inbox, or the reverse. **Desktop** covers everything that stays inside Talkspirit: the item in your notification bell, and a pop-up from your operating system if you have allowed notifications in your browser. **Email** covers the message sent to your mailbox. ## Where notifications appear The bell sits at the top right of every page. A red badge shows how many unread notifications you have, counting up to 9 and then showing "9+". Your browser tab title also carries the same count in front of the page name. Click the bell to open the panel. It shows one list, newest first, merging notifications from **Structure**, **Goals**, **Projects** and **Meetings**, and each item carries the icon of the app it came from. Use the double-check button to mark everything as read, or the three-dot menu beside it to jump straight to **Notification settings**. ![The Talkspirit notification bell open at the top right of the app, showing a merged list of recent notifications with a red unread badge on the bell icon](/images/getting-started/notifications/01-notification-bell-panel.png) ## Choosing what you receive Open the avatar menu at the top right, select **Profile & Preferences**, then **Notifications**. The page has one tab per app: **Structure**, **Goals**, **Projects** and **Meetings**. You only see the tabs for the apps you have access to, so a member without Meetings sees three tabs. Each tab works the same way. **Global Settings** carries two switches, **Enable email notifications** and **Enable desktop notifications**, and below them a table listing every event with its own **Email** and **Desktop** switch. The global switch wins: turn off **Enable email notifications** and every Email switch in that tab greys out. A few Project events are desktop only and show no Email switch at all. ![The Notifications page of a member's account, with tabs for Structure, Goals, Projects and Meetings, the two global switches, and a table of events with one Email switch and one Desktop switch per row](/images/getting-started/notifications/02-account-notification-preferences.png) These preferences are per app. There is no per-circle or per-group setting here, and you are never notified about an action you performed yourself. ## What your administrator can switch off Administrators have one organisation-wide control over email, at **Administration → Settings → Organisation**, in the **Notification emails** block: a single **Send notification emails** switch. Turned off, no notification email leaves the platform for anyone in the organisation, whatever each member has chosen in their own settings. That switch never touches the desktop channel. The bell keeps filling normally, so a member who reports "I stopped getting emails but the app still notifies me" is usually looking at this setting rather than their own. It also does not cover everything Talkspirit sends: password resets and the classic Talkspirit apps send their mail by a different route. > **Note:** Newsfeed, Chat, Calendar, Library, Drive and Groups still open in the classic Talkspirit app and keep their own notification settings there, separate from the four tabs above. ## Next steps - [Configuring my notification settings](/getting-started/how-to-configure-my-notification-settings) - [Enable do not disturb mode](/getting-started/enable-do-not-disturb-mode) - [Project notifications](/getting-started/projects-notifications) - [Setting up Drive notifications](/getting-started/drive-notifications) - [Receiving notifications for new activities on the platform](/communication/receive-notifications-for-new-activities-on-the-platform) --- ## Use the unread mode URL: https://support.talkspirit.com/en/getting-started/the-unread-mode Category: Getting Started · Section: Navigation basics · Type: Tutorial The unread mode adds an **Unread** tab to your Newsfeed so you can see the posts you have not yet read. When it is enabled, your Newsfeed shows two tabs, **All posts** and **Unread**, and new activities are marked as read by you rather than automatically. The **Unread** tab lists the posts you have not read, grouped by their group, so you can catch up group by group. ## How do I turn on the unread mode? 1. Open the user menu and select **Profile and preferences**. 2. Go to the **General** section. 3. Under the **Unread mode** setting, turn on **Enable unread mode**. Your Newsfeed now shows the **All posts** and **Unread** tabs. ## How do I mark posts as read? Open the **Unread** tab in your Newsfeed. Posts are grouped by their group, and a count next to each group name shows how many unread posts it holds. Your private posts appear under **Private posts**. To mark a whole group as read, select **Mark as read** next to its name. Those posts leave the **Unread** tab. To clear every group at once, select **Mark all as read** at the top of the Newsfeed. > **Note:** You cannot mark a single post as read on its own. Marking as read always applies to every post in the group at once. ## What are the benefits of the unread mode? The unread mode helps you track new posts without a notification for every activity. You decide when a group's posts count as read, so nothing is marked read until you have seen it. ## What's Next? - [Searching within the Talkspirit news feed](/en/getting-started/search-posts-files-and-messages) - [Notifications overview](/en/getting-started/notifications) - [Enabling Do Not Disturb mode](/en/getting-started/enable-do-not-disturb-mode) --- ## Enabling Do Not Disturb mode URL: https://support.talkspirit.com/en/getting-started/enable-do-not-disturb-mode Category: Getting Started · Section: Notifications & status · Type: Tutorial ## Enabling Do Not Disturb mode Do Not Disturb pauses the notifications that interrupt you in classic Talkspirit: browser notifications, the unread badge on the browser tab, and mobile push notifications. You switch it on from your user menu, for 30 minutes, for one hour, or until you resume it. Email notifications keep arriving, and so do the notifications from the Structure, Goals, Projects and Meetings apps. Every member can use it. No particular right is needed. ## Switch Do Not Disturb on 1. Open classic Talkspirit, for example by selecting **Newsfeed** or **Chat** in the navigation rail. 2. Select your avatar at the top right of the screen. 3. Select **Do not disturb**. 4. Under **Pause notifications...**, choose **For 30 minutes**, **For 1 hour**, or **Until resumed**. ![The classic Talkspirit user menu, with Do not disturb selected and its Pause notifications submenu offering For 30 minutes, For 1 hour and Until resumed](/images/getting-started/enable-do-not-disturb-mode/01-do-not-disturb-menu.png) The bell icon beside **Do not disturb** switches to a crossed-out bell, and the menu now tells you what time the pause ends. ## What Do Not Disturb silences While it is on, you no longer receive: - browser notifications for new chat messages, new newsfeed activity, and new notifications; - the unread badge on the browser tab icon, and the chat count in the tab title; - mobile push notifications on the Talkspirit mobile app. ## What it does not silence - **Email notifications.** They keep arriving exactly as before. To change those, use your notification settings. - **Your notification list.** Notifications are still recorded while you are paused, so nothing is lost. You simply are not interrupted, and you catch up when you come back. - **Structure, Goals, Projects and Meetings.** These apps have their own notification settings and Do Not Disturb does not reach them. Their notifications keep appearing in the notification bell, and as desktop notifications where you have enabled them. There is no timed pause for those four apps. You can only switch a whole app or a single event on or off, in **Account** > **Notifications**. Be careful there: switching **Enable desktop notifications** off for an app removes its notifications from the notification bell as well, not only from the pop-up on your screen. See [Configuring my notification settings](/getting-started/how-to-configure-my-notification-settings). ## Switch it off, or change the duration 1. Select your avatar, then **Do not disturb**. 2. Select **Resume notifications** to switch it off, or **Adjust time** and pick another duration. **For 30 minutes** and **For 1 hour** end on their own when the time is up. **Until resumed** never expires, so it stays on until you select **Resume notifications**. ## Mute mobile notifications on a schedule This is a separate setting, and it covers mobile push notifications only. 1. Select your avatar, then **Profile and preferences**. 2. Select **Notifications**. 3. On the **Pause for receiving mobile notifications (Push notifications).** row, switch **Enable** on. 4. Set the start and end times. They are read in your own time zone, which is shown under the fields. 5. To silence the whole weekend, switch **Enable** on for **Automatically mute mobile notifications during the week-end**. ![The Pause for receiving mobile notifications section, with a start and an end time field and an Enable switch, above a second row for muting notifications during the week-end](/images/getting-started/enable-do-not-disturb-mode/02-mobile-quiet-period.png) Your phone stays quiet during that window every day. Browser notifications and emails are unaffected, and so is your status: setting yourself to Do Not Disturb does not change what your colleagues see beside your name. ## What's Next? - [Setting my status on Talkspirit](/getting-started/set-your-status-on-talkspirit) - [Configuring my notification settings](/getting-started/how-to-configure-my-notification-settings) - [Notifications overview](/getting-started/notifications) - [Getting notified of new activities when offline](/getting-started/notifications) --- ## Using the search in Talkspirit URL: https://support.talkspirit.com/en/getting-started/how-to-use-the-search Category: Getting Started · Section: Navigation basics · Type: Tutorial The search in Talkspirit is a search bar at the top of every page. Use it to find and open circles, roles, members, projects, tasks, meetings, and meeting reports across your organisation, and to jump straight to a settings page. Press `Cmd+K` (macOS) or `Ctrl+K` (Windows) from anywhere, or click the search bar, then type to see matching results. ## How do I use the search? 1. Open the search: click the search bar in the centre of the top navigation bar, or press `Cmd+K` (macOS) / `Ctrl+K` (Windows). On a narrow screen, tap the **magnifying glass** icon in the top bar. 2. Type at least two characters. Matching results appear as you type, grouped by type. 3. Select a result to open it. Results from the app you are currently in appear first. ![Talkspirit top navigation bar with the search bar in the centre, showing the placeholder "Search roles, circles, users, projects…" and the Ctrl/Cmd K hint](/images/getting-started/how-to-use-the-search/search-global-topbar.png) ## What can I find with the search? The search returns these types of item: - **Circles** - **Roles** - **Members** - **Projects** - **Tasks** - **Meetings** - **Meeting reports** - **Settings** pages, such as a module's settings > **Note:** If your organisation has renamed circles or roles, the search uses your organisation's own terms for them. ![The open search panel with "product" typed, showing matching results grouped under Circles, Roles, Projects, Tasks, and Meetings headings, with a result count at the bottom.](/images/getting-started/how-to-use-the-search/search-results-panel.png) ## What appears before I type? Before you type, the search shows your **Recently visited** items: the circles, roles, members, projects, tasks, meetings, and reports you opened most recently from the search. Select one to return to it. ## Next steps - [Using secondary navigation in Talkspirit](/en/getting-started/how-to-use-secondary-navigation) - [Searching within the Talkspirit news feed](/en/getting-started/search-posts-files-and-messages) - [Organisation chart](/en/getting-started/organization-chart) --- ## Inserting emojis in Talkspirit URL: https://support.talkspirit.com/en/getting-started/inserting-emojis Category: Getting Started · Section: Navigation basics · Type: Quick Fix You can add emojis to chat messages, posts, and comments. In a chat message or a comment, click the smiley icon in the composer and choose an emoji from the picker. In a post, type a colon (`:`) followed by the emoji's name, then select the emoji from the list that appears. ## How do I add an emoji with the smiley icon? In a chat message or a comment, click the **smiley icon** in the composer. The emoji picker opens. Select an emoji to insert it, or type a name in the search field to filter the list. ![The chat composer with the emoji picker open and its search field.](/images/getting-started/inserting-emojis/chat-emoji-picker.png) ## How do I add an emoji to a post? A post has no smiley icon. Type a colon (`:`) followed by the emoji's name, then select the emoji from the list that appears. You can also open the insert menu with a forward slash (`/`) and choose **Emoji**. ![A post with :sm typed, showing the matching emoji shortcode suggestions.](/images/getting-started/inserting-emojis/post-emoji-shortcode.png) ## Can I type emoji codes? In posts and comments, type a colon (`:`) followed by an emoji's shortcode, such as `:smile:`, and it is replaced with the matching emoji. As you type, the picker suggests matching emojis, so you do not need to remember every code. > **Note:** GIFs are separate from emojis. Administrators can allow or block GIFs in chat in the Chats app settings. ## Next steps - [Formatting a post or comment](/en/communication/formatting-a-post) - [Mentioning a member, a role, or a whole group](/en/communication/mentioning-a-memberall-group-members) - [Reacting to a chat message](/en/communication/react-to-a-chat-message) --- ## Using the Spark assistant URL: https://support.talkspirit.com/en/getting-started/using-the-spark-assistant Category: Getting Started · Section: Navigation basics · Type: Reference · Tags: ai Spark is the Talkspirit AI assistant, a conversational helper you reach from anywhere in the suite. Open it from the top bar to ask about your organisation. Spark searches your workspace, answers in the conversation, and can draft changes, such as a governance proposal, that you review before anything takes effect. Every exchange is saved as a conversation you can revisit. ## Before you start Spark is available only when an administrator has enabled it for your organisation and your access rights include the assistant. If the **Open Spark** control is not in your top bar, Spark is not switched on for your account. ## How do I open Spark? The **Open Spark** control sits at the far right of the top bar, on every page. Select it to open the assistant as a column beside your current page, and select it again to close the column. Your page stays open, so you keep working while you chat. To give a conversation the whole window, open its actions menu and choose **Open full page**. You can also start from existing content: highlight text in a read-only post or document and choose **Ask Spark about this** to open the assistant with that context already in hand. ## What can Spark help with? Spark helps you manage your organisation: its structure, tasks, goals, and meetings. Describe what you want in your own words, and Spark works through it in the conversation. It can: - search your workspace for the right circle, role, or record; - ask a follow-up question when it needs more detail; - draft a change, such as a proposal to create or edit a circle or role, and show it for your review. Spark does not change anything on its own. When it drafts a proposal, you choose whether to **Create** or **Reject** it, so the product's normal governance workflow still applies. > **Note:** Spark writes its replies with a language model. Read what it drafts before you accept it, the same way you would review a colleague's suggestion. ## How do conversations work? Every message you send starts or continues a conversation, and Spark keeps your conversations so you can return to them. - Select **New conversation** to begin a fresh thread. A new conversation shows a few suggested prompts to get you started. - The conversation list holds your history under **My conversations**, and anything a colleague has shared with you under **Shared with me**. - Open a conversation's actions to **Rename** it, **Pin to top**, **Share** it, or **Delete** it. A conversation someone shared with you offers **Leave** instead. - A conversation shared as read-only shows its messages but no message box, so you can follow it without adding to it. ## Availability and your data An administrator switches Spark on for the whole organisation, and Spark processes your organisation's content to answer you. To turn Spark on, see [Enabling Spark for my organisation](/en/administration-security/how-to-enable-spark-for-your-organisation). To understand what Spark does with that content, see [How Spark processes your organisation's data](/en/administration-security/how-ai-processes-your-data). ## Next steps - [Using Spark on a role or a circle](/en/structure-governance/how-to-create-and-edit-a-circle-or-role-with-ai-assistant) - [Using Spark inside a proposal](/en/structure-governance/how-to-create-a-proposal-with-ai-assistant) - [Enabling Spark for my organisation](/en/administration-security/how-to-enable-spark-for-your-organisation) - [How Spark processes your organisation's data](/en/administration-security/how-ai-processes-your-data) --- ## Using the apps directory URL: https://support.talkspirit.com/en/getting-started/using-the-apps-directory Category: Getting Started · Section: Navigation basics · Type: Reference The apps directory lists the external applications your organisation uses, so you open them in one click without hunting for a link. You reach it from **Apps** in the main navigation. The directory has two tabs: **My list**, your own selection of shortcuts, and **Browse apps**, everything your organisation has made available. Your administrator decides which apps appear. ## Where do I find the apps directory? Click **Apps** in the main navigation. The entry appears once your administrator has enabled the apps directory for your organisation, so it is present only when your organisation offers a directory. ## What is in My list and Browse apps? The directory opens on two tabs when your organisation manages its apps directly: - **My list** holds the shortcuts you have added. When your list is empty, the directory opens on **Browse apps** instead, and My list shows "Your list is empty". - **Browse apps** shows every app your organisation has activated. This is where you find apps and add them to your list. Use the search field at the top to filter the apps by name. ## How do I open an app? Click an app's card. The app opens in a new browser tab, so Talkspirit stays open behind it. This works from both **My list** and **Browse apps**. ## How do I add or remove an app? In **Browse apps**, click **Add** on an app's card to place it in **My list**. In **My list**, click the trash icon on a card to remove the shortcut. Removing an app from your list does not affect anyone else: it only changes your own selection. ## What does Know more show? Each card carries a **Know more** link. It opens an **App Information** window with the app's name, description and categories. From that window you also add the app with **Add to my list**, or remove it with **Delete from my list**. ## What is the difference between my view and an administrator's? As a member, you browse the available apps, open them, and curate your personal **My list**. You cannot change which apps the organisation offers. Administrators see one extra control, **Manage applications**, which opens the configuration where they choose the apps everyone can use. For that side of the directory, see [Configuring the organisation apps directory](/en/administration-security/configure-an-organization-apps-directory). ## What if my organisation uses single sign-on? When your organisation connects its apps directory to a single sign-on (SSO) provider such as Okta or OneLogin, the directory lists the applications your provider grants you. The **My list** and **Browse apps** tabs do not appear, and you cannot add or remove apps yourself, because the list follows your provider. ## What's Next? - [Configuring the organisation apps directory](/en/administration-security/configure-an-organization-apps-directory) - [Using secondary navigation in Talkspirit](/en/getting-started/how-to-use-secondary-navigation) - [Publishing app shortcuts on the Homepage](/en/administration-security/publish-app-shortcuts-on-the-homepage) --- ## Talkspirit glossary URL: https://support.talkspirit.com/en/getting-started/talkspirit-glossary Category: Getting Started · Section: Glossary & concepts · Type: Reference This glossary defines the everyday terms you meet across Talkspirit: its apps, the roles people hold, and the features you use to communicate and collaborate. For the vocabulary of organisational structure and governance (circles, roles, proposals and meetings), see the [Governance glossary](/en/getting-started/governance-glossary). ## Key terms **Administrator**: A member with organisation-wide management rights over Talkspirit's settings and apps. **Assignment**: An action attached to a post or a checklist that tells a member something is expected of them. **Chat**: Instant messaging with one or more members, as direct conversations or rooms. **Checklist**: A list of steps or actions added to a post for members to complete. **Document collaboration**: Creating and co-editing text documents, spreadsheets and presentations inside Drive. **Drive**: A file storage space for documents, images and media. Each member has a personal drive (My Drive) and can open the shared drives of their groups. **Group**: A space where members share posts and collaborate. A group's visibility is open, closed or secret. The people who join a group are its group members. **Group manager**: A member who manages a group's information, permissions and labels. The member who creates a group becomes its group manager by default. **Guest**: A limited-access account, usually for someone outside your organisation. **Integration**: A connection to an external web service that posts the connected service's activity to a group's newsfeed. Talkspirit offers over 1,000 integrations. **Label**: A coloured keyword applied to group posts to mark a step or a status. **Member**: A person with a standard account and full access to your organisation. A member can join open groups, request or be invited to closed groups, and is invited to secret groups. **Mention**: A way to notify a member or a group in a post or conversation with `@`. The mentioned member receives a notification. **Newsfeed**: The flow of posts from the groups you belong to, ordered from newest to oldest. **Notification**: An alert about new activity. Its form depends on whether you are online or offline. **Owner**: The account responsible for the organisation and its subscription. **People set**: A set of members who share a characteristic such as position or location. Administrators use people sets to automate who belongs to a group. **Photo gallery**: A post option that displays a set of images to group members. **Poll**: A post option that gathers group members' opinions on a chosen topic. **Post**: Content shared by a member in a group, or generated automatically by an integration. **Private message**: A post sent to one or more specific members and visible only to them. Private messages appear in your newsfeed. **Spark**: Talkspirit's AI assistant. It answers questions using your organisation's context and generates content such as summaries and drafts. **Videoconference**: Talkspirit's embedded video-call feature, with optional recording. ## Related articles - [Governance glossary](/en/getting-started/governance-glossary) - [Member start guide for Talkspirit](/en/getting-started/start-guide-for-members) - [Administrator start guide for Talkspirit](/en/getting-started/start-guide-for-admins) --- ## Governance glossary URL: https://support.talkspirit.com/en/getting-started/governance-glossary Category: Getting Started · Section: Glossary & concepts · Type: Reference This glossary defines the governance terms Talkspirit uses to describe how your organisation is structured and run: circles, roles, tensions, proposals, meetings and goals. Use it as a reference while you work in the Structure, Meetings and Goals apps. For general product terms such as groups, drives and integrations, see the [Platform glossary](/en/getting-started/talkspirit-glossary). Your organisation can rename several of these terms (for example circle, role, tension and main role) under **Administration**, so the words you see on screen may differ from the defaults below. ## Structure terms **Purpose**: The reason a circle or role exists, the intention that guides its work. For example, "Ensuring a smooth onboarding experience for new customers". **Circle**: A unit of your organisation in the Structure module. A circle holds roles, sub-circles and members, and carries four core fields of its own: Purpose, Domains, Accountabilities and Policies. Circles nest, and the top one is the root circle. See [Circles in Talkspirit](/en/structure-governance/circle-overview). **Role**: A named piece of work inside a circle, held by zero, one or several members. Each role carries the same four core fields as a circle (Purpose, Domains, Accountabilities and Policies) and clarifies who does what and who decides what. A role with no holder is shown as **Vacant**. See [Roles in Talkspirit](/en/structure-governance/role-overview). **Accountability**: An ongoing activity a role is expected to perform. Write accountabilities as sentences that begin with an -ing verb, for example "Writing and publishing blog content". **Domain**: Something a role or circle controls exclusively. Others cannot act within a domain without permission. See [Understanding Domains](/en/structure-governance/understanding-domains). **Scope**: When several members hold the same role, the scope distinguishes who is responsible for which part. For example, "French leads" and "German leads" for a Business developer role. **Member**: A person in your organisation, identified by their profile and the roles they hold. **Inactive member**: A member who does not need full access to Talkspirit, such as an external partner or freelancer who only needs to view governance information. **Main role**: A role flagged as structural for its circle, shown with a **Core** badge and pinned to the top of the circle's role list. Administrators define main roles at organisation level from role templates; the product ships no built-in set. See [Main roles and the Core badge](/en/structure-governance/understanding-core-roles). **Elected role**: A role whose holder is chosen through a nomination and election process rather than direct assignment. Which roles are filled this way is set for each circle. **Cross-circle role**: A role extended into another circle to contribute there, on a one-time or ongoing basis. The product also labels this status **Transversal**. See [Cross-circle roles in Talkspirit](/en/structure-governance/cross-circle-roles-overview). ## Governance process **Governance**: The explicit, written rules that define circles, roles, purposes, accountabilities, domains and policies. In Talkspirit, governance is the process that lives inside the Structure module, and it evolves as your organisation adapts. **Policy**: A rule that grants or limits authority over a domain. For example, a policy can let a Content manager publish on the website even though the Website manager owns that domain. **Tension**: A gap someone senses between how things are and how they could be. Tensions are the raw input of governance, not conflicts. **Proposal**: A formal suggestion to change the structure (roles, circles or policies), processed through a decision method until it is adopted or rejected. Any circle member can raise one, during or outside a meeting. ## Meetings **Tactical meeting**: A recurring operational meeting to coordinate ongoing work, review projects and metrics, and process tensions. It focuses on operations, not structure. **Governance meeting**: A meeting dedicated to changing the structure: creating, modifying or removing roles and circles, and updating policies. ## Goals **Goal**: An outcome to reach over a time period. Goals can be linked to roles and circles. **Key result**: A measurable indicator of a goal's progress. ## Related articles - [Platform glossary](/en/getting-started/talkspirit-glossary) - [Circles in Talkspirit](/en/structure-governance/circle-overview) - [Roles in Talkspirit](/en/structure-governance/role-overview) - [Administrator start guide for Talkspirit](/en/getting-started/start-guide-for-admins) - [Member start guide for Talkspirit](/en/getting-started/start-guide-for-members) --- ## Creating my account URL: https://support.talkspirit.com/en/getting-started/how-can-i-create-my-account Category: Getting Started · Section: Account & profile · Type: Tutorial You create your Talkspirit account by accepting an invitation. When an administrator adds you to an organisation, you receive an email with an activation link. Clicking it opens a setup page where you enter your name and choose a password. ## How do I activate my account? 1. Open the invitation email sent to you. 2. Click **Activate my account**. 3. Fill in your **First name** and **Last name**. 4. Choose and confirm a **Password** that meets your organisation's security policy. 5. Click **Create my account**. > **Note:** You can belong to several organisations with one account, as long as you are invited to each one using the same email address. ## What if I have not received my invitation? - Check your spam or junk folder. The invitation email may have been filtered. - Ask an administrator to resend your invitation from **Administration → Invitations**. ## Next steps - [Signing in to Talkspirit](/en/getting-started/signing-in-to-talkspirit) - [Changing my email address](/en/getting-started/changing-your-email-address) - [Changing or resetting my password](/en/getting-started/changing-your-password) --- ## Desktop App FAQ URL: https://support.talkspirit.com/en/getting-started/desktop-app-faq Category: Getting Started · Section: Help & support · Type: Troubleshooting The Talkspirit desktop app puts the suite in its own window on Windows, macOS and Linux, and it keeps itself up to date. This page covers two things: how updating works, and what to do when a Linux `.AppImage` will not start. Nothing here needs administrator rights. ## Where do I download the desktop app? The desktop app is downloaded from Talkspirit itself, not from an app store. Open the menu at the top right of the screen and select **Get the desktop app**: it opens your account's **Applications** page, at `/app/account/applications` on your workspace address. The page offers **Download for Mac**, **Download for Windows** or **Download for Linux** for the computer you are on, and an **Other downloads** dialog with every build: the Apple Silicon and Intel `.dmg` installers, the Windows `.exe` and `.msi`, the Ubuntu `.AppImage` and `.deb`, and the portable `.zip` archives. If you cannot sign in yet, the same builds are published at [talkspirit.com/desktop](https://www.talkspirit.com/desktop). > **Note:** the desktop app is not distributed through an app store. For Mac, Windows and Ubuntu alike, the builds come from the Applications page or the download page above. ## How do I keep the app up to date? The desktop app updates itself. New versions arrive on their own, so there is nothing to reinstall. The exception is the alternative builds in the **Other downloads** dialog of the Applications page, the Windows `.msi`, the Ubuntu `.deb` and the portable `.zip` archives. Update those the way you installed them: download the app again and replace your copy. ![The "Other downloads" dialog on the account Applications page, open, listing installers and binaries grouped by platform: Mac (Apple Silicon and Intel .dmg installers and .zip binaries), Windows (.exe and .msi installers, 64-bit and 32-bit .zip binaries) and Ubuntu (.AppImage and .deb).](/images/getting-started/desktop-app-faq/other-downloads-dialog.png) ## Linux-specific issues ### What is the .AppImage format? AppImage is a cross-distribution Linux format: a single file you make executable and then run, with no installation step. See the official site: [https://appimage.org/](https://appimage.org/) ### Why does the .AppImage not launch? A downloaded `.AppImage` will not run until you allow it to: 1. Right-click the file. 2. Select **Properties** > **Permissions**. 3. Check **Allow this file to run as a program**. The exact wording depends on your desktop environment. For further support: [https://docs.appimage.org/](https://docs.appimage.org/) ### Why did the app stop launching after an update? An independent AppImage manager (AppImageLauncher, for example) can conflict with the app's own update mechanism and leave a corrupted copy behind. Remove every reference to the app from the manager, then download the app again. ## What's Next? - [Getting started with Talkspirit: video tutorials](/en/getting-started/talkspirit-at-a-glance) - [Enable beta features](/en/administration-security/enable-beta-features) - [Being notified of new activities when offline](/en/getting-started/notifications) --- ## Adjust your accessibility settings URL: https://support.talkspirit.com/en/getting-started/accessibility-settings Category: Getting Started · Section: Navigation basics · Type: Tutorial Talkspirit has an accessibility settings page where you adjust how the interface is rendered in your browser: text size and spacing, contrast and colour, reading aids, and pointer and motion behaviour. Open it from your profile picture in the top bar, or from **Accessibility** in your account settings. Your choices are saved for the current account and organisation in this browser. ## Open the accessibility settings 1. In the top bar, select your profile picture. 2. Select **Accessibility**. The accessibility panel opens beside the page. 3. Select a preference to turn it on, or select it again to cycle through its options. 4. To see every preference on a full page with an **Accessibility statement** tab, select **Open full settings page**. ![Accessibility preferences in the converged account settings](/images/getting-started/accessibility-settings/accessibility-preferences.png) ## Which preferences can you adjust? The preferences are grouped into four sections. **Text** - **Text size**: cycles through **Default**, **Large**, **Larger** and **Largest**. - **Line spacing** and **Letter spacing**: increase the space between lines and between characters. - **Bold text**: renders interface text in a heavier weight. - **Dyslexia font**: switches to a typeface designed for easier reading. **Colour** - **Contrast**: cycles through **Off**, **Light contrast** and **Dark contrast**. - **Saturation**: cycles through **Off**, **Low saturation** and **High saturation**. - **Invert colours**: reverses the colour of the interface. - **High contrast mode**: forces a strong contrast between text and background. **Reading** - **Highlight links** and **Highlight titles**: emphasise links and headings on the page. - **Reading guide**: adds a guide that follows your reading position. - **Hide images**: removes images so text stands out. **Interaction** - **Large pointer**: enlarges the mouse pointer. - **Pause motion**: reduces animations and movement in the interface. **Text to speech** appears above these sections when your browser supports it. Turn it on to have text read aloud. ## Where your preferences are saved Your accessibility preferences are saved in the browser you are using, for your current account and organisation. They do not follow you to another browser or device, so set them again where you need them. To return everything to its default state, select **Reset accessibility preferences** at the bottom of the full settings page. ## Check the accessibility statement The **Accessibility statement** tab on the full settings page states the accessibility target for Talkspirit: Web Content Accessibility Guidelines (WCAG) 2.2 Level AA for the authenticated application. It also records the current conformance status and the work still in progress. These preferences are supported accommodations, and they complement that work rather than replace it. ## Next steps - [Choosing my platform language](/en/getting-started/changing-the-language) - [Configuring my notification settings](/en/getting-started/how-to-configure-my-notification-settings) - [Browser compatibility](/en/getting-started/which-browsers-is-talkspirit-compatible-with) --- ## Browser compatibility URL: https://support.talkspirit.com/en/getting-started/which-browsers-is-talkspirit-compatible-with Category: Getting Started · Section: Help & support · Type: Reference ## Browser compatibility Talkspirit is optimised to run on the latest versions of Chrome, Firefox, Edge, and Safari. Using an up-to-date version of one of these four browsers gives you access to all features and ensures the best performance and security. Below is the list of fully supported browsers and those with limited support. ## Which browsers are fully supported? Talkspirit is fully supported on the following browsers and their more recent versions: - Chrome 72+ (from January 2019) - Firefox 65+ (from January 2019) - Edge 79+ (from January 2020) - Safari 12+ (from September 2018) ## Which browsers have limited support? The following older browser versions are not guaranteed to work correctly: - Chrome 49+ - Firefox 50+ - Safari 10+ - Edge 16 ## Why should I keep my browser up to date? Using an outdated browser version may result in missing features, reduced performance, or security vulnerabilities. Talkspirit recommends always running the latest available version of your preferred browser. ## What's Next? - [How do I install the desktop app?](/en/getting-started/desktop-app-faq) - [How do I use the mobile app?](/en/getting-started/the-mobile-application) --- ## Getting information about a technical incident URL: https://support.talkspirit.com/en/getting-started/how-do-i-get-information-about-technical-incident Category: Getting Started · Section: Help & support · Type: Quick Fix The Talkspirit status page at [status.talkspirit.com](https://status.talkspirit.com) shows real-time information about incidents and scheduled maintenance across the suite. Check it first whenever Talkspirit is slow or unavailable: a known incident is listed there with its current status and live updates until it is resolved. Subscribe to receive those updates by email, so you stay informed without contacting support first. ## How do I check for a known incident? Whenever you notice a problem, whether it is a stability issue, a connection error, or slowness, open the [Talkspirit status page](https://status.talkspirit.com) before contacting support. A known incident appears there with its current status and update history. If no incident is listed and the problem continues, report it through the online support chat. ## How do I subscribe to updates? Subscribe to be notified by email each time an incident or a scheduled maintenance is published or updated: 1. Open the [Talkspirit status page](https://status.talkspirit.com). 2. Select **Subscribe**. 3. Confirm your subscription from the confirmation email. You then receive a notification for every update until each incident is resolved. ## What's Next? - [Reporting a bug](/en/getting-started/i-found-a-bug-what-should-i-do) - [Help and support in Talkspirit](/en/getting-started/help-and-support) --- ## Reporting a bug URL: https://support.talkspirit.com/en/getting-started/i-found-a-bug-what-should-i-do Category: Getting Started · Section: Help & support · Type: Quick Fix If you find unexpected behaviour in Talkspirit, report it through **Chat with us**, the online support chat in the **Help and more** menu. Your report reaches the support team, who alert the engineering team to investigate. The more detail you give, the faster the issue is diagnosed and fixed. ## How do I report a bug? Open your profile menu, then select **Help and more → Chat with us** to start the support chat. Describe what happened, and include: - The web address (URL) of the Talkspirit page where the bug appears. - A screenshot, or a short screen recording, showing the bug in action. - The steps you took, in the order you took them. ![The Help and more submenu with the Chat with us item.](/images/getting-started/i-found-a-bug-what-should-i-do/help-and-more-chat-with-us.png) A support agent reads your message and passes a confirmed bug to the engineering team. **Chat with us** is for reporting a problem you have found. To check whether a wider incident is already known, see [Getting information about a technical incident](/en/getting-started/how-do-i-get-information-about-technical-incident). ## Next steps - [Getting information about a technical incident](/en/getting-started/how-do-i-get-information-about-technical-incident) - [Contacting an administrator](/en/getting-started/how-to-contact-an-administrator) - [Help and support resources in Talkspirit](/en/getting-started/help-and-support) --- ## Help and support in Talkspirit URL: https://support.talkspirit.com/en/getting-started/help-and-support Category: Getting Started · Section: Help & support · Type: Reference Every support option in Talkspirit lives in the **Help and more** menu. You open it from your avatar in the top-right corner of the screen, and it gathers the help centre, live chat with the support team, the feedback form, the desktop app, and keyboard shortcuts in one place. You do not need to leave the application to get help. ## Where is the Help and more menu? Click your profile avatar in the top-right corner of the screen, then point to **Help and more**. A submenu opens with every support option. ![The avatar menu open with the Help and more submenu expanded, listing Get the desktop app, Discover the new modules, Send feedback, Keyboard shortcuts, Chat with us, Accessibility statement and Legal notice.](/images/getting-started/help-and-support/help-and-more-submenu.png) ## What is in the Help and more menu? The **Help and more** submenu contains these items: - **Get the desktop app**: opens the applications page, where you download the desktop and mobile versions of Talkspirit. - **Discover the new modules**: opens this help centre in a new tab. - **Send feedback**: opens a form to share an idea, a request, or a problem with the product team. - **Keyboard shortcuts**: opens a dialog listing the keyboard shortcuts available across Talkspirit. - **Chat with us**: starts a live chat with the support team. This item appears only when live chat is enabled for your organisation. - **Accessibility statement**: opens the accessibility statement for the platform. - **Legal notice**: opens the legal notice and the data protection contact. ## How do I contact the support team? If you cannot find your answer in the help centre, start a live chat with the support team: 1. Click your profile avatar, then point to **Help and more**. 2. Select **Chat with us**. ![The Help and more submenu with the Chat with us item.](/images/getting-started/help-and-support/help-and-more-chat-with-us.png) The support team answers in English and French during European business hours. Use the chat for any question, request, or suggestion about Talkspirit. > **Note:** **Chat with us** appears only when live chat is enabled for your organisation. When it is not, use **Send feedback** to reach the product team. ## Next steps - [Getting information about a technical incident](/en/getting-started/how-do-i-get-information-about-technical-incident) - [Desktop App FAQ](/en/getting-started/desktop-app-faq) - [Reporting a bug](/en/getting-started/i-found-a-bug-what-should-i-do) - [Contacting an administrator](/en/getting-started/how-to-contact-an-administrator) --- ## Deleting my Talkspirit account URL: https://support.talkspirit.com/en/getting-started/delete-your-account Category: Getting Started · Section: Account & profile · Type: Quick Fix You cannot remove your own Talkspirit account. Only an administrator can close a member's account, from **Administration → Users**. An administrator can **Suspend** an account, which blocks access but can be restored at any time, or **Suspend and anonymise** it, which also erases the member's personal data permanently. Contact an administrator of your organisation to request either action. ## How do I request account closure? Contact an administrator of your organisation and tell them whether you want your account suspended or anonymised. Administrators handle account closure from **Administration → Users**, where they select your name and choose an action: - **Suspend** blocks your access to the account. An administrator can restore it at any time. - **Suspend and anonymise** blocks your access and permanently anonymises your personal data. > **Warning:** Suspending and anonymising an account permanently erases the member's personal data. It cannot be undone. Administrators cannot be suspended or anonymised: an administrator account must be set as a member first. ## What's Next? - [Editing my own profile information](/getting-started/editing-your-profile-informations) - [Changing my email address](/getting-started/changing-your-email-address) - [Changing or resetting my password](/getting-started/changing-your-password) - [Switching between organisations](/getting-started/how-to-switch-between-organizations) --- ## Search posts, files, and chat messages URL: https://support.talkspirit.com/en/getting-started/search-posts-files-and-messages Category: Getting Started · Section: Navigation basics · Type: Tutorial The Talkspirit search finds posts, files, and chat messages across the content you can access. You search posts from the field at the top of the **Newsfeed**, files from the **Drive**, and messages from inside a chat conversation. Each field offers operators and filters to narrow your results. To search your organisation's structure, members, and Goals, use the global search instead. ## How do I search for posts? The search field at the top of your **Newsfeed** searches posts. The same field is available on a group's home page. 1. Select the search field. Its placeholder reads **Search posts…**. 2. Enter a keyword or phrase. 3. Refine your results with the suggested operators: `from:` (author), `label:`, `#` (hashtag), `before:` and `after:` (dates), or an exact expression in quotation marks. Quick filters limit results to **Users posts**, **Integrations posts**, or **Important messages**. > **Tip:** Press `Cmd+K` (macOS) or `Ctrl+K` (Windows) to move the cursor to the search field on the page you are viewing. ![The newsfeed search field with the operators panel open, showing from:, label:, group: and # operators.](/images/getting-started/search-posts-files-and-messages/newsfeed-search.png) ## How do I search for files? Files are searched from the **Drive**, which uses the same search field. 1. Open **Drive** from the navigation rail. 2. Select the search field. Its placeholder reads **Search files…**. 3. Enter a keyword to find files. ![The Drive search field with the operators panel open.](/images/getting-started/search-posts-files-and-messages/drive-search.png) ## How do I search a chat conversation? Open a conversation in **Chat**, then open its search field to find messages. 1. Open a conversation in **Chat**. 2. Select **Search** in the conversation header. 3. Enter a keyword in the search field. 4. Turn on **Search all conversations** to search every conversation, or **Search files only** to limit results to shared files. ![Chat search mode with the Search all conversations and Search files only toggles and highlighted matches.](/images/getting-started/search-posts-files-and-messages/chat-search.png) ## Next steps - [Using the search in Talkspirit](/getting-started/how-to-use-the-search) - [Using the Newsfeed](/communication/using-the-newsfeed) - [Using hashtags](/communication/using-hashtags) - [Working with labels](/communication/working-with-labels) --- ## Organisation chart URL: https://support.talkspirit.com/en/getting-started/organization-chart Category: Getting Started · Section: Account & profile · Type: Quick Fix The organisation chart shows your organisation's reporting relationships as a tree, on the **Members** page. You open it by switching the Members list to the **Hierarchy** view. The chart appears once an administrator has enabled the **Member hierarchy** add-on for your organisation. You set your own place in the chart, your manager and your direct reports, from your profile. ![Members page in the Hierarchy view, showing the Alpine Tech reporting tree with expandable manager nodes](/images/getting-started/organization-chart/members-hierarchy-view.png) ## How do I set my manager and direct reports? 1. Click your **avatar** in the top bar to open the user menu. 2. Click **Profile & Preferences**. 3. Select **Information**. 4. Under **Professional information**, set **Managed by** (the person you report to) and **Manager of** (the people who report to you). Your changes are saved as you pick each person. There is no separate save step. ![Professional information section of the Information page, showing the Managed by and Manager of fields](/images/getting-started/organization-chart/professional-information-hierarchy-fields.png) ## How do administrators set up the organisation chart? Administrators enable and configure the chart: 1. Go to **Administration**. 2. Open **Users**. 3. Select the **Hierarchy** tab. 4. Turn on **Enable member hierarchy**. 5. Under **Source managers**, add the top-level managers the reporting tree is built from. An administrator can also set any member's manager: open that member's profile from the **Members** page and edit the **Manager** field. ## Next steps - [Editing my own profile information](/en/getting-started/editing-your-profile-informations) - [Contacting an administrator](/en/getting-started/how-to-contact-an-administrator) - [Setting my status on Talkspirit](/en/getting-started/set-your-status-on-talkspirit) --- ## Joining multiple organisations URL: https://support.talkspirit.com/en/getting-started/can-i-be-a-member-of-several-organizations Category: Getting Started · Section: Account & profile · Type: Quick Fix Yes. You can belong to as many Talkspirit organisations as you need, all from a single account. Each organisation is a separate workspace with its own members, content and subscription. To join another one, an administrator of that organisation invites you using the email address you already sign in with. Your organisations are then all reachable from the user menu at the top right. ![The Switch organisation dialog listing the Alpine Tech and Alpine Labs organisations, with Alpine Tech marked Current](/images/getting-started/can-i-be-a-member-of-several-organizations/switch-organisation-dialog.png) ## How do I join another organisation? An administrator of the organisation you want to join invites you using the email address linked to your existing account. Once you accept the invitation, that organisation is added to your account alongside the others. You keep one account and one email address, however many organisations you belong to. This is common for consultants and partners who work across several organisations. ## Does each organisation need its own subscription? Yes. A licence covers one organisation. Each organisation subscribes to the number of licences it needs, independently of the others. Belonging to several organisations does not draw on a single shared licence across them. ## Next steps - [Switching between organisations](/en/getting-started/how-to-switch-between-organizations) - [Signing in to Talkspirit](/en/getting-started/signing-in-to-talkspirit) - [Configuring my notification settings](/en/getting-started/how-to-configure-my-notification-settings) --- ## Switching between organisations URL: https://support.talkspirit.com/en/getting-started/how-to-switch-between-organizations Category: Getting Started · Section: Account & profile · Type: Tutorial You switch between organisations from the menu in the top-right corner of Talkspirit. You can belong to as many organisations as needed, as long as you join each one with the same email address. Switching opens the organisation you choose in the same browser, and your current organisation stays available to switch back to. ## How do I switch to another organisation? 1. In the top-right corner, select the button that shows your organisation's name or logo next to your avatar. 2. Select **Switch organisation**. 3. In the **Switch organisation** dialog, select the organisation you want to open. Your current organisation is marked **Current**. 4. Select **Switch**. ![The Switch organisation dialog open, showing the Alpine Tech tile marked Current alongside an Alpine Labs tile, with the Switch button in the footer](/images/getting-started/how-to-switch-between-organizations/switch-organisation-dialog.png) Follow the same steps to return to your previous organisation. ## What if my organisations use different sign-in methods? When the organisations you belong to use different sign-in methods (for example, email and password in one, and Google or SAML single sign-on in another), Talkspirit routes you through the target organisation's sign-in automatically when you switch. You do not select the method yourself. ## Next steps - [Joining multiple organisations](/en/getting-started/can-i-be-a-member-of-several-organizations) - [Signing in to Talkspirit](/en/getting-started/signing-in-to-talkspirit) - [Member start guide for Talkspirit](/en/getting-started/start-guide-for-members) --- ## Changing my email address URL: https://support.talkspirit.com/en/getting-started/changing-your-email-address Category: Getting Started · Section: Account & profile · Type: Tutorial You can change your email address at any time from your account settings, and you do not need administrator help. Open the **Authentication** page, submit your new address, then confirm it from the link Talkspirit emails to that address. Your email address changes only after you select that link. ## How do I change my email address? 1. Open the user menu from your avatar at the top right, then select **Profile & Preferences**. 2. In the account menu, select **Authentication**. 3. In the **Email address** section, select **Change email address**. 4. Enter your new address in the **New email address** field. 5. Select **Change email address** to submit. ![Change email address dialog open over the Authentication page, with the New email address field filled in and the confirmation notice visible](/images/getting-started/changing-your-email-address/change-email-dialog.png) 6. Open the confirmation email Talkspirit sends to your new address, then select **Confirm my email address**. > **Note:** Your email address changes only after you open the confirmation email and select **Confirm my email address**. Until then, you keep signing in with your current address. ## Next steps - [Changing or resetting my password](/en/getting-started/changing-your-password) - [Signing in to Talkspirit](/en/getting-started/signing-in-to-talkspirit) - [Editing my own profile information](/en/getting-started/editing-your-profile-informations) --- ## Choosing my platform language URL: https://support.talkspirit.com/en/getting-started/changing-the-language Category: Getting Started · Section: Account & profile · Type: Tutorial Talkspirit is available in 11 languages: Czech, German, English, Spanish, French, Italian, Japanese, Dutch, Polish, Portuguese (Brazil), and Russian. You set your interface language in the **General** settings of your account, and it changes as soon as you select it. Each language appears under its own name in the list, so **Deutsch** rather than German. Content written by other members is not affected: it stays in the language it was written in. ## How do I change my platform language? 1. Select your avatar in the top-right corner to open your user menu. 2. Choose **Profile & Preferences** to open your **General** settings. 3. Open the drop-down in the **Language preference** section and select your language. Your interface changes to the selected language straight away, and a confirmation appears. If your browser is set to a supported language you are not already using, a shortcut to switch to it appears below the drop-down. ![Language preference section in Account General settings, with the language drop-down open showing native-name entries (English, Čeština, Deutsch, Español, Français, Italiano, 日本語, Nederlands, Polski, Português (Brasil), Русский) and English highlighted as the current selection](/images/getting-started/changing-the-language/language-preference-dropdown.png) ## What's next? - [Editing my own profile information](/en/getting-started/editing-your-profile-informations) - [Changing or resetting my password](/en/getting-started/changing-your-password) - [Configuring my notification settings](/en/getting-started/how-to-configure-my-notification-settings) --- ## Changing or resetting my password URL: https://support.talkspirit.com/en/getting-started/changing-your-password Category: Getting Started · Section: Account & profile · Type: Tutorial You change your Talkspirit password from your account settings, under **Authentication**, where you can set a new password or send yourself a reset email. If you are signed out, request the reset email from the sign-in page instead. If your organisation uses single sign-on (Google, Microsoft, or SAML), your password is managed by your identity provider, not by Talkspirit. ## Change your password 1. Select your profile picture, then **Profile & Preferences**. 2. In the account settings, select **Authentication**. 3. Under **Password settings**, select **Change password**. 4. Enter your **Current password**, then your **New password**, and confirm it. Your new password must contain at least 10 characters. 5. Select **Change password** to save. ![The Change password dialog open over the Authentication page, showing the Current password, New password and Confirm new password fields and the 10-character requirement notice](/images/getting-started/changing-your-password/change-password-modal.png) ## Reset your password if you have forgotten it If you cannot remember your current password, request a reset email and set a new one from the link it contains. There are two ways in, depending on whether you are signed in. - **If you are signed in:** open **Profile & Preferences → Authentication**, then select **Reset password** under **Password settings**. A reset email is sent to your address. - **If you are signed out:** on the sign-in page, choose the option to reset a forgotten password, enter your email address, and follow the link in the reset email to choose a new one. The reset email contains a link that opens a page where you enter and confirm your new password. ## I did not receive the reset email - Check that you used the email address linked to your Talkspirit account. - Check your spam or junk folder. - If your organisation uses single sign-on (Google, Microsoft, or SAML), you have no Talkspirit password to reset. Sign in through your identity provider instead. - If you still cannot sign in, clear your browser cache and try again. ## Next steps - [Changing my email address](/en/getting-started/changing-your-email-address) - [Configuring Google Authentication](/en/administration-security/how-to-configure-google-authentication) - [Configuring SAML Authentication](/en/administration-security/saml-authentication) --- ## Configuring my notification settings URL: https://support.talkspirit.com/en/getting-started/how-to-configure-my-notification-settings Category: Getting Started · Section: Notifications & status · Type: Tutorial · Tags: notifications ## Configuring my notification settings Your notification settings live in **Account** > **Notifications**, split into four tabs: **Structure**, **Goals**, **Projects** and **Meetings**. Each tab has its own email and desktop switches plus one row per event. Everything arrives switched on, so this page is where you turn notifications down rather than up. Settings are per app, not per circle. ## Open your notification settings 1. Click your profile picture, then open **Account**. 2. Select **Notifications** in the left-hand panel. ![The Notifications page in Account, showing the Structure tab with its Global Settings switches and the table of governance events](/images/getting-started/how-to-configure-my-notification-settings/01-notifications-tabs.png) You only see a tab for an app you can already open, so your page may show fewer than four. Two shortcuts save you the trip: the **Notification settings** link in the notification panel's menu, and the **Notifications** entry in each app's own settings sidebar, which opens this page on the matching tab. ## Choose your channels Every tab opens with **Global Settings** and two switches: - **Enable email notifications** sends the notification to your email address. - **Enable desktop notifications** covers the notification bell in the top bar, plus a pop-up from your computer when you have allowed your browser to show them. Turning a global switch off greys out that whole column underneath: every event in it shows as off and cannot be clicked until you switch the channel back on. Each tab carries its own pair, so you can keep meeting emails and drop project emails. ## Set individual events Below the global switches, a table lists every event that app can notify you about, with an **Email** column and a **Desktop** column. **Every event is on for both channels by default**, so the table also tells you what you are receiving today. | Tab | Events it covers | |---|---| | **Structure** | 16 rows: role and circle assignment or unassignment, role scope changes, applications to a role open for hiring, working agreement mentions, publication and assignment, proposals opened, adopted, objected to, commented on or mentioning you, checklist mentions, and a periodic time spent reminder | | **Goals** | 3 rows: goal assignment, progress update, goal completed | | **Projects** | 9 rows: task assignment and unassignment, task comment mentions, task, sub-task and project archiving or completion, and two metric rows | | **Meetings** | 4 rows: meeting scheduled, meeting approaching (about 48 hours ahead), meeting overdue, meeting report published | ![The Projects tab, showing the nine project events with their Email and Desktop switches](/images/getting-started/how-to-configure-my-notification-settings/02-projects-tab.png) Some rows appear only when your organisation uses that feature: the checklist and metric rows, and the time spent reminder, are hidden otherwise. Your choices save as you switch them, confirmed by a **Notification preferences updated** message. Rows marked with an asterisk never fire for your own actions. You are not notified about something you did yourself. ## What you cannot switch off Three limits are worth knowing before you go looking for a control that is not there. - **Meeting changes and cancellations.** When a meeting you take part in is rescheduled or cancelled, you are told by email and on your desktop. Neither has a row in the table, so the only way to stop them is the matching global switch on the **Meetings** tab, which silences that whole channel for meetings. - **Metric notifications** show a dash instead of a switch in the **Email** column. They only ever reach the notification bell. - **This page has no digest, frequency or batching option.** Each notification it governs is sent as its event happens; the only choices are on or off, per event, per channel. A separate summary email does exist for the classic apps — see [Receiving a summary email of missed activities](/communication/how-to-receive-a-digest-email-notification). ## If your emails stop arriving An administrator can switch off notification emails for the whole organisation. When they do, your switches on this page still show as on and still save normally, but no email is sent, and nothing on this page tells you so. > **Note:** If your bell notifications keep working while your emails stop, ask your administrator whether the organisation-wide email setting has been turned off. ## What's Next? - [How do I manage my notifications?](/en/getting-started/notifications) - [How do I enable Do Not Disturb mode?](/en/getting-started/enable-do-not-disturb-mode) - [How do I get notified of new activities when offline?](/en/getting-started/notifications) - [How do I disable email notifications for my organisation?](/en/administration-security/disable-email-notifications-for-your-organization) --- ## Project notifications URL: https://support.talkspirit.com/en/getting-started/projects-notifications Category: Getting Started · Section: Notifications & status · Type: Reference · Tags: notifications ## Project notifications Projects notifies you about nine events, from a task landing on your name to a whole project being archived. Every one of them arrives switched on, on both channels, so this page is mainly a map of what already reaches you. You change any of it in **Account** > **Notifications** > **Projects**. ![The Projects tab of the notification settings, listing the nine project events with their Email and Desktop switches](/images/getting-started/projects-notifications/01-projects-notification-events.png) ## The nine events, and who receives each one | Event | Fires when | Who is notified | |---|---|---| | **Task Assignment** | Someone puts you on a task | The new assignee. If the task is assigned to a role rather than to a person, every holder of that role | | **Task Unassignment** | Someone takes you off a task | The person removed, or every holder of the role removed | | **Task Comment Mention** | Someone mentions you in a comment | Everyone named in the comment: each person mentioned, every holder of a mentioned role, and every member of a mentioned circle | | **Task Completed** | A task you are assigned to is completed | The task's other assignees | | **Sub-task Completed** | A sub-task is completed | The sub-task's assignees, plus the assignees of its parent task | | **Task Archived** | A task you are assigned to is archived | The task's other assignees | | **Project Archived** | A project is archived | Every member of that project | | **Metric Assignment** | Someone puts you on a metric | The assignee only | | **Metric Value Due** | A metric value is due for the period | Everyone assigned to the metric, plus its owner when the owner is a person | The two metric rows only appear if your organisation displays Metrics. If it does not, you see seven rows instead of nine. ## Email and Desktop are not what you might expect **Desktop** covers the notification bell in the top bar, not only a pop-up from your computer. Switching Desktop off for an event removes it from the bell as well, so the notification stops existing anywhere in the app. Projects is also one of only two apps, with Structure, whose notifications can raise a pop-up from your computer on top of the bell entry. Goals and Meetings show the same **Enable desktop notifications** switch but never pop up. The pop-up additionally needs your browser's permission to show notifications. **Email** is unavailable for the two metric rows: their Email cell shows a dash instead of a switch, and metric notifications only ever reach the bell. > **Note:** You are never notified about something you did yourself. That is what the asterisk beside each event name means, and it applies to every row: complete your own task, archive your own project, mention yourself in your own comment, and nothing is sent. ## One mention switch covers far more than tasks **Task Comment Mention** is labelled and described as mentions on a task, and that is the trap. The same single switch also governs mentions in comments on a **project**, a **goal**, a **key result** and a **metric**. The bell says so when the notification arrives: it reads "Mentioned in a comment on a goal", for example, even though the only control for it sits under Projects and calls itself a task setting. So if you want to stop being pulled into goal or key result discussions, this Projects row is the switch, and there is no equivalent row on the Goals tab. Equally, switching it off is broader than it looks and silences all five. Mentioning a role or a circle notifies everyone in it, which is the fastest way to send one comment to a dozen people by accident. ## What Projects does not notify you about Four gaps are worth knowing before you go looking for a control that is not there. - **A comment on your task that does not mention you.** Comments only notify the people they name. There is no "someone commented on your task" event. - **Anything about a task's dates or position.** Moving a task to another column, giving it a due date, or a deadline approaching sends nothing. - **Being added to a project.** You are told when a project is archived, never when you join one. - **Assignments to anything other than a person or a role.** Assigning a task to a circle, a group or an external contact notifies nobody, even though the interface accepts it. ## Where to change your settings Two routes reach the same page. From **Account** > **Notifications**, select the **Projects** tab. From inside Projects, open **Project settings** at the bottom of the sidebar and choose **Notifications**, which lands on the Projects tab directly. The tab only appears if you can open Projects at all. For how the page as a whole works, including the global channel switches and the other three tabs, see the settings article below. ## What's Next? - [Configuring my notification settings](/getting-started/how-to-configure-my-notification-settings) - [How do I manage my notifications?](/getting-started/notifications) - [How do I use the My Tasks section?](/collaboration/my-tasks-section) --- ## Setting up Drive notifications URL: https://support.talkspirit.com/en/getting-started/drive-notifications Category: Getting Started · Section: Notifications & status · Type: Tutorial · Tags: notifications ## Setting up Drive notifications Drive notifications tell you when someone else uploads, updates, moves or restores a file, or creates a folder, in a **group drive** you belong to. They stay inside Talkspirit: they appear in the drive's **Activity** panel and put a badge on **Drives** in the navigation. Drive activity never sends you an email. You control them in two places. The bell beside a drive's name covers that one drive. A single switch in **Profile and preferences** covers all of them at once. ## What Drive notifies you about Five kinds of activity produce a notification, and you can switch each one on or off separately: - New files uploaded or created - Files updated - Files moved to the group - Files restored - New folder created Three things are worth knowing before you start. **Only group drives count.** Anything you do in **My drives** produces no activity notification, for you or for anyone else. **You are never notified about your own actions.** The list only ever shows what other members of the group did. **Everything is on by default.** A new member of a group starts with notifications enabled on that group's drive and all five activity types ticked, so this is something you turn down rather than turn on. ## Change notifications for one group drive Open **Drives** in the navigation, select the drive under **Groups drives**, and click the **bell** beside the drive's name. A bell with a line through it means notifications for this drive are currently off. ![A group drive open in the Drives app, with the bell button beside the drive name in the breadcrumb highlighted and labelled "Notification settings for this drive"](/images/getting-started/drive-notifications/01-drive-notification-settings-button.png) In the dialog that opens: 1. Use **Enable notifications** to turn this drive on or off. 2. With it on, tick the activity types you want under **Notification types**. 3. Click **Save**. ![The "Notifications of General" dialog, showing the Enable notifications switch turned on and the five Notification types checkboxes all ticked](/images/getting-started/drive-notifications/02-drive-notification-types.png) The bell only appears on drives belonging to groups you are a member of, and each drive keeps its own settings. ## Change notifications for every drive at once 1. Open the avatar menu at the top right of the classic Talkspirit app and select **Profile and preferences**. 2. Select **Notifications**. 3. Find the **Desktop app and browser notifications** section and the row that begins *"Notifications will allow you to receive updates on your Drive's elements"*. 4. Switch it on or off. This switch is not only a default. Turning it on enables notifications on every group drive you belong to, and turning it off silences them all, overwriting whatever you had set drive by drive. Set the individual drives afterwards, not before. One thing will surprise you here: this section only appears once you have allowed notifications for Talkspirit in your browser. If you have blocked them, the section shows a message about your browser settings instead and the Drive row is not displayed. Use the bell on each drive in that case. ## Where the notifications appear Inside a drive, click **Activity** at the top right to open the **Drive notifications** panel. Each entry names the person, what they did, the file or folder, and the drive it happened in. Clicking an entry takes you to that drive. A red dot sits on the **Activity** button while you have unread activity, and a badge appears on **Drives** in the navigation. Closing the panel marks everything in it as read. ## What Drive notifications do not do **No email.** Group drive activity produces no email at all, so nothing here reaches your inbox, and your administrator's organisation-wide switch for notification emails does not affect it either. **No mobile push.** Drive activity is excluded from mobile push notifications. **No browser pop-up.** Despite sitting under the *Desktop app and browser notifications* heading, Drive activity does not raise an operating-system notification. It only fills the Activity panel and the badge. Sharing a file from **My drives** is a different mechanism, and depending on how your organisation is configured it can send the recipient an email. That is separate from everything above, and neither the bell nor the switch in your preferences controls it. ## What's Next? - [Notifications overview](/en/getting-started/notifications) - [Drive labels](/en/collaboration/working-with-drive-labels) - [Downloading, moving, or deleting Drive files in bulk](/en/collaboration/download-move-delete-files-from-the-drive-in-bulk) - [Group statistics](/en/communication/group-statistics) - [Manage enabled apps on the groups](/en/communication/manage-enabled-apps-on-the-groups) --- ## Talkspirit mobile application URL: https://support.talkspirit.com/en/getting-started/the-mobile-application Category: Getting Started · Section: Navigation basics · Type: Reference The Talkspirit mobile application is the native iOS and Android app for the Talkspirit suite. It lets you read and publish posts, chat and start video meetings, open your files, check your calendar, and manage notifications from your phone. The navigation bar at the bottom shows the app tabs your administrators choose, plus a **Notifications** tab and a **Menu** tab that are always present. ## Where do I get the mobile app? - On **iOS**, download Talkspirit from the App Store. - On **Android**, download Talkspirit from Google Play. Sign in with the same credentials you use on the web. Your organisation and its content appear automatically once you sign in. ## Which tabs appear in the navigation bar? The navigation bar always ends with two tabs you cannot remove: - **Notifications**: the notifications you receive across the suite. You set when notifications are muted from **Menu**, under your preferences. - **Menu**: your profile, your preferences, the apps and directories not shown in the navigation bar, and help. Before those two, your administrators choose which app tabs appear (a default tab, plus up to two more) from this list: - **Home**: your organisation's homepage and its key content. - **Newsfeed**: the posts published to the groups you belong to. - **Chats**: your direct conversations and rooms. When your organisation has videoconferencing enabled, you can start a video meeting from a conversation. - **Drives**: your files and the shared drives you can access. - **Calendar**: your events and the meetings you are invited to. - **Library**: the published pages you can read. - **Users**: the member directory. - **Groups**: the groups directory, where you join, create, or browse groups. Administrators set the tabs from a computer, not from the mobile app. For the steps, see [Setting up the menus on the mobile application](/en/administration-security/setting-up-the-menus-displayed-on-the-mobile-application). ## Next steps - [Signing in with the Talkspirit mobile app](/en/getting-started/sign-in-with-talkspirit-mobile-app) - [Setting up the menus on the mobile application](/en/administration-security/setting-up-the-menus-displayed-on-the-mobile-application) - [Sharing text or URLs on the mobile application](/en/getting-started/share-texturls-on-the-mobile-application) - [Joining a videoconference on mobile](/en/communication/join-a-videoconference-on-mobile) --- ## Signing in with the Talkspirit mobile app URL: https://support.talkspirit.com/en/getting-started/sign-in-with-talkspirit-mobile-app Category: Getting Started · Section: Account & profile · Type: Tutorial You can sign in to Talkspirit on your phone with the mobile app for iOS and Android, or through the mobile site in your browser. Enter your email address or username and your password, use your organisation's single sign-on, or scan a QR code from the app. Once you are signed in, your account opens on the device. ## How do I sign in with my email or username? 1. Open the Talkspirit app on iOS or Android, or your organisation's mobile site. 2. Enter your email address or username, then tap **Continue**. 3. If your account belongs to more than one organisation, select the one you want to open. 4. Enter your password, then tap **Sign in**. If your organisation uses single sign-on, tap the provider button under **Sign in with** instead of entering a password. You can also tap **Get a log-in e-mail** to receive a one-time sign-in link by email rather than typing a password. ## How do I sign in with a QR code? The mobile app shows a **Log in with the QRCode** option on its sign-in screen. Tap it, allow camera access, then tap **Continue** to open the scanner and point your camera at a QR code. Your account opens once the code is read. The QR code is generated by the Talkspirit web interface, under the help menu in the **Download our apps** section (**Connect with QR Code**). This QR display is part of the classic Talkspirit web interface. > **Note:** QR sign-in is available in the mobile app only, not on the mobile site. ## What do I do if I forgot my password? 1. On the password screen, tap **Forgot your password?** below the password field. 2. Talkspirit sends a password reset link to your email address. 3. Open the link from your email to choose a new password. The **Forgot your password?** link appears when you sign in with your email address and a password. If your organisation uses single sign-on, reset your password with your identity provider instead. ## Next steps - [Signing in to Talkspirit](/en/getting-started/signing-in-to-talkspirit) - [Joining Talkspirit](/en/getting-started/join-talkspirit) - [Changing or resetting my password](/en/getting-started/changing-your-password) --- ## Sharing text or URLs on the mobile application URL: https://support.talkspirit.com/en/getting-started/share-texturls-on-the-mobile-application Category: Getting Started · Section: Navigation basics · Type: Tutorial Talkspirit's mobile app lets you send text or a URL from any other app on your phone straight into your Talkspirit chat rooms. Select the content, tap **Share** in your device's share menu, choose **Talkspirit**, then pick the rooms or conversations to send it to. You stay in one place instead of copying between apps. The **Talkspirit** app must be installed on your device, and the **Chat** app must be available in your navigation, because shared content always lands in a chat conversation. ## How do I share text or a URL to Talkspirit? 1. In the other app, select the text or URL you want to share, then open your device's share menu. 2. Tap **Share** and choose **Talkspirit**. 3. The **Share to** panel opens, listing your rooms and direct conversations. Select one or more. 4. The message field is pre-filled with the shared text or URL. Edit it or add your own note. 5. Tap **Share** to send. When you share a single room, you land directly in that conversation. When you share several at once, a confirmation appears and you return to your chat list. > **Tip:** Images and files share the same way. Select them in the other app, choose **Talkspirit**, then pick your rooms and send. ## How is a shared URL displayed? When the shared content is a URL, Talkspirit generates a link preview automatically and shows it above the message field. Turn the preview off before sending if you want to post the address on its own. ## Who can use this feature? Any member can share to Talkspirit from their phone, and no special role is required. The **Talkspirit** app must be installed on the device, and the **Chat** app must be available in the member's navigation: shared content goes into a chat conversation, so the feature does nothing without Chat. ## Next steps - [The Talkspirit mobile application](/en/getting-started/the-mobile-application) - [Signing in with the Talkspirit mobile app](/en/getting-started/sign-in-with-talkspirit-mobile-app) - [Configuring my notification settings](/en/getting-started/how-to-configure-my-notification-settings) --- ## Contact an administrator URL: https://support.talkspirit.com/en/getting-started/how-to-contact-an-administrator Category: Getting Started · Section: Help & support · Type: Tutorial You contact a platform administrator by email from within Talkspirit. Open **Help and more**, select **Information**, then **Contact an administrator**: your email client opens with the administrators' addresses already in the recipients field. Administrators are the members who can change your email address, reset your password, suspend an account, and restore access. To find out who your administrators are, use the **Members** directory. ## How do I contact an administrator by email? 1. In the left-hand navigation, open **Help and more**. 2. Select **Information**. 3. Select **Contact an administrator**. Your email client opens with a subject line already filled in and the administrators' addresses in the recipients field. Up to five administrators are added as recipients. Write your message and send it. ![The Useful links cards on the Information page, including the Contact an administrator card.](/images/getting-started/how-to-contact-an-administrator/information-page-useful-links.png) ## How do I find out who the administrators are? Administrators are listed in the **Members** directory, and each member's role is shown by a badge. 1. Open **Members** from the left-hand navigation. 2. Apply the **Administrator** quick filter to show only administrators. 3. Open an administrator's profile to see their **Contact details**, where you can copy their email address. > **Note:** To get help using Talkspirit itself, use **Chat with us** in **Help and more**. That reaches the Talkspirit support team, not your organisation's administrators. ## Next steps - [Changing my email address](/en/getting-started/changing-your-email-address) - [Changing or resetting my password](/en/getting-started/changing-your-password) - [Help and support in Talkspirit](/en/getting-started/help-and-support) --- ## Editing my own profile information URL: https://support.talkspirit.com/en/getting-started/editing-your-profile-informations Category: Getting Started · Section: Account & profile · Type: Tutorial You edit your own profile from the **Profile & Preferences** settings, opened from your profile picture. Your name, profile picture, and cover image live on the **My Account** page. Your bio, professional details, and contact information live on the **Information** page. Every field saves automatically as you fill it in. ## How do I open my profile settings? 1. Click your **profile picture** to open the account menu. 2. Select **Profile & Preferences**. 3. In the settings menu, choose the page you want to edit: **My Account**, **Information**, or **Notifications**. ![The Account settings menu, listing General, My Account, Information, Notifications, Authentication, Accessibility, MCP keys, and Applications](/images/getting-started/editing-your-profile-informations/01-profile-preferences-menu.png) ## How do I add my name, photo, and cover? The **My Account** page holds your first name, last name, profile picture, and cover image. 1. Open **My Account** from the settings menu. 2. Enter your **First name** and **Last name**. 3. Select **Change profile picture** on your avatar to upload a photo, or **Delete profile picture** to remove it. 4. Select **Change cover picture** to upload a cover image. The recommended format is 1040 x 480 px, up to 2 MB. Your changes save automatically. ![The My Account page, with First name and Last name fields, a profile picture with Change and Delete controls, and a cover image with a Change control](/images/getting-started/editing-your-profile-informations/02-my-account.png) ## How do I complete my profile information? The **Information** page holds your bio, professional details, and contact information. 1. Open **Information** from the settings menu. 2. Write a **Bio** and a **Motto**. 3. Under **Professional information**, fill in your **Position**, **Company**, and **Skills**. 4. Under **Contact information**, add your **Phone**, **Mobile**, and **Location**. Each field saves automatically when you move to the next one. Some fields are managed by your organisation and appear read-only. Contact your administrator to change them. ![The Information page, with the Bio and Motto fields, the Professional information section including Position, Company, Skills, and the Managed by / Manager of reporting-line fields, and the Contact information section with Phone, Mobile, and Location](/images/getting-started/editing-your-profile-informations/03-information.png) ## How do I set my reporting line? When your organisation uses the Member Hierarchy add-on, you set who you report to and who reports to you from the **Professional information** block on the **Information** page. - **Managed by**: the person you report to. - **Manager of**: the people who report to you. Use **Add report** to add each one, and **Remove report** to remove them. These fields are read-only when your organisation manages reporting lines centrally. ## What's next? - [Editing user profile information as an admin](/en/collaboration/edit-user-profile-information) - [Changing my email address](/en/getting-started/changing-your-email-address) - [Changing or resetting my password](/en/getting-started/changing-your-password) --- ## Introducing Talkspirit to my team URL: https://support.talkspirit.com/en/getting-started/introduce-talkspirit-to-your-team-email-template Category: Getting Started · Section: First steps · Type: Tutorial Introduce Talkspirit to your team with the ready-to-use email template below, then send it with your invitation link. Talkspirit is where your team sees a live chart of how work gets done: roles and circles connected to accountabilities, Goals, and projects. Copy the template, customise it to your organisation's context, and send it so everyone can sign in and find their roles quickly. ## How do I roll out Talkspirit to my team? 1. Copy the email template below into your email or messaging tool. 2. Customise it to reflect your organisation's context and goals. 3. Send it with the invitation link to your team members. ## Email template Hi team, To bring structure, transparency, and clear expectations to our organisation, I'm inviting you to join an app called **Talkspirit**. In Talkspirit you see a visualisation of our organisation based on roles and teams (circles). It connects the roles people actually fill to a clear map of accountabilities, metrics, projects, and Goals. You can always see which roles and teams you belong to, and the purpose each team is pursuing. **Why are we using Talkspirit?** It helps us: - Support our new organisation design - See what everyone is working on and who decides what - Organise our meetings and record decisions in one place - Give everyone more autonomy and speed up decisions - Make onboarding new team members easier **How to get started:** 1. You will receive an email invitation shortly. Create your account with your work email and set a password. If our organisation uses single sign-on (SAML or SSO), use the single sign-on button on the sign-in page, no password required. 2. Setting up your account takes a few minutes. Set your notification preferences early so you stay informed. 3. Explore your roles and circles, and check that everything looks accurate. If something is off, let your team lead know. ## Next steps - [Editing my own profile information](/en/getting-started/editing-your-profile-informations) - [Navigating a member's profile](/en/collaboration/how-to-navigate-members-profile) - [Exporting my organisation's data as a member](/en/administration-security/export-my-organisations-data-as-a-member) - [Configuring my notification settings](/en/getting-started/how-to-configure-my-notification-settings) --- # Communication ## Using the Newsfeed URL: https://support.talkspirit.com/en/communication/using-the-newsfeed Category: Communication · Section: News Feed & posts · Type: Tutorial ## Using the Newsfeed The Newsfeed is where you read and publish posts in Talkspirit. It shows the posts published in the groups you follow and the private posts addressed to you personally, with the most recent activity first. Open it by clicking **Newsfeed** in the navigation bar. This page is a tour of the feed: what appears in it, the controls at the top, and how to choose which groups appear. ![The Newsfeed in card view: the New button and the groups list (General, Green Initiatives, Management Committee, Website Redesign 2025) on the left, the action bar with the card and list view toggle, the Assigned to me, Private posts and My favorite posts filters and the three-dot menu across the top, and a group post with its comments below](/images/communication/using-the-newsfeed/01-newsfeed-card-view.png) ## What appears in the Newsfeed? The feed gathers three kinds of content: - **Posts from the groups you follow.** You automatically follow every group you join, so your feed starts with the posts of all your groups. Posts published by integrations connected to those groups appear in the same stream. - **Private posts**: posts addressed to you personally rather than to a group. Only the author and the recipients see them. - **Events and shared files** published in your groups. Posts are ordered by most recent activity, so a post moves back up when it receives a comment. Two kinds of posts sit above the stream instead: - A post **pinned** by a group manager stays at the top of that group's feed. - A post an administrator has **set as important** stays at the top of every recipient's Newsfeed until they have seen it. See [Defining important posts](/en/communication/define-important-posts). If your organisation uses the post validation workflow, some posts reach the feed only after a reviewer approves them. See [Getting a post reviewed before publishing](/en/communication/how-to-get-a-post-review-with-the-review-process). ## What can I do from the top of the feed? - Click **New** to publish: **Create a post**, **Create a photo gallery**, **Create a poll** or **Create a checklist**. - Search the feed by keyword, and narrow the results by author, group, label or date. - Switch between **Card view** and **List view**. - Apply a quick filter: **Assigned to me**, **Private posts** or **My favorite posts**. Filters can be combined with a search. - Open the three-dot menu for **See followed events**, **See my drives** and, when your organisation uses the validation workflow, **See validations list**. ![The right-hand end of the Newsfeed action bar: the card and list view toggle, the three quick filter icons (Assigned to me, Private posts, My favorite posts), and the three-dot menu open below them listing See validations list, See followed events and See my drives](/images/communication/using-the-newsfeed/02-action-bar-more-menu.png) ## How do I filter read and unread posts? 1. Click your profile picture, select **Profile and preferences**, then open the **General** section and switch on **Unread mode**. 2. Back in the Newsfeed, click **Unread** at the top of the feed to show only the posts you have not read yet. 3. Click **All posts** to return to the full view. Unread posts carry a **NEW** label, and a dot appears next to the group in the sidebar. Click **Mark all as read** to clear all the indicators at once. ## How do I stop a group's posts from appearing? Unfollow the group. You stay a member and can still open the group, but its posts leave your Newsfeed and you stop receiving notifications about them, including in the daily digest email. There are two ways: - Open the group and turn off the **Follow** switch in its header. - On any of the group's posts, open the three-dot menu and select **Unfollow this group**. Follow the group again at any time using the same controls. > **Note:** Some groups cannot be unfollowed: default groups that gather all members, and groups an administrator has locked. Their **Follow** switch is greyed out. ![The header of the Green Initiatives group, with the Follow switch outlined in the group's action pill; the switch is on, and Favorite and Member sit beside it](/images/communication/using-the-newsfeed/04-group-follow-switch.png) ## What's Next? - [Publishing, editing, or deleting a post](/en/communication/publishing-editing-or-deleting-a-post) - [Scheduling a post](/en/communication/scheduling-a-post) - [Understanding Groups](/en/communication/groups) - [Searching within the Talkspirit news feed](/en/getting-started/search-posts-files-and-messages) --- ## The General Group URL: https://support.talkspirit.com/en/communication/the-general-group Category: Communication · Section: Groups & rooms · Type: Quick Fix · Tags: guests ## The General Group The General group is created automatically with your Talkspirit organisation. It is the default group: every new member joins it automatically at sign-up (guests do not), which makes it the natural channel for organisation-wide announcements. A chat room linked to the General group is also created automatically and appears in **Chats** in the left sidebar. > **Note:** Administrators can change which groups new members join automatically, and can lock those groups so members cannot leave them. See [Set the organisation-wide defaults for groups](/communication/modifying-default-privileges-for-groups). ## How do I use the General group effectively? The General group is the space where all your members are gathered. Use it exclusively for content of general interest to the entire organisation, such as: - Announcements from the project sponsor. - Arrival of new employees. - Major customer wins or successes. - Key news related to your products or services. - Announcements from leadership (including via live video). - New groups you want to promote. ![General group news feed showing a welcome post addressed to all members](/images/communication/the-general-group/01-general-group-newsfeed.png) ## How do I use the General group chat? The General group chat is for quick, informal exchanges between colleagues, while posts in the group carry the official announcements. ![The Chats app with its Conversations list in the left panel, where the General group chat room sits alongside the other group chat rooms and is currently open](/images/communication/the-general-group/02-general-group-chat-room.png) ## How do I launch the General group successfully? Before inviting all members to Talkspirit, publish a welcome message to set expectations. Involve the project sponsor to give the group immediate legitimacy. Consider including: - A welcome and context for the launch. - The personal and collective benefits members will gain. - An overview of the main groups open to everyone. - The next steps of the project. Pin this post to the top of the group, or set it as important, to give it lasting visibility. Pinning a post requires group manager rights in the group; **Set as important** is reserved for administrators. ## What's Next? - [Publishing, editing, or deleting a post](/communication/publishing-editing-or-deleting-a-post) - [Defining important posts](/communication/define-important-posts) - [Understanding Groups](/communication/groups) - [The Newsfeed](/communication/using-the-newsfeed) --- ## Creating a group URL: https://support.talkspirit.com/en/communication/creating-a-group Category: Communication · Section: Groups & rooms · Type: Tutorial ## Creating a group Groups in Talkspirit are shared spaces where a team, a project or a community shares posts, files and conversations. You create a group in two short steps: describe it and set its privacy, then choose its purpose and apps. > **In summary:** On the **Groups** page, click **Create new group**, fill in the title and privacy, click **Next**, choose a purpose and the apps to enable, then click **Create**. ## Who can create a group? By default, all members can create groups. Administrators can change this separately for each privacy level: in **Administration** > **Groups settings**, under **Create groups**, the right to create open, private and secret groups is either **Allow all members** or **Administrators and groups administrators only**. Guests can never create groups. In the creation form, privacy levels you cannot use are greyed out. If no privacy level is open to you, ask an administrator, or see [The Groups Administrator](/en/communication/the-groups-administrator) to learn how this right is delegated. ## Step 1: describe the group 1. Go to **Groups** in the navigation and click **Create new group**. ![Groups page with the Create new group button in the top-right corner](/images/communication/creating-a-group/01-groups-directory-create-new-group.png) 2. Fill in the **Title** (required) and, if you wish, a **Description**. 3. If your organisation has defined group topics, select a **Topic**. 4. Under **Privacy**, select a level: - An **open** group is accessible to all members. - A **private** group is accessible to its members only. Users can request access or be invited. - A **secret** group is a private group that is invisible to non-members. It does not appear in the groups list, and access requests are disabled. 5. Pick a **Cover picture**, or upload your own (960 x 443 px), then click **Next**. ![Create a group window with the Title, Description, Privacy and Cover picture fields](/images/communication/creating-a-group/02-create-a-group-form.png) ## Step 2: choose the purpose and apps 1. Select a **Purpose**: **Sharing of information**, **Team work**, **Thematic** or **Other**. Your choice pre-selects the apps below, and you can adjust them. 2. Under **Apps**, switch **Newsfeed**, **Chats**, **Drives**, **Calendar** and **Projects** on or off. Only the apps activated on your organisation appear. 3. Click **Create**. ![Second step of the Create a group window with the Purpose dropdown and the app switches](/images/communication/creating-a-group/03-create-a-group-purpose-and-apps.png) The group opens on its About page. You are its first member and its group manager, so you can invite members right away. If a message tells you that your organisation has reached the maximum number of groups allowed by its subscription plan, contact an administrator. ## Creating a group from the administration Administrators and groups administrators can also create groups from **Administration** > **Manage groups**: click **Create group**, then follow the same two steps. ![Manage groups page in the administration with the Create group button](/images/communication/creating-a-group/04-manage-groups-create-group.png) ## What's Next? - [Inviting members to join a group](/en/communication/inviting-members-to-join-a-group) - [The General Group](/en/communication/the-general-group) - [Configuring default, source, and locked groups](/en/administration-security/configuring-default-source-and-locked-groups) - [Managing enabled apps on a group](/en/communication/manage-enabled-apps-on-the-groups) - [Archive a group](/en/communication/archive-a-group) --- ## Inviting members to join a group URL: https://support.talkspirit.com/en/communication/inviting-members-to-join-a-group Category: Communication · Section: Groups & rooms · Type: Tutorial · Tags: guests ## Inviting members to join a group You add people to a group from the group itself, through its **Invite** panel. Depending on the group's permissions, this is open to all group members or reserved to group managers. Guest users can never add or invite anyone. ## How do I invite someone to join a group? 1. Open the group and click the **Invite** icon (a person with a plus sign) at the top right. If you do not see it, you do not have the right to add people to this group. 2. Choose what to do: - **Add existing users**: pick people who already have an account in your organisation. - **Invite new members**: invite people who are not on Talkspirit yet. They receive an invitation email and are added to this group automatically when they sign up. - **Invite new guests**: invite people as guests. Guests are restricted users who only access the groups they are invited into. ![The group page with the Invite panel open, showing Add existing users, Invite new members and Invite new guests](/images/communication/inviting-members-to-join-a-group/01-group-invite-panel.png) ## Adding existing users Add users one by one by typing the first letters of their name, or click **or paste a list of email addresses** and paste your list. Then click **Add**. The people you select become group members directly; there is no invitation for them to accept. ![The Add existing users to the group dialog, with the line Add users one by one or paste a list of email addresses, an Add users search field, and Cancel and Add buttons](/images/communication/inviting-members-to-join-a-group/02-add-existing-users-dialog.png) ## Inviting new members or guests Enter each person's **email address** (first name and last name are optional), or paste a list of addresses. New members are also added to your organisation's default groups when they sign up. New guests must be given at least one group, and the group you started from is preselected. These two entries appear only if your organisation allows you to invite new people; administrators always can. The settings behind this, and the invitation follow-up, are covered in [Inviting new users, members, or guests](/en/administration-security/inviting-new-users-members-or-guests). ## Who can add members to a group? An administrator sets the organisation-wide rule in **Groups settings**, under **Add and remove group members**: only group managers, or all group members. A group manager can adjust it for their own group: open the group's **Settings** panel, click **Manage permissions**, and use **Set who can add and remove members**. That option only appears when the organisation allows group managers to overwrite the default, so it is normal not to see it in some organisations. Administrators can also add users to any group in bulk from the **Manage groups** screen; see [Managing groups](/en/administration-security/managing-groups). ## What's Next? - [Creating a group](/en/communication/creating-a-group) - [Joining or asking for access to a group](/en/communication/joining-or-asking-for-access-to-a-group) - [Dynamic groups and people sets](/en/communication/dynamic-groups-and-people-sets) - [Leaving a group](/en/communication/leaving-a-group) --- ## Adding videos to a publication URL: https://support.talkspirit.com/en/communication/adding-videos-to-publications Category: Communication · Section: News Feed & posts · Type: Tutorial ## Adding videos to a publication You can add videos to your posts on the news feed, with an experience similar to images. The video plays directly inside the publication when the player is clicked. ## How do I insert a video? In the post editor, add a video in one of three ways: - Type **/** in the text area and select **Video**, then upload a video file, or open the **Video from URL** tab and paste a link to a video file - Drag and drop a video file from your computer into the editor - Paste a video file from your clipboard > **Tip:** Use an MP4 video to make sure it is displayed correctly for all users. Other video formats may not work consistently across different browsers. ![The post editor with a slash typed in the body and the insert menu open, listing Text, Heading, Emoji, Mention, Quote, Bullet list, Ordered list, Table, Image and Video](/images/communication/adding-videos-to-publications/01-insert-menu-video.png) ## How do I resize a video or add a caption? Click the video in the editor: - Drag the handles to resize it, as you would an image - Select **Legend** in the video toolbar to add a caption below the video ![A video embedded in the post editor: two rounded resize handles sit on its left and right edges, and a small dark toolbar at its top right carries a Legend button](/images/communication/adding-videos-to-publications/02-video-in-editor-legend.png) ## What is the maximum video size? The maximum size of an uploaded video is your organisation's file upload limit, which depends on its plan. If a file exceeds the limit, a **File too big** message shows the limit that applies to your organisation. ## What's Next? - [Creating a photo gallery in Talkspirit](/en/communication/the-photo-gallery) - [Formatting a post or comment](/en/communication/formatting-a-post) - [Publishing, editing, or deleting a post](/en/communication/publishing-editing-or-deleting-a-post) --- ## Joining or requesting access to a group URL: https://support.talkspirit.com/en/communication/joining-or-asking-for-access-to-a-group Category: Communication · Section: Groups & rooms · Type: Tutorial ## Joining or requesting access to a group You can join an open group in one click from the groups directory. Private groups require you to request access and wait for approval, by default from a group manager. Joining a group adds it to your left sidebar and its posts to your newsfeed. ## How do I find all available groups? 1. Click **Groups** in the left sidebar. 2. Browse the groups directory. It lists every open and private group in your organisation, along with the groups you already belong to. Secret groups never appear in the directory and do not accept access requests: the only way in is to be added by someone who manages the group. Guest accounts see only the groups they have been added to and cannot join other groups themselves. Select the **My groups** tab to see only the groups you belong to. ![The alpine groups directory: the All, My groups, Managed by me, Following and Favorite tabs across the top with a Create new group button on the right, and four group cards below — General and Website Redesign 2025, which the viewer belongs to, Green Initiatives with See and Join links, and Management Committee with a lock icon next to its name and a Request access button](/images/communication/joining-or-asking-for-access-to-a-group/01-groups-directory.png) ## How do I join an open group? You can browse an open group's newsfeed, files, and calendar without being a member. Joining makes you a member and adds the group to your sidebar. ### From the groups directory Click **Join** on the group's card. To look around first, click **See**: you can browse the group and join later. ![The Green Initiatives card in the groups directory: the group name, its description, "Last activity an hour ago", a member count of 0, and the See and Join links side by side at the bottom right](/images/communication/joining-or-asking-for-access-to-a-group/02-open-group-see-and-join.png) ### From inside the group - If you try to publish in an open group you have not joined, the message **You must be a group member to participate.** appears with a **Join the group** button. - You can also click **Join** in the group's header. ## How do I request access to a private group? Private groups display a lock icon next to their name, and their content stays hidden until your request is accepted. 1. Click **Request access** on the group. ![The Management Committee card in the groups directory: a padlock icon before the group name, its description, "Last activity an hour ago", a member count of 0, and a Request access button at the bottom right](/images/communication/joining-or-asking-for-access-to-a-group/03-private-group-request-access.png) 2. Wait for your request to be accepted. By default the group's managers are notified and accept or reject requests from the group's member list. Administrators can always accept a request, and in groups where all members may add and remove members, any member of the group can accept it. To withdraw a pending request, click **Cancel request**. ## What happens when I join a group? When you join a group: - The group appears under **Groups** in the left sidebar, in alphabetical order. - Its posts appear in your newsfeed automatically. Switch off **Follow** in the group's header if you want to stay a member without following its posts. - You appear in the group's member list. ## What's Next? - [Leaving a group](/en/communication/leaving-a-group) - [The General Group](/en/communication/the-general-group) - [Creating a group](/en/communication/creating-a-group) - [Inviting members to join a group](/en/communication/inviting-members-to-join-a-group) - [Archive a group](/en/communication/archive-a-group) --- ## Leaving a group URL: https://support.talkspirit.com/en/communication/leaving-a-group Category: Communication · Section: Groups & rooms · Type: Tutorial ## Leaving a group You can leave a group at any time from its **Settings** panel. The only groups you cannot leave are locked and source groups, where your organisation has made membership mandatory. Guests do not see the option in the group's Settings panel. ## How do I leave a group? 1. Open the group and click the **Settings** icon at the top right. 2. Click **Leave this group**. 3. Click **Leave** to confirm. ![The group's Settings panel open on the right of the group page, listing Statistics, Leave this group, Archive this group, and Delete this group](/images/communication/leaving-a-group/01-group-settings-leave-this-group.png) You can also leave from the groups directory: click **Groups** in the navigation, then **Leave** on the group's card. If you manage the group, leaving also gives up your group manager rights. You can leave even if you are the only manager: the group keeps working, and administrators see a "This group has no manager." alert in **Manage groups**. Appoint another group manager before you leave. > **Note:** If **Leave this group** is missing, the group is a locked or source group. Membership is mandatory, and only your administrators can remove you from it. ## What happens when I leave a group? When you leave a group: - The group disappears from your navigation and its posts no longer appear in your newsfeed. - You can no longer post or comment in the group. - You no longer appear in the member list. You can still read an open group without being a member: its newsfeed, drive, and calendar stay accessible to every member of the organisation. ## Can I rejoin a group I left? That depends on the group's privacy. Find the group by clicking **Groups** in the navigation: - **Open group**: click **Join** on the group's card to rejoin immediately. - **Closed group**: click **Request access**. A group manager must approve your request. - **Secret group**: the group is no longer visible to you. Ask a group manager to add you again. ## What's Next? - [Joining or asking for access to a group](/en/communication/joining-or-asking-for-access-to-a-group) - [Creating a group](/en/communication/creating-a-group) - [Archive a group](/en/communication/archive-a-group) - [Inviting members to join a group](/en/communication/inviting-members-to-join-a-group) --- ## Changing the privacy level of a group URL: https://support.talkspirit.com/en/communication/changing-the-privacy-level-of-a-group Category: Communication · Section: Groups & rooms · Type: Tutorial · Tags: permissions ## Changing the privacy level of a group Group managers can change a group's privacy level at any time. A group has one of three privacy levels: **open** (accessible to all members of the organisation), **private** (accessible to its members only), or **secret** (private and invisible to everyone except its members). ## Change the privacy level 1. Open the group and click the cog icon (**Settings**) in the panel on the right of the group page. 2. Select **Information & privacy**. 3. Under **Privacy**, select the new level. 4. Click **Save**. ![A group's Settings panel open on the right of the group page, listing Information and privacy, Manage permissions, Manage enabled apps, Statistics, Leave this group, Archive this group, and Delete this group](/images/communication/changing-the-privacy-level-of-a-group/01-group-settings-information-and-privacy.png) ![The Edit information dialog for a group, with the Privacy section offering three levels: an open group accessible to all members (selected), a private group accessible to its members only, and a secret group that is invisible to everyone except its members](/images/communication/changing-the-privacy-level-of-a-group/02-edit-information-privacy-levels.png) If a privacy level appears greyed out, your organisation limits who can create groups with that level, and the same limits apply when changing one. Groups administrators can always select all three levels. ## What are the consequences of changing the privacy level? **Changing from open to private or secret:** - The group and its content are only accessible to its members. Existing members keep their access. - New users join a private group by invitation, or by sending an access request that a group manager approves. - A secret group no longer appears in the groups directory for non-members, and access requests are disabled: you must invite users. **Changing from private or secret to open:** - The group and its content become accessible to all members of your organisation. - Members receive a notification that the group is now open, unless they have disabled it in their notification settings. - Users must still join the group before they can post in it. ## Who can change a group's privacy level? The **Information & privacy** entry appears only for the group's managers, both in the group's settings and in the **Manage groups** dashboard. Organisation administrators and groups administrators hold the same right on every group; on an open group they do not manage yet, they first select **Become group manager** in the group's row menu in Manage groups. ## What's Next? - [Understanding Groups](/en/communication/groups) - [Joining or requesting access to a group](/en/communication/joining-or-asking-for-access-to-a-group) - [Inviting members to join a group](/en/communication/inviting-members-to-join-a-group) - [The Groups Administrator](/en/communication/the-groups-administrator) --- ## Attaching files to a post in Talkspirit URL: https://support.talkspirit.com/en/communication/attaching-files-to-a-post Category: Communication · Section: News Feed & posts · Type: Tutorial · Tags: files ## Attaching files to a post in Talkspirit All members can attach files to posts and comments in the Newsfeed. You can upload from your computer, attach a file already stored in the Drive, or link an external resource. The maximum size per file depends on your organisation's plan: 500 MB on Standard, 1 GB on Premium and Business. Attached files are not added to the group Drive automatically: they stay on the post unless you place them there yourself. ## How do I attach a file to a post? 1. In the Newsfeed, click the **New** menu and choose **Create a post**. 2. In the post draft, click the **paperclip** icon. 3. Click **My computer** and choose a file. If your organisation has switched on a cloud connector, **Google Drive**, **Dropbox**, **Onedrive** or **Box** appears in the same menu. 4. Fill in the recipients, a title and your content, then click **Publish**. You can also drag and drop files straight into the post draft. To copy an attachment into the group's Drive afterwards, click **Place into Drives section** on the attachment of the published post and pick a folder. A link is kept between the attachment and the Drive file, so changes to the file also apply to the attachment. ![The paperclip button in a post draft's attachment toolbar, its tooltip reading Send files, with the menu open below it on My computer and External resource](/images/communication/attaching-files-to-a-post/01-paperclip-menu.png) ## How do I attach an external resource link? 1. In the post draft, click the **paperclip** icon and select **External resource**. 2. In the **Share an external resource** window, fill in the **Resource name** and **Resource url** fields. 3. Click **Add file** to attach it. 4. Click **Publish**. ![The Share an external resource window: a line of guidance, then empty Resource name and Resource url fields, with Cancel and Add file buttons](/images/communication/attaching-files-to-a-post/03-share-external-resource-dialog.png) ## How do I share a file in a comment? 1. Click in the **Add a comment** field under any post. 2. Click the **paperclip** icon next to the comment field. 3. Choose **My computer**, **External resource**, or, if your organisation allows it, **Code snippet**. The cloud connectors appear here too when they are switched on. > **Note:** Event drafts carry no file attachments. To share a file about an event, attach it to a post or a comment instead. ![The comment field under a post, with the paperclip icon selected and its menu open on My computer, Code snippet and External resource](/images/communication/attaching-files-to-a-post/02-comment-paperclip-menu.png) ## How do I attach a Drive file to a post? 1. Go to the **Drive** and click the file you want to share. 2. Click **Other actions** (the three-dot menu) and select **Attach to a post**. 3. A new post draft opens with the file attached. 4. Fill in the recipients, a title and your content, then click **Publish**. ![A selected Drive file and the action bar above it, with the three-dot Other actions menu open on Rename, Make a copy and Attach to a post](/images/communication/attaching-files-to-a-post/04-drive-attach-to-a-post.png) ## Who can attach files, and how large can they be? Anyone who can post or comment in a group can attach files: there is no separate attachment permission. Posting and commenting rights are set per group by its group managers. See [Publishing, editing, or deleting a post](/en/communication/publishing-editing-or-deleting-a-post). File attachments come with the Newsfeed module on every Talkspirit plan. Sharing from Google Drive, Dropbox, Onedrive or Box requires an administrator to activate the connector for your organisation first; the connectors are switched off by default. ## What's Next? - [Publishing, editing, or deleting a post](/en/communication/publishing-editing-or-deleting-a-post) - [Identifying who has seen a post](/en/communication/how-to-identify-whos-seen-a-post) - [Talkspirit Drive](/en/collaboration/talkspirit-drive) --- ## Managing enabled apps on a group URL: https://support.talkspirit.com/en/communication/manage-enabled-apps-on-the-groups Category: Communication · Section: Groups & rooms · Type: Tutorial · Tags: permissions ## Managing enabled apps on a group Each Talkspirit group can use five apps: **Newsfeed**, **Chats**, **Drives**, **Calendar**, and **Projects**. As a group manager, you choose which of these apps are enabled, depending on the purpose of the group and the team's needs. You can also select the apps when you create the group. > **Role prerequisite:** Only group managers see the **Manage enabled apps** option. ## How do I enable or disable apps on a group? 1. Open the group and click the **Settings** button (cog icon). 2. Select **Manage enabled apps**. ![A group's Settings panel open on the right of the page, with Manage enabled apps highlighted below Information & privacy and Manage permissions](/images/communication/manage-enabled-apps-on-the-groups/01-group-settings-manage-enabled-apps.png) 3. Use the switch next to each app to enable or disable it. 4. Click **Save**. ![The Manage enabled apps window, with one card per app — Newsfeed, Chats, Drives, Calendar and Projects — each carrying a one-line description and a switch, all switched on, and Cancel and Save buttons at the bottom](/images/communication/manage-enabled-apps-on-the-groups/02-manage-enabled-apps-window.png) The change applies to all group members. ## What happens to existing content? Disabling an app hides its content from the group; nothing is deleted. When you enable the app again, the existing posts, files, events, tasks, and chat history become available again. While Chats is disabled, the group's conversation no longer appears in members' chat lists. It comes back with its full history when you re-enable the app. > **Note:** An app that an administrator has deactivated for the whole organisation does not appear in the group's list. ## What's Next? - [Creating a group](/en/communication/creating-a-group) - [Group statistics](/en/communication/group-statistics) - [Group projects](/en/communication/group-projects) - [Drive notifications](/en/getting-started/drive-notifications) --- ## Archive a group URL: https://support.talkspirit.com/en/communication/archive-a-group Category: Communication · Section: Groups & rooms · Type: Reference · Tags: admin ## Archive a group By archiving a group, you hide the group and all its content from members without deleting anything permanently. An archived group can be restored later with its posts, chat room, and Drive documents intact. Group managers can archive the groups they manage; administrators and groups administrators can archive any group. ## What happens when a group is archived? When a group is archived: - The group disappears from its members' group lists, and its posts no longer appear in the newsfeed. - Posts from the group can still be found with the search engine. They carry an **(Archived)** label. - Members can no longer post in the group, comment, react, or add labels to its posts, and existing comments can no longer be edited or deleted. - Checklists on the group's posts are frozen: items cannot be ticked, and assignees cannot be added or removed. - The group's chat room is hidden. - The group's Drive documents are no longer accessible. - Posts from the group can still be added to or removed from your favourites. > **Warning:** Two effects of archiving are permanent, even if you restore the group later: the group's integrations are deleted, and guests are removed from the group. Set them up again after restoring the group if you need them. ## Archive a group from its settings 1. Open the group and click the **Settings** cogwheel icon in the group's side panel. 2. Click **Archive this group**. 3. Click **Archive** to confirm. ![A group's Settings panel open on the right of the page, with Archive this group highlighted between Leave this group and Delete this group](/images/communication/archive-a-group/01-group-settings-archive-this-group.png) ## Archive a group from Manage groups Administrators and groups administrators can also archive any group from **Administration → Manage groups**: 1. Find the group in the list. 2. Click the cogwheel icon on the group's row. 3. Select **Archive group**. 4. Click **Archive** to confirm. ![The classic Manage groups screen with the cogwheel menu open on one group's row, listing Information & privacy, Manage users, Add users, Link group with a people set, Download users list, Revoke my rights and leave group, Archive group and Delete group](/images/communication/archive-a-group/02-manage-groups-archive-group.png) Once archived, the group's image is greyed out and **(Archived)** appears next to its title. The group also leaves the default **Manage groups** list: select **Archived groups** in the drop-down filter at the top left of the list to display archived groups. ## Restore an archived group Restoring is done from **Administration → Manage groups**, so it requires administrator or groups administrator rights. 1. Go to **Manage groups** and select **Archived groups** in the drop-down filter. 2. Click the cogwheel icon on the group's row. 3. Select **Restore group**. 4. Click **Restore** to confirm. ![The Manage groups screen with the drop-down filter set to Archived groups. One group is listed, its name followed by (Archived), and the cogwheel menu on its row is open showing Restore group and Delete group](/images/communication/archive-a-group/03-archived-groups-restore.png) The group becomes visible to its members again, its posts return to the newsfeed, and its chat room and Drive documents are accessible again. Integrations and guest memberships are not restored. ## What's Next? - [Creating a group](/en/communication/creating-a-group) - [Joining or asking for access to a group](/en/communication/joining-or-asking-for-access-to-a-group) - [Managing group labels](/en/communication/managing-group-labels) - [Manage all groups as an administrator](/en/administration-security/managing-groups) --- ## Group topics URL: https://support.talkspirit.com/en/communication/groups-topics Category: Communication · Section: Groups & rooms · Type: Tutorial · Tags: admin ## Group topics Group topics in Talkspirit are categories that classify the groups of your organisation. When groups are assigned to topics, the groups directory and the navigation sidebar display groups sorted by topic, so members find the right group faster. Creating topics requires administrator rights or the groups administrator delegation. ## How do I create and manage group topics? 1. Go to **Administration** and click **Manage groups** in the **Groups** section. 2. Open the **Topics** tab. 3. Type a name in the **Topic title** field and click **Add**. From the same tab you can rename a topic, delete it with the trash icon, and use the search field under each topic to choose which groups belong to it. ![The Topics tab of Manage groups in Administration. A "Topic title" field sits next to a greyed-out Add button, and below it one existing topic, "Departments", with a trash icon on its right and a "Select groups..." search field underneath for attaching groups to it.](/images/communication/groups-topics/01-manage-groups-topics-tab.png) ## How do I assign a topic to a group? Once topics exist, a group can be assigned to a topic in two ways: - From the **Topics** tab of **Manage groups**: use the group search field under a topic to attach groups to it. - From the group itself: group managers can open the group's settings panel, click **Information & privacy**, and choose a topic in the **Topic** dropdown. The same dropdown appears when creating a group. The **Topic** dropdown is only visible once at least one topic has been created. ## How do groups appear when topics are assigned? In the groups directory, groups are listed under a heading for each topic, and groups without a topic appear under **Others**. When you search the directory, results are sorted by relevance instead of topic. In the navigation sidebar, groups are also sorted by topic. Each member can turn this off for their own sidebar in **Preferences → General**, with the **Enable groups topics** switch. ## What's Next? - [Creating a group](/en/communication/creating-a-group) - [Manage all groups as an administrator](/en/administration-security/managing-groups) - [Configuring default, source and locked groups](/en/administration-security/configuring-default-source-and-locked-groups) - [Managing group labels](/en/communication/managing-group-labels) --- ## Dynamic groups and people sets URL: https://support.talkspirit.com/en/communication/dynamic-groups-and-people-sets Category: Communication · Section: Groups & rooms · Type: Tutorial · Tags: admin ## Dynamic groups and people sets A dynamic group is a group linked to a people set, a saved member search. Every member matching the search is added to the group automatically: when a new member joins the organisation, or an existing member's profile changes to match the criteria, that member is added immediately. Members who stop matching the search are not removed automatically, and members added by a people set are free to leave the group at any time. > **In summary:** Create a people set (a saved member search) under **Administration → Manage users → People sets**, then link a group to it. All matching members join the group automatically; nobody is ever removed automatically. > **Role prerequisite:** Managing people sets requires administrator or [user administrator](/en/administration-security/the-user-administrator) rights. People sets are included in certain subscription plans; if your plan does not include them, the screens below show an upgrade notice instead. ## What is a people set? A people set is a saved member search with a name. The criteria come from member profiles: skill, location, position, company, manager, and any custom profile fields your organisation has defined. Only members can belong to a people set; guests are never included. A people set without any criteria brings together every member of the organisation. People sets are managed in the classic Talkspirit interface. In the new interface, the **People sets** tab of the Administration Users screen is not yet functional, so use the classic screen described below; it will change when this area is updated. ## Create a people set 1. Go to **Administration → Manage users** and open the **People sets** tab. 2. Click **New People set**. 3. Select your search criteria. The list underneath shows the members currently matching them. 4. Type a name in the **People set name** field and click **Create**. ![The people set creation window, opened from the People sets tab of Manage users. It is headed "Select search criteria" with "15 selected members" on the right, and a search field whose suggestions list the available criteria: skill, location, position, company and manager. Underneath, every matching member is listed with their email address. At the bottom, a "People set name" field has been filled in with "All members", next to Cancel and Create buttons.](/images/communication/dynamic-groups-and-people-sets/01-create-people-set.png) Each people set appears as a card showing its criteria, its member count and the groups it is linked with. From the card's action menu you can **Rename**, **Edit** or **Delete** it. As soon as the people set is linked to a group, the **Edit** option is no longer offered; renaming and deleting remain possible. ## Link a group to a people set A group manager links their group from the group itself: 1. Open the group and click the **Invite** button in the group's side panel. 2. Choose **Link this group with a people set**. 3. Select the people set and click **Confirm**. ![A group with its Invite panel open on the right, listing Add existing users, Invite new members, Invite new guests, Link this group with a people set and Download users list. In front of it, the Link this group with a people set window is open with the Select a people set list dropped down, showing No people set and All members](/images/communication/dynamic-groups-and-people-sets/02-link-group-with-people-set.png) All members of the people set are added to the group straight away. Members who already belonged to the group stay in it even if they are not part of the people set, and group managers can still add members manually. A group can be linked to one people set only. Administrators and groups administrators can also link any group from **Administration → Manage groups**: open the group's action menu and choose **Link group with a people set**. ## Manage or remove the link Once a group is linked, the same menu entries become **Manage people set link** (on the group) and **Manage people set** (in Manage groups). To remove the link, select **No people set** in the list and confirm. Removing the link does not remove any member from the group. In the group's user list, the **Show users from the people set only** filter button displays only the members who belong to the people set. ![The group's user panel with the All, Members and Guests tabs, a search field, and beside it the pressed people-set filter button whose tooltip reads "Show users from the people set only". Below, the members added by the people set are listed with their avatars and when they joined](/images/communication/dynamic-groups-and-people-sets/03-people-set-filter.png) ## What's Next? - [Creating a group](/en/communication/creating-a-group) - [Configuring default, source and locked groups](/en/administration-security/configuring-default-source-and-locked-groups) - [Inviting members to join a group](/en/communication/inviting-members-to-join-a-group) - [Manage all groups as an administrator](/en/administration-security/managing-groups) --- ## Set the organisation-wide defaults for groups URL: https://support.talkspirit.com/en/communication/modifying-default-privileges-for-groups Category: Communication · Section: Groups & rooms · Type: Tutorial · Tags: admin **Groups settings** is where you decide who may create groups, and what members are allowed to do inside every group by default. It also decides something less obvious and more useful: **whether a group manager may change any of it for their own group.** If a colleague tells you a permission is missing from their group's settings, this page is almost always the reason. Groups are served by classic Talkspirit, so this screen lives there rather than in the new Administration area. ## Who can open this page **Administration → Groups settings**, in classic Talkspirit. Both organisation administrators and groups administrators can reach it. They do not see the same thing. **Everything on this page except the last three settings is visible only to a full organisation administrator.** A groups administrator opens the same page and sees only **Default groups to new members**, **Source groups** and **Other locked groups**. If a delegated administrator tells you the permission settings are not there, that is expected. ## Choose who may create groups Three separate questions, one for each kind of group: - **Who can create open groups?** - **Who can create private groups?** - **Who can create secret (private and invisible) groups?** Each offers the same two answers: **Administrators and groups administrators only**, or **Allow all members**. Setting them independently is the point. A common arrangement is to let anyone start an open group, and to keep secret groups in the hands of administrators, so that invisible spaces are only ever created deliberately. Below them sits **Who will be notified for new open groups?**, set to **No one** or **All users**. This one is easy to switch on and regret: it sends a notification to the whole organisation every time anybody creates an open group. ## Set the default for what members may do inside groups Three permissions have an organisation-wide default here: | Permission | Shown when | | --- | --- | | **Add / delete integrations in groups** | the Newsfeed module is enabled | | **Add and remove group members** | always | | **Manage labels in groups** | the Newsfeed module is enabled | Each one works the same way. Pick who holds the right (**Only group managers**, or **Allow all group members (including guests)**), then decide the more consequential question underneath it. ## The override switch, and why a control goes missing Under each of those three permissions is a switch: **Allow group managers to overwrite this permission**. Leave it off and your choice is final everywhere. **The matching control does not appear in any group's own settings at all.** It is not greyed out, it is absent. Turn it on and every group manager gets that control for their group, and may set it differently from your default. This is worth being deliberate about. Off gives you one consistent rule and no surprises; on gives group managers autonomy and means the organisation-wide setting is only a starting point. Most support questions that begin "why can't I find the setting for…" end here. Two related permissions are **not** on this page. Pinning comments has its own organisation-wide setting, and the Drive permissions (who may manage files and folders in a group) exist only inside each group's own settings, with no organisation-wide default at all. ## Saving There is no Save button per section. Change anything and a save bar appears at the bottom of the page; your changes are applied together when you confirm there. ## Next steps - [Manage all groups as an administrator](/en/administration-security/managing-groups) - [Configuring default, source, and locked groups](/en/administration-security/configuring-default-source-and-locked-groups) - [Allowing users to pin comments](/en/administration-security/allowing-users-to-pin-comments) - [Working with labels](/en/communication/working-with-labels) --- ## What is a group manager? URL: https://support.talkspirit.com/en/communication/the-group-manager Category: Communication · Section: Groups & rooms · Type: Tutorial · Tags: admin ## What is a group manager? A group manager is a member with extra rights over one specific group. The role is granted per group: managing one group gives you no power over any other. It is distinct from the groups administrator, an organisation-wide delegation that covers every group; see [What is a groups administrator?](/en/communication/the-groups-administrator). > **In summary:** a group manager runs one group from that group's own **Settings** panel: information and privacy, permissions, members, enabled apps, integrations, archiving and deletion. Older documentation sometimes calls this role the group administrator. The interface says **group manager** everywhere, and this article follows the interface. ## What a group manager can do Open the group and click the **Settings** cog on the right side of the page. Managers of the group see: - **Information & privacy**: the group's title, description, topic, cover image and privacy level. - **Manage permissions**: who can post, who can comment, who can pin a comment, who can add and remove members, who can add or delete integrations, who can set up labels, and who can manage or bulk-edit drive files. - **Manage enabled apps**: which of Newsfeed, Chat, Drive, Calendar and Projects the group uses. - **Integrations**: connect services to the group. - **Archive this group** and **Delete this group**. Two things are worth knowing before you look for a permission switch: - Most questions in **Manage permissions** appear only if the organisation allows groups to override its defaults. A missing switch is expected, not a bug: an organisation administrator decides what is overridable in [the organisation-wide defaults for groups](/en/communication/modifying-default-privileges-for-groups). - The privacy levels a manager can pick from follow the organisation's group-creation rules, unless the manager is also an organisation administrator or a groups administrator. ![A group open in classic Talkspirit with its Settings panel expanded on the right, listing Information & privacy, Manage permissions, Manage enabled apps, Statistics, Leave this group, Archive this group and Delete this group, followed by an Integrations section](/images/communication/the-group-manager/01-group-settings-panel.png) ## Who becomes a group manager? - The member who creates a group is its manager automatically. - A manager can promote any member of the group: open the group's member list and choose **Make group manager** on that person. The same menu offers **Make member** to hand the role back. Guests cannot be made group managers. - Organisation administrators and groups administrators can take the role from **Administration** then **Manage groups**, with the **Become group manager** row action. It appears on open groups and on groups they are already a member of, and once they hold the role the same entry reads **Revoke my rights and leave group**. You cannot demote or remove a group's last manager from the member list. If a group ends up with no manager anyway, administrators see a red warning on it in **Manage groups**: **This group has no manager.** ## The group's chat room A group's chat room follows the **Chat** app. Enable Chat in **Manage enabled apps** and the group's room appears in Chats for its members; disable it and the room is removed. See [Managing enabled apps on a group](/en/communication/manage-enabled-apps-on-the-groups). ## Find the groups you manage 1. Click **Groups** in the navigation rail. Classic Talkspirit opens on the groups directory. 2. Click **Groups I manage** in the icon bar at the top right of the page. The list narrows to the groups where you hold the role. ![The groups directory in classic Talkspirit, with the Managed by me tab selected in the row of tabs above the list — All, My groups, Managed by me, Following, Favorite — and a single group card below it](/images/communication/the-group-manager/02-groups-directory-managed-by-me.png) ## What's next - [What is a groups administrator?](/en/communication/the-groups-administrator) - [Set the organisation-wide defaults for groups](/en/communication/modifying-default-privileges-for-groups) - [Creating a group](/en/communication/creating-a-group) - [Managing enabled apps on a group](/en/communication/manage-enabled-apps-on-the-groups) --- ## What is a groups administrator? URL: https://support.talkspirit.com/en/communication/the-groups-administrator Category: Communication · Section: Groups & rooms · Type: Tutorial · Tags: admin ## What is a groups administrator? A groups administrator is a member an organisation administrator appoints to run group administration for the whole organisation. The delegation grants the two classic administration screens, **Manage groups** and **Groups settings**, and with them the creation, modification and deletion of every group, plus the power to appoint group managers in each. It is distinct from the group manager, who runs a single group; see [What is a group manager?](/en/communication/the-group-manager). > **In summary:** an organisation administrator appoints groups administrators in classic Talkspirit, under **Administration**, **Groups settings**, **Groups administrators**. Those people then hold group administration over every group in the organisation, without full administrator rights. ## Groups administrator and group manager compared | **Groups administrator** | **Group manager** | | --- | --- | | Organisation-wide: the same rights over every group. | Per group: rights only in the groups they manage. | | Sees every group, open, private, secret or archived, in **Administration** then **Manage groups**. | Sees the groups directory like any member: open and private groups, plus the secret groups they belong to. | | Can create groups from **Manage groups** whatever the creation rules say. | Can create groups from the directory when the organisation's creation rules allow it. | | Can appoint group managers in any group, including themselves via **Become group manager**. | Can promote members of their own group with **Make group manager**. | | Is not necessarily a member of the groups they administer. | Is always a member of the groups they manage. | | Reads content only in the groups they have joined. | Reads everything shared in the groups they manage. | Deleted groups appear nowhere: deletion is permanent, for administrators too. For a tour of what the two screens contain, see [Manage all groups as an administrator](/en/administration-security/managing-groups). ![The classic Manage groups screen, with an All groups drop-down and a Filter box above the list, a count reading 4 groups with its open, private and secret breakdown, one row per group with a cog at the end, and Create group and Download groups list buttons at the top right](/images/communication/the-groups-administrator/01-classic-manage-groups.png) ## How do I appoint a groups administrator? Only an organisation administrator can appoint or remove groups administrators, and only in classic Talkspirit. 1. Click **Groups** in the navigation rail. Classic Talkspirit opens. 2. Select **Administration** in the sidebar, then **Groups settings** under **Groups**. 3. Under **Groups administrators**, search for and select the members to appoint. 4. Save. Only members appear in the picker: organisation administrators are not offered, because they already hold every group right. To revoke the delegation, remove the person from the same list and save. ![The Groups administrators section at the top of the classic Groups settings screen, with its Select administrators search field open and a drop-down list of members underneath, each with an avatar](/images/communication/the-groups-administrator/02-groups-administrators-picker.png) ## What the new Administration console shows Nothing. **Administration** then **Groups** in the new interface is a read-only inventory: it can neither grant the delegation nor show who holds it. The rights themselves keep working for everyone appointed before or after migration, so appoint and audit groups administrators in classic Talkspirit. The same pattern applies to [User administrator permissions](/en/administration-security/the-user-administrator). ## What's next - [What is a group manager?](/en/communication/the-group-manager) - [Manage all groups as an administrator](/en/administration-security/managing-groups) - [Set the organisation-wide defaults for groups](/en/communication/modifying-default-privileges-for-groups) --- ## Managing group labels URL: https://support.talkspirit.com/en/communication/managing-group-labels Category: Communication · Section: Groups & rooms · Type: Tutorial ## Managing group labels Group labels are colour-coded keywords you attach to posts in a group's newsfeed to mark a status or a stage, such as "In progress" or "Decision". Each group has its own set of labels, and anyone in the group can click a label to filter the newsfeed down to the posts that carry it. > **In summary:** Open the group, click the **Labels** (tag) icon in the panel on the right, then create, edit or delete labels. By default every group member can do this; administrators can restrict it to group managers. ## Who can manage labels By default, every member of a group can create, edit and delete its labels. Two settings change this: - A platform administrator sets the rule for the whole organisation in **Administration** → **Groups settings**, under **Manage labels in groups**: **Only group managers** or **Allow all group members (including guests)**. - A group manager can adjust the rule for one group under the group's **Settings** panel → **Manage permissions** → **Set who can setup labels**. This control only appears when the administrator has also switched on **Allow group managers to overwrite this permission** in Groups settings. That switch is off by default, so if the control is missing from your group's permissions, that is the expected state, not a fault. Labels belong to the Newsfeed module: if the Newsfeed module is disabled in a group, that group has no **Labels** panel. ## Add labels 1. Open the group and click the **Labels** icon (a tag) in the panel on the right. The icon only appears if you are allowed to manage labels in this group. 2. Click **New label**. 3. In the **Create labels** window, pick a colour and type a name (30 characters maximum). 4. To create several labels in one go, click **Add label** and fill in the extra rows. 5. Click **Create**. ![The group's right-hand panel open on its Labels tab. A New label button sits at the top, then a Filter field, then three coloured labels — Announcement in blue, Decision in green and In progress in amber — each with an eye-dropper icon and a bin icon on its right.](/images/communication/managing-group-labels/01-group-labels-panel.png) ![The Create labels window. A "Choose a group" dropdown reads General, and below it three rows each hold a colour dot and a name: In progress, Decision and Announcement. The colour palette is open under the third row, showing twenty swatches laid out seven per line with the blue one highlighted. Cancel and Create buttons sit at the bottom.](/images/communication/managing-group-labels/02-create-labels-window.png) ## Edit or delete a label In the **Labels** panel, next to each label: - Click the **Edit color** (eye-dropper) icon to reopen the label in the **Edit label** window, change its name or colour, then click **Update**. - Click the **Delete** (bin) icon, then confirm with **Delete**. > **Warning:** Deleting a label is permanent, and the label is removed from every post it was attached to. ## Label a post and filter the newsfeed Every group member can use the labels that already exist, whatever the management rule. Clicking a label chip on a post opens the label panel, and selecting a label inside the panel filters the feed to the posts carrying it. The full use side, from labelling a post to filtering, is covered in [Working with labels](/en/communication/working-with-labels). ## What's Next? - [Group topics](/en/communication/groups-topics) - [Drives labels](/en/collaboration/working-with-drive-labels) - [Creating a group](/en/communication/creating-a-group) - [Manage enabled apps on the groups](/en/communication/manage-enabled-apps-on-the-groups) --- ## Group statistics URL: https://support.talkspirit.com/en/communication/group-statistics Category: Communication · Section: Groups & rooms · Type: Tutorial ## Group statistics Group statistics show how a group is used: who publishes and contributes, how the audience evolves, and how much activity each enabled app sees. Every member of a group can view its statistics; you do not need to be a group manager. ## How do I access group statistics? 1. Open the group. 2. On the group's **About** page, click **Statistics**. You can also click the **Settings** (cog) icon in the group's side panel, then **Statistics**. ![The General group with its side panel open on the Settings (cog) tab. The first entry in the panel is Statistics, highlighted, followed by Leave this group, Archive this group and Delete this group, then an Integrations section.](/images/communication/group-statistics/01-group-settings-statistics-entry.png) At the top right of the statistics page, choose the period to analyse: **This month**, **Last 6 months**, **Last 12 months**, or **All time**. Your choice applies to every section of the page. On the graphs, the current period is drawn as a dashed line because its data is not final yet. ## What data is available? ### Newsfeed activity When the Newsfeed module is enabled on the group, you see: - **Top authors**: the five members who have published the most posts. - **Top contributors**: the five members with the most contributions (posts, likes, and comments combined). - **Top liked posts**: the five posts with the most likes. - **Newsfeed**: a graph of the number of **Posts created**, **Likes on posts**, and **Comments on posts**. Click a series name above the graph to show or hide it. - **Types of posts**: how many posts contain a gallery, a poll, a checklist, or an integration (for example an RSS feed). ![The top of the General group's statistics page. A Download statistics button sits above the title "General - Statistics", with a period selector reading "This month" on the right. Below, Top authors lists one member with "4 posts published" and Top contributors lists the same member with "4 contributions"; the Top liked posts section beneath reads "Not enough data collected at this time".](/images/communication/group-statistics/02-statistics-top-authors-contributors.png) ### Audience, connections, and devices - **Group audience**: the group's number of members and followers at the end of each month. - **Average connected members**: the average number of connected members over the selected period, shown by day or by week. - **Devices**: the number of members using Talkspirit on a computer or on a mobile device. ## What app activity data is available? A section appears for each additional app enabled on the group: - **Chats**: the number of messages sent in the group conversation. - **Drives**: the number of files added and created in the group's Drives. - **Calendar**: the number of events created in the group's calendar. - **Projects**: the number of tasks and projects created in the group's Projects module. ## How do I export group statistics? Click **Download statistics** at the top of the statistics page. Talkspirit prepares an Excel file and the download starts as soon as it is ready. ## Who can see group statistics? You must be a member of the group to open its statistics. Group managers see the same data as other members. For statistics across your whole organisation, administrators can use [Platform Analytics](/en/goals-analytics/organisation-overview). > **Tip:** Use group statistics to identify inactive groups that could be archived, or active groups that deserve more visibility. ## What's Next? - [Group projects](/en/communication/group-projects) - [Managing group labels](/en/communication/managing-group-labels) - [Manage enabled apps on the groups](/en/communication/manage-enabled-apps-on-the-groups) - [Platform Analytics](/en/goals-analytics/organisation-overview) --- ## Group projects URL: https://support.talkspirit.com/en/communication/group-projects Category: Communication · Section: Groups & rooms · Type: Tutorial ## Group projects A group project is a project board that belongs to one of your groups. It lives in the **Projects** app, next to your personal projects, and it has one of two levels of visibility: **open**, which every group member can access, or **private**, which works by invitation only. > **Role prerequisite:** Only that group's managers can create a project for a group. Guests cannot create projects. Two things must already be in place: - A platform administrator has activated the Projects module for the organisation. See [Activating the Projects module](/en/collaboration/how-to-activate-projects). - A group manager has enabled the **Projects** app on the group itself. See [Manage enabled apps on the groups](/en/communication/manage-enabled-apps-on-the-groups). ## How do I create a group project? 1. Open the **Projects** app. From inside the group, you can click the **Projects** button in the group header. 2. Click **New**. 3. Select **Group project**. 4. Enter a **Name** and select the **Group**. The list only shows groups you manage that have the Projects module enabled. 5. Under **Privacy**, choose **An open project is available to all the group members** or **A private project is available to its members only**. 6. Click **Create**. ![The Create a new project window with Group project selected rather than Personal project. Below it a Name field filled in with "Homepage rebuild - phase 2", a Group selector showing the chosen group, and under Privacy the two options: an open project available to all the group members, and a private project available to its members only, with the private one selected](/images/communication/group-projects/01-create-a-new-project.png) ## What are open group projects? All members of the linked group can access an open group project without an invitation. They appear in the project's member list as **Group member** and cannot be removed from it. In groups of 1,000 members or more you cannot create an open project: create a private one instead. You can also share an open project with people outside the group: 1. Open the project and click the add-member icon next to the member avatars, at the top right of the board. 2. In the **Project members** window, search for the people to add, then click **Save**. People added this way are listed as **Invitee**. They only see this one project: they do not gain access to the group's Newsfeed, Chat, Drive or to its other projects. Invite them separately to each project they need. ## What are private group projects? A private group project is visible to its members only. Even group members need an invitation to see it. When you create one, you are its **Owner** and its only member. Add everyone else, from inside or outside the group, through the same **Project members** window: click the add-member icon at the top right of the board, select the people, then click **Save**. ![The Project members window of a newly created private group project. It explains that invited users will only have access to this board in the group, offers an Add users field, and lists a single row, the person who created the project, labelled Owner](/images/communication/group-projects/02-project-members.png) Inviting is not reserved to the owner: any member of the group, except guests, can add and remove project members. The owner is the one person who cannot be removed from the project. ## What's Next? - [Creating a group](/en/communication/creating-a-group) - [Manage enabled apps on the groups](/en/communication/manage-enabled-apps-on-the-groups) - [The Projects module](/en/collaboration/the-projects-app) - [Inviting members to join a group](/en/communication/inviting-members-to-join-a-group) --- ## Using Chat URL: https://support.talkspirit.com/en/communication/chatting-with-users Category: Communication · Section: Chat essentials · Type: Reference In the Talkspirit chat, you exchange instant messages with one or more people in real time. The chat is made for quick exchanges and is distinct from the news feed. A discussion is either a one-to-one conversation, a chat room with several participants, or a chat room linked to a group. You open it from **Chat** in the navigation. ## How do I start a conversation? 1. In the **Chat** app, click **New** at the top of the Chats panel. 2. Select your recipients in the **+ Add one or more recipients** field. Type the first letters of a name to filter the list. 3. Write your message and send it. ![The new conversation screen in the Chats panel: the "+ Add one or more recipients" field with "Elena" typed and a matching suggestion open below it.](/images/communication/chatting-with-users/01-new-conversation-typeahead.png) With a single recipient, you open your one-to-one conversation with that person. With several recipients, you create a chat room, where every participant can rename the room or add and remove others: see [Managing a chat room](/en/communication/managing-a-chat-room). Guests only find people who share at least one group with them when they select recipients. Once a guest participates in a conversation, they read and send messages like any other participant. ## How do I search within the chat? Open a conversation and click **Search** in its header. Type your keywords, then refine the search with two switches: - **Search all conversations** extends the search from the current conversation to all of them. - **Search files only** restricts the results to shared files. Click **See the context** next to a result to read it within the surrounding conversation. ![A conversation in search mode: the search field with the keyword "roadmap" typed, the Search all conversations and Search files only switches, and one matching result with its See the context link.](/images/communication/chatting-with-users/02-search-conversation.png) ## How do I find the files shared in a conversation? Click the **Files** icon in the icon bar on the right of the conversation. The panel lists every document and media item shared in the conversation. From a file's menu, you can rename it or attach it to a post. ## How do I edit a sent message? Click one of your own messages to edit it in place. Change the text, then press `Enter` to save or `Escape` to cancel. In an empty message field, the up arrow key opens your last message for editing. ![A sent message clicked into edit mode, showing the inline text area with the message text ready to change, in the surrounding conversation.](/images/communication/chatting-with-users/03-edit-message.png) Editing can be limited in time or unavailable, depending on your organisation's settings: administrators configure the editing window, as explained in [Setting up chat message editing](/en/administration-security/set-up-chat-message-editing). Once the window has passed, the message can no longer be edited. ## How do I mark a conversation as a favourite? Add the conversation to the **Favorites** category: hover it in the Chats panel, click the **More** button (the three vertical dots) and select **Change category**. Conversations in this category appear together under the **Favorites** heading in your chat list. ![The Chats panel with the Favorites heading and one conversation under it, above the Conversations category.](/images/communication/chatting-with-users/04-favorites-heading.png) You can also create categories of your own: see [Categorising and sorting chat rooms](/en/communication/categorize-and-sort-chat-rooms). ## How do I format and react to messages? You format the text of a message with a Markdown-style syntax: bold, italic, quotes, lists and links. The full syntax is in [Formatting chat messages](/en/communication/formatting-messages). To react, hover over a message and click the smiley button (**Reaction**), then choose an emoji. [Reacting to a chat message](/en/communication/react-to-a-chat-message) covers reactions in detail, including seeing who reacted. ## What's Next? - [Managing a chat room](/en/communication/managing-a-chat-room) - [Formatting chat messages](/en/communication/formatting-messages) - [Categorising and sorting chat rooms](/en/communication/categorize-and-sort-chat-rooms) - [Hiding a chat conversation or leaving a room](/en/communication/hide-a-chat-conversation-or-leave-a-room) --- ## Creating a chat conversation with yourself URL: https://support.talkspirit.com/en/communication/create-a-chat-conversation-with-yourself Category: Communication · Section: Chat essentials · Type: Tutorial You can start a chat conversation with yourself in the Chat module, the same way you start a conversation with another member: select your own name as the recipient. This personal conversation works as a private notepad. Use it to keep quick notes, draft messages before sending them elsewhere, and send files to yourself so they are available on every device where you sign in to Talkspirit. ## How do I create the conversation? 1. Open the **Chat** app. 2. Click **New**. 3. In the **To:** field, type your own name. 4. Select yourself from the results. Your name appears with the label **(you)**. 5. Write and send your first message. The conversation is created and stays in your conversation list. ![The New-conversation screen with "Elena" typed in the To: field and the results dropdown showing "Elena Ruiz (you)"](/images/communication/create-a-chat-conversation-with-yourself/01-new-conversation-typeahead.png) Messages you send in this conversation never trigger a notification and are always marked as read. ## How do I share files between my devices? Send a file to yourself and it is available in this conversation on every device where you sign in to Talkspirit. Take a photo on your phone, send it to yourself, and retrieve it on your computer. The same applies to documents, videos, and voice messages. On a computer, you can also drag and drop files into the conversation to send them. ## How do I draft messages? You can write a formatted message in your personal conversation and check the result before sending it to the right person or room. Chat formatting uses markdown syntax, for example `**text**` for bold: send the message to yourself to see it rendered, adjust the source text, then copy the final version across. The full syntax is listed in [Formatting chat messages](/en/communication/formatting-messages). ![The personal conversation "Elena Ruiz (you)" showing a sent message with rendered markdown formatting (bold, italic, strikethrough, a quote, a bullet list and a link) and the composer below it containing the same markdown source text](/images/communication/create-a-chat-conversation-with-yourself/02-self-conversation-draft-and-rendered.png) ## What's Next? - [Using Chat](/en/communication/chatting-with-users) - [Formatting chat messages](/en/communication/formatting-messages) - [Categorising and sorting chat rooms](/en/communication/categorize-and-sort-chat-rooms) - [Hiding a chat conversation or leaving a room](/en/communication/hide-a-chat-conversation-or-leave-a-room) --- ## Categorising and sorting chat rooms URL: https://support.talkspirit.com/en/communication/categorize-and-sort-chat-rooms Category: Communication · Section: Chat essentials · Type: Tutorial ## Categorising and sorting chat rooms You can organise your chat rooms with custom categories and sorting options to help you find conversations quickly. You can create categories, rename them, assign chat rooms to them, and choose whether to display rooms in alphabetical order or by last activity. These settings are personal. They apply only to your account and cannot be configured for the whole organisation by administrators. ## How do I manage chat categories? Creating, renaming, deleting, reordering and sorting all happen in one place: the **Chats preferences** window. In the **Chat** app, open it with the sliders button beside the **Filter** field, its tooltip reads **Open preferences**. ![The Chats panel header: the Chats title, a New button, the Filter field, and the sliders button that opens preferences.](/images/communication/categorize-and-sort-chat-rooms/01-chats-panel-header.png) Nothing you change in this window takes effect until you click **Save**. ![The Chats preferences window: a Categories list with Favorites and Conversations, each with a drag handle, a delete icon on the removable one, an Add a category button, and a "Sort each category's conversations by" choice of Last activity or Alphabetical order.](/images/communication/categorize-and-sort-chat-rooms/02-chats-preferences.png) ### How do I create a chat category? 1. Click **Add a category**. 2. Enter the name for the new category. 3. Click **Save**. The new category is added at the top of your chat room list, marked **Empty category** until you put a room in it. ### How do I rename a chat category? 1. Click the category's name and type the new one. 2. Click **Save**. Two rows behave differently: **Conversations** is the default category and can be neither renamed nor deleted, and **Favourites** cannot be renamed. For what the Favourites category does, see [Using Chat](/en/communication/chatting-with-users). ### How do I delete a chat category? 1. Click the trash can icon next to the category you want to delete. 2. Click **Save**. The category is only removed once you save. Rooms in a deleted category move back to **Conversations**. ### How do I change the order of chat categories? 1. Drag the handle (three vertical dots) at the left of the category row you want to move. 2. Click **Save**. ## How do I add a chat room to a category? There are two ways to assign a chat room to a category. ### From the list of chat rooms 1. Hover the chat room in the list and click the **More** button, the three vertical dots. 2. Select **Change category**. ![A chat room row hovered with its More menu open, showing Mute room, Change category and Leave room.](/images/communication/categorize-and-sort-chat-rooms/03-change-category-menu.png) 3. In the **Select a category** window, choose a category. 4. Click **Save**. ![The Select a category window, listing the categories as radio options with Conversations selected, and a Save button.](/images/communication/categorize-and-sort-chat-rooms/04-select-a-category.png) ### From inside the chat room 1. Open the chat room you want to categorise. 2. Click the sliders button next to the room name, its tooltip reads **Select a category**. 3. Choose from the list of existing categories. 4. Click **Save**. ![A chat room header: the room icon, its name, and the sliders button beside it that opens Select a category.](/images/communication/categorize-and-sort-chat-rooms/05-room-header-category-button.png) The chat room is immediately placed in the selected category in your room list. ## How do I sort chat rooms? Sorting lives in the same **Chats preferences** window, under **Sort each category's conversations by**: - **Last activity**: the most recent conversations first. - **Alphabetical order**: A to Z. Choose one, then click **Save**. The sort order applies within your categories. The order of the categories themselves is a separate setting, the one you set by dragging the rows. ## What's Next? - [Using Chat](/en/communication/chatting-with-users) - [Formatting chat messages](/en/communication/formatting-messages) - [Hide a chat conversation or leave a room](/en/communication/hide-a-chat-conversation-or-leave-a-room) - [Managing a chat room](/en/communication/managing-a-chat-room) --- ## Managing a chat room URL: https://support.talkspirit.com/en/communication/managing-a-chat-room Category: Communication · Section: Chat essentials · Type: Tutorial Every participant in a Talkspirit chat room can add or remove participants and rename the room. Each room also has a single room administrator: by default, the person who created it. Only the room administrator can delete the room or transfer their rights to another participant. A chat room is visible only to its participants. > **Note:** A chat room linked to a group has no separate participant list: it follows the group's membership, and the group's managers act as its administrators. To change who is in it, manage the group itself. ## How do I create a chat room? 1. Open the **Chat** app. 2. Click **New**. 3. Select at least two participants and send your first message. The room is created and you become its room administrator. With a single recipient, you start a one-to-one conversation instead: see [Using Chat](/en/communication/chatting-with-users). ## How do I add or remove participants? 1. Open the room and click the **Users** icon in the icon bar on the right. 2. To add someone, open the **+ Add participants** tab and select a person. 3. To remove someone, click the three-dot menu next to their name and select **Remove from room**. Every participant can add or remove others. The room administrator is the only participant who cannot be removed. When someone is added or removed, a message appears in the room so all participants are informed. ![Users panel of a chat room, showing the participant list with the "(Room administrator)" label under the room administrator and the "+ Add a participants" tab visible](/images/communication/managing-a-chat-room/01-users-panel.png) ## How do I rename a chat room? 1. Click the **Settings** icon in the icon bar on the right. 2. Select **Edit name & picture**. 3. Enter the new name. You can change the room picture from the same window. Any participant can rename the room. A message in the room informs the other participants of the new name. ## How do I transfer administrator rights? Only the current room administrator can transfer their rights, and only to an existing participant: 1. Click the **Users** icon in the icon bar on the right. 2. Click the three-dot menu next to the participant you want to promote. 3. Select **Transfer management rights**. A room has a single administrator, so you lose the rights when you transfer them. ![Participant row menu open in the Users panel, showing the Transfer management rights and Remove from room options](/images/communication/managing-a-chat-room/02-participant-menu.png) ## How do I delete a chat room? Only the room administrator can delete a room: 1. Click the **Settings** icon in the icon bar on the right. 2. Select **Delete room**. 3. Confirm with **Delete**. > **Warning:** Deleting a room permanently deletes its messages for every participant. This cannot be undone. If you want to leave a room without deleting it, see [Hiding a chat conversation or leaving a room](/en/communication/hide-a-chat-conversation-or-leave-a-room). ## What's Next? - [Using Chat](/en/communication/chatting-with-users) - [Moderating a chat room](/en/communication/moderating-a-chat-room) - [Categorising and sorting chat rooms](/en/communication/categorize-and-sort-chat-rooms) - [Hiding a chat conversation or leaving a room](/en/communication/hide-a-chat-conversation-or-leave-a-room) --- ## Moderating a chat room URL: https://support.talkspirit.com/en/communication/moderating-a-chat-room Category: Communication · Section: Chat essentials · Type: Tutorial Moderating a room means deleting messages that are inappropriate or were shared by mistake. In a group's room, the group managers hold this right; in a room created directly in Chat, the room administrator does. A moderator can delete any member's message, one at a time or in bulk, and a notice replaces each deleted message so every participant knows it was removed. ## Who can moderate a room? Moderation rights depend on the type of conversation: - **Group rooms**: the group managers can delete any message. - **Rooms created in Chat**: the room administrator (by default, the person who created the room) can delete any message. - **Direct conversations**: nobody holds moderation rights; each participant deletes only their own messages. To add or remove participants, rename a room, or transfer the room administrator role, see [Managing a chat room](/en/communication/managing-a-chat-room). ## How do I delete a member's message? 1. Open the room. 2. Hover over the message you want to remove. 3. Click the **Other actions** icon (three dots) that appears next to the message. 4. Select **Delete message**. 5. Click **Delete** to confirm. The message disappears for everyone, including its author, and the notice "This message has been deleted by a manager." takes its place in the conversation. When you delete one of your own messages, no confirmation is asked and the notice reads "This message has been deleted." instead. ## How do I delete messages in bulk? You can clean up a whole room by deleting its messages by age: 1. Open the room. 2. Click the **Settings** icon in the panel to the right of the conversation. 3. Click **Delete messages**. 4. Under **Messages to remove**, keep **All messages** or select an age: **Older than one day**, **Older than one week**, **Older than one month**, **Older than 3 months**, or **Older than one year**. 5. Click **Confirm**. > **Warning:** Deleted messages cannot be recovered. Nobody, including their authors, will be able to see them again. ![The Delete messages dialog, warning that deletion cannot be undone, with the Messages to remove selector defaulting to All messages and the Cancel and Confirm buttons](/images/communication/moderating-a-chat-room/01-delete-messages-dialog.png) ## What's Next? - [Managing a chat room](/en/communication/managing-a-chat-room) - [Seeing who read a chat message in a room](/en/communication/see-who-read-a-chat-message-in-a-room) - [Setting up chat message editing](/en/administration-security/set-up-chat-message-editing) --- ## Hiding a chat conversation or leaving a room URL: https://support.talkspirit.com/en/communication/hide-a-chat-conversation-or-leave-a-room Category: Communication · Section: Chat essentials · Type: Tutorial You can hide a one-to-one conversation to remove it from your chat list, or leave a room to stop being a participant. Hiding is personal and reversible: no messages are deleted, and the other person's list is unchanged. Leaving a room ends your membership: the room disappears from your list and you stop receiving its messages. Both actions sit in the **More** menu of a chat row, and in the **Settings** tab of an open conversation's side panel. ## How do I hide a chat conversation? Only one-to-one conversations can be hidden. Hiding removes the conversation from your own list; the message history is kept, and the other person is not notified. 1. Open **Chat** in the navigation bar. 2. Hover over the conversation in the **Chats** panel. 3. Click the **More** icon (three dots) that appears on the row. 4. Select **Hide conversation**. ![The Chats panel with the More menu open on a one-to-one conversation row (a self-conversation), showing the Hide conversation action](/images/communication/hide-a-chat-conversation-or-leave-a-room/01-hide-conversation-menu.png) The conversation returns to your list as soon as a new message is posted in it, or when you start a conversation with the same person again. ## How do I leave a room? Leaving a room removes you from its participants: the room disappears from your chat list, you stop receiving its messages, and a service message in the room tells the other participants you left. To return, another participant must add you back. 1. Open **Chat** in the navigation bar. 2. Hover over the room in the **Chats** panel. 3. Click the **More** icon (three dots) that appears on the row. 4. Select **Leave room**. 5. Click **Leave** in the confirmation dialog. ![The Leave room confirmation dialog, asking "Are you sure you want to leave this room?" with Cancel and Leave buttons](/images/communication/hide-a-chat-conversation-or-leave-a-room/02-leave-room-dialog.png) > **Note:** If you are the room's administrator, another participant automatically becomes its administrator when you leave. The chat linked to a group cannot be left on its own: its participants follow the group's members. To leave it, leave the group itself (see [Leaving a group](/en/communication/leaving-a-group)). ## What is the difference between hiding, leaving, and deleting? - **Hide** affects only your own chat list, applies to one-to-one conversations only, and reverses itself as soon as the conversation is active again. - **Leave** ends your participation in a room; the room and its history remain for the other participants. - **Delete** removes a room for everyone, and only the room's administrator can do it. See [Managing a chat room](/en/communication/managing-a-chat-room). ## What's Next? - [Using Chat](/en/communication/chatting-with-users) - [Managing a chat room](/en/communication/managing-a-chat-room) - [Categorising and sorting chat rooms](/en/communication/categorize-and-sort-chat-rooms) --- ## Assigning users URL: https://support.talkspirit.com/en/communication/assigning-users Category: Communication · Section: News Feed & posts · Type: Tutorial ## Assigning users Assign a user to a post or a checklist item when you expect an action from them. The assignee receives a bell notification straight away, and an email if their preferences allow it. You can also assign yourself to keep track of posts that still need your attention. > **In summary:** Anyone who can see a post can assign or unassign users on it, and only people who can see the post can be assigned. Assignments work before or after publishing, on the post itself and on each checklist item. ## How do I assign a user to a post? ### Before publishing 1. While writing your post, open the **Assignments** tab below the editor. 2. Click the **+** button next to **Assign to**. 3. Select the person to assign. The list only offers people who will see the post. If you mention people in your draft, the tab also lists them under **Assign mentioned users**, so you can turn a mention into an assignment with one click. ![The post editor's options row with the Assignments tab selected, showing the Assign to label and its + button, above the Cancel, Save and close and Publish buttons](/images/communication/assigning-users/01-assignments-tab.png) ### After publishing Click the **+** button at the bottom of the post, then choose **Assign users** to open the **Assigned to** area, or **Assign myself** to add yourself in one click. ![A published post whose + button, at the bottom right of the post body, has opened a menu listing Labels, Assign users and Assign myself](/images/communication/assigning-users/02-post-plus-menu-assign.png) Once a post has assignees, their profile pictures appear on it next to **Assigned to**. To unassign someone, click their profile picture, then click **Unassign user**. To remove yourself, choose **Unassign myself** in the **+** menu. Nobody is notified when they are unassigned. > **Note:** If a selected person cannot see the post, Talkspirit does not create the assignment. Assignments cannot be changed on an archived post, and when a member leaves a group, their assignments on that group's posts are removed automatically. ## How do I assign a user to a checklist item? Click the assignment icon to the right of the checklist item and select the person to assign. This works in the editor before publishing and on the published post. Assignees appear as small profile pictures next to the item. ![A checklist on a published post where the item "Get the legal review signed off" carries an assignment icon and the assignee's initials avatar](/images/communication/assigning-users/03-checklist-item-assignee.png) To create the checklist itself, see [Using the checklist feature](/en/communication/checklist). ## How do I find assignments? ### Your own assignments Click the person icon (**Assigned to me**) at the top right of the news feed to show only the posts assigned to you. Click it again to clear the filter. ![The news feed action bar with the Assigned to me filter switched on and highlighted in orange, its tooltip reading Assigned to me, and the feed below showing the single post assigned to the reader with an Assigned to row carrying their avatar](/images/communication/assigning-users/04-assigned-to-me-filter.png) ### Another user's assignments In the news feed search bar, select **assignee:** and enter the user's name to find all posts assigned to them. In list view, a small person icon marks posts that have assignees. ## How do I manage assignment notifications? The bell notification is always sent, except when you assign yourself. You control the email: open **Profile and preferences**, select **Notifications**, and scroll to **Emails notifications**. The switch *you are assigned in a post* enables or disables the email, and it is on by default. ![The Emails notifications section of Profile and preferences, showing the switch for being assigned in a post](/images/communication/differences-between-assigning-and-mentioning/02-email-notification-settings.png) ## What's Next? - [Assigning vs mentioning](/en/communication/differences-between-assigning-and-mentioning) - [Using the checklist feature](/en/communication/checklist) - [Group projects](/en/communication/group-projects) - [Which notifications you receive](/en/communication/receive-notifications-for-new-activities-on-the-platform) --- ## Marking a chat message as unread URL: https://support.talkspirit.com/en/communication/mark-a-chat-message-as-unread Category: Communication · Section: Chat essentials · Type: Tutorial You can mark a chat message you have already read as unread, so the conversation stays flagged as a reminder to follow up. The conversation shows a red dot without a counter in the sidebar until you open it again. Every member can do this, in rooms and in direct conversations alike, and it changes only your own view: other members' read status is unaffected. ## How do I mark a message as unread? 1. Open **Chat** in the navigation bar and open the conversation. 2. Hover over the message you want to mark as unread. A row of action icons appears beside it. 3. Click the **More** icon (three dots). Its tooltip reads **Other actions**. 4. Select **Mark as unread**, next to the crossed-out eye icon. > **Note:** The option appears only on messages written by other members. You cannot mark your own messages as unread. ## What happens after you mark a message as unread? - A horizontal line labelled **unread** appears above the message. The message you marked and every later message sit below the line. - A red dot without a counter appears on the conversation in the sidebar. This distinguishes it from a conversation with genuinely new messages, which shows a red counter instead (green if you were mentioned). - The conversation stays flagged while you keep it open. The next time you open it, its messages are marked as read and the dot disappears. ## Good to know If a new message arrives in a conversation that already contains a message you marked as unread, the red dot stays and no counter appears. Marking a chat message as unread is separate from the unread mode, which adds an **Unread** view to your newsfeed for posts. To track unread posts rather than chat messages, read [Using the unread mode in Talkspirit](/en/getting-started/the-unread-mode). ## What's Next? - [Reacting to a chat message](/en/communication/react-to-a-chat-message) - [Formatting chat messages](/en/communication/formatting-messages) - [Seeing who read a chat message in a room](/en/communication/see-who-read-a-chat-message-in-a-room) --- ## Reacting to a chat message URL: https://support.talkspirit.com/en/communication/react-to-a-chat-message Category: Communication · Section: Chat essentials · Type: Tutorial You can react to a chat message with an emoji instead of typing a reply. Hover over the message, click the **Reaction** button (the smiley icon) and pick an emoji. Your reaction appears on the message, and everyone in the conversation can see who reacted and with which emoji. ## How do I add a reaction? 1. In the **Chat** app, hover over the message you want to react to. An action bar appears beside it. 2. Click the **Reaction** button, marked with a smiley icon. 3. Pick one of the seven quick reactions: thumbs up, heart, laughing, party, astonished, crying or clapping. ![A chat message hovered, with the action bar (Reaction, Reply, More) visible and the quick-reaction popover open, showing the seven quick reactions (thumbs up, heart, laughing, party, astonished, crying, clapping) and the + button](/images/communication/react-to-a-chat-message/01-quick-reaction-popover.png) For any other emoji, click the **+** button at the end of the quick-reaction row. The full emoji picker opens, showing your most recently used emojis first, with a search field to find a specific emoji. ![The full emoji picker open on a chat message after clicking the + button, showing the category tabs, the emoji grid and the search field](/images/communication/react-to-a-chat-message/02-full-emoji-picker.png) ## How do I change or remove my reaction? You can add one reaction per message. To change it, open the reaction picker again and pick a different emoji: it replaces your current one. To remove it, open the picker and click your current emoji. ## How do I see who reacted to a message? The most used reactions and their total count are displayed at the bottom corner of the message. Click them to open the list of everyone who reacted, each shown with the emoji they chose. This works in one-to-one conversations and chat rooms alike. ## What's Next? - [Formatting chat messages](/en/communication/formatting-messages) - [Marking a chat message as unread](/en/communication/mark-a-chat-message-as-unread) - [Seeing who read a chat message in a room](/en/communication/see-who-read-a-chat-message-in-a-room) - [Using Chat](/en/communication/chatting-with-users) --- ## Seeing who read a chat message in a room URL: https://support.talkspirit.com/en/communication/see-who-read-a-chat-message-in-a-room Category: Communication · Section: Chat essentials · Type: Tutorial You can check which members of a chat room have read a specific message with the **See readers** option. It works in rooms with several members and in rooms linked to a group, on your own messages and on messages from other members. It is not available in one-to-one conversations or in rooms with more than 100 members. ## How do I see who read a message? 1. In the chat room, hover over the message you want to check. Action icons appear next to it. 2. Click the **Other actions** icon (three vertical dots). 3. Select **See readers**. ![A sent chat message on hover, with the Other actions menu open showing See readers and Delete message](/images/communication/see-who-read-a-chat-message-in-a-room/01-see-readers-menu.png) The **Readers** window lists every member of the room who has read the message. The list does not include the message's author. ## How do I know everyone has read my message? A round red badge with a white tick marks the most recent message that all members of the room have read. When that badge sits on the last message you sent, every member has read it. ![Two sent chat messages, with a round red badge and white tick on the most recent one, showing it has been read](/images/communication/see-who-read-a-chat-message-in-a-room/03-all-read-badge.png) ## Good to know - In rooms with more than 100 members, **See readers** appears greyed out with the message **Only available for rooms with fewer than 100 members**. - In a one-to-one conversation, **See readers** is not available. The red badge with the white tick still appears on the last of your messages the other person has read, and hovering over it shows when it was read. ## What's Next? - [Marking a chat message as unread](/en/communication/mark-a-chat-message-as-unread) - [Managing a chat room](/en/communication/managing-a-chat-room) - [Reacting to a chat message](/en/communication/react-to-a-chat-message) --- ## Recording and listening to voice messages on a computer URL: https://support.talkspirit.com/en/communication/read-and-share-a-voice-message-on-a-computer Category: Communication · Section: Chat essentials · Type: Tutorial You can record and send voice messages from Chat on your computer, in the browser or the desktop app. Any member can record a voice message, send it in a conversation or room, and listen to the voice messages other members share. Voice messages sent from the mobile app also play on a computer. ## How do I record a voice message? 1. Open **Chat** in the navigation. 2. Open the conversation or room where you want to send the voice message. 3. Click the **microphone** icon on the right of the **Type in your message** field. The first time you record, your browser asks for permission to use the microphone. Allow it: if the request is refused or dismissed, recording does not start and the message **Recording could not start** appears. > **Note:** When your computer has no microphone, the icon shows as crossed out and stays disabled, with the message **No microphone detected**. ## How do I send or cancel a recording? Once recording starts, the microphone icon is replaced by the recording controls: a red cross button, the recording time, and a green tick button. - Click the green **tick** button to send the voice message. It is shared in the conversation as soon as the recording finishes uploading. - Click the red **cross** button to discard the recording. Nothing is sent. ## How do I listen to a voice message? A voice message appears in the conversation as an audio player. 1. Click the **Play** button on the left of the player. During playback it becomes a **Pause** button. 2. Drag the progress bar to jump to a specific point in the recording. The elapsed time and the total duration display between the button and the progress bar. ## How do I delete a voice message I sent? 1. Hover over the voice message in the conversation. The message actions appear beside it. 2. Click **Other actions** (the three-dot icon), then **Delete message**. The voice message is replaced by **This message has been deleted.** for every participant. The room's manager can also delete another member's voice message; in that case a confirmation dialog appears first, and the deleted message shows **This message has been deleted by a manager.** > **Warning:** Deleting your own message is immediate: no confirmation appears, and the message cannot be restored. ## What's Next? - [Recording and listening to voice messages on mobile](/communication/record-and-listen-to-voice-messages-on-mobile) - [Reacting to a chat message](/communication/react-to-a-chat-message) - [Marking a chat message as unread](/communication/mark-a-chat-message-as-unread) --- ## Recording and listening to voice messages on mobile URL: https://support.talkspirit.com/en/communication/record-and-listen-to-voice-messages-on-mobile Category: Communication · Section: Chat essentials · Type: Tutorial Voice messages are available in the Talkspirit mobile application. Any member can record and send a voice message from a chat conversation, and listen to the voice messages other members share. Recording uses press and hold: you hold the microphone icon to record, release to send, and swipe left to cancel. A voice message sent from a computer also plays on mobile. ## How do I record a voice message on mobile? 1. Open **Chats** from the menu. 2. Open the conversation or room where you want to send the voice message. 3. Press and hold the **microphone** icon on the right of the message field. While you hold the icon, the recording timer and a **Swipe to delete** indicator with a bin icon appear. ## How do I send or cancel a voice message on mobile? **To send:** release the microphone icon. The voice message is sent to the conversation. Hold the icon for at least half a second: if you release too quickly, recording does not start and **Hold button to record** appears. **To cancel:** while still holding the microphone icon, swipe left to the bin icon. The recording is discarded and nothing is sent. ## How do I listen to a voice message? A voice message appears in the conversation as an audio player with a **Play** button. 1. Tap the **Play** button on the left of the player. During playback it becomes a **Pause** button. 2. Drag the slider to jump to a specific point in the recording. The recording's duration displays to the right of the slider. ## How do I delete a voice message I sent? 1. Press and hold the voice message in the conversation. 2. Tap **Delete message**. The voice message is replaced by **Deleted message** for every participant in the conversation. > **Warning:** Deleting your own voice message is immediate. No confirmation appears and the message cannot be restored. ## What's Next? - [Recording and listening to voice messages on a computer](/communication/read-and-share-a-voice-message-on-a-computer) - [Reacting to a chat message](/communication/react-to-a-chat-message) - [Talkspirit mobile application](/getting-started/the-mobile-application) --- ## Formatting chat messages URL: https://support.talkspirit.com/en/communication/formatting-messages Category: Communication · Section: Chat essentials · Type: Reference You can format the text of your chat messages with a Markdown-style syntax: bold, italic, strikethrough, quotes, lists, code and links. Type the syntax directly in the message field; the formatting is applied when the message is sent. Every member can format messages, and the same syntax works in direct conversations and rooms. ![A sent chat message in a self-conversation rendering bold, italic and strikethrough text, an indented quote block, a two-item bullet list and a clickable "Roadmap" link](/images/communication/formatting-messages/01-formatted-message.png) ## Supported syntax | Format | Syntax | Result | | --- | --- | --- | | Bold | `**text**` | **text** | | Italic | `*text*` | *text* | | Bold italic | `***text***` | ***text*** | | Strikethrough | `~~text~~` | ~~text~~ | | Quote | `> text` at the start of a line | Blockquote | | Numbered list | `1. item` | Numbered list | | Bullet list | `- item` | Bullet list | | Inline code | `` `code` `` | Monospaced `code` | | Code block | ` ``` ` on the lines before and after | Multi-line code block | | Link | `[label](url)` | Clickable link | Web addresses become clickable links even without the link syntax: paste a URL and it is converted automatically when the message is sent. Heading syntax (`#` at the start of a line) is not supported in chat messages: the character displays as typed. ## Write a message on several lines Quotes and list items each need their own line. Press `Shift+Enter` to add a line break without sending the message; `Enter` sends it. For example, type this in the message field: ``` > I expect you tomorrow at 9am. Here is the agenda: 1. Quarterly review 2. Next steps ``` The quote renders as an indented block and the numbered items render as a list. > **Tip:** To preview a formatted message before sending it to colleagues, draft it in your personal conversation: see [Creating a chat conversation with yourself](/en/communication/create-a-chat-conversation-with-yourself). ## Next steps - [Using Chat](/en/communication/chatting-with-users) - [Reacting to a chat message](/en/communication/react-to-a-chat-message) - [Marking a chat message as unread](/en/communication/mark-a-chat-message-as-unread) --- ## Formatting a post or comment URL: https://support.talkspirit.com/en/communication/formatting-a-post Category: Communication · Section: News Feed & posts · Type: Tutorial ## Formatting a post or comment You can format the text of a post, an event description or a comment with the built-in editor. Select the text you want to format and a toolbar appears above it; in a post, you can also type **/** to insert blocks such as lists, headings or tables. Anyone who can publish or comment in a group can use formatting. Posting and commenting rights are set per group by its group managers: see [What is a group manager?](/en/communication/the-group-manager). ## How do I format a post? 1. In the Newsfeed, click **New**, then **Create a post**. 2. Write your content, then select the text you want to format. The formatting toolbar appears above the selection. 3. Click the option you want. From left to right, the toolbar offers: - **Text**: a menu to turn the selection into a heading (three levels), a **Quote**, a **Bullet list** or an **Ordered list** - **Bold** (Ctrl+B, or Cmd+B on Mac) - **Italic** (Ctrl+I) - **Underline** (Ctrl+U) - **Strikethrough** (Ctrl+Shift+S) - **Code** (Ctrl+E) - Text colour - Highlight - **Link**: attach a web address to the selected text ![The post editor with a sentence of the body highlighted in blue and the floating formatting toolbar sitting just above it, holding the Text menu and then Bold, Italic, Underline, Strikethrough, Code, text colour, highlight and link](/images/communication/formatting-a-post/01-floating-formatting-toolbar.png) If you edit a post written in the previous editor, an older toolbar appears instead, with lists, bold, italic, underline, strikethrough, quote, code and link. New posts always use the current editor. ## How do I insert lists, tables and other blocks? Type **/** in the post editor to open the insert menu. It offers text levels and headings, emoji, mentions, quotes, bullet and ordered lists, tables, images, videos, files, separators, embeds, and links to existing posts, library pages, events and drive files. Type the first letters of a block name to filter the menu. ![A slash typed into the post editor body, with the insert menu open below it listing Text (ticked), Heading, Emoji, Mention, Quote, Bullet list, Ordered list, Table, Image, Video and Separator, the list continuing below the fold](/images/communication/formatting-a-post/02-slash-insert-menu.png) ## How do I format a comment? 1. Click **Comment** under a post, then write your text in the **Add a comment** field. 2. Select the text to format. The same toolbar appears with a reduced set of options: the **Text** menu (quote and lists, no headings), bold, italic, underline, strikethrough, code, text colour, highlight and link. The **/** insert menu also works in comments, limited to the same reduced set. ![A comment field under a post with the typed sentence highlighted in blue and the same formatting toolbar floating above it: the Text menu, Bold, Italic, Underline, Strikethrough, Code, text colour, highlight and link](/images/communication/formatting-a-post/03-comment-formatting-toolbar.png) ## Can I format an event description? Yes, with a smaller set of options: bold, italic, underline, strikethrough, bullet and ordered lists, and links. ## What's Next? - [Publishing, editing, or deleting a post](/en/communication/publishing-editing-or-deleting-a-post) - [Formatting Chat Messages](/en/communication/formatting-messages) - [Identifying who has seen a post](/en/communication/how-to-identify-whos-seen-a-post) - [Adding videos to a publication](/en/communication/adding-videos-to-publications) - [Enabling or disabling comments on a newsfeed post](/en/communication/enable-disable-comments-on-your-post-in-the-newsfeed) --- ## Publishing, editing, or deleting a post URL: https://support.talkspirit.com/en/communication/publishing-editing-or-deleting-a-post Category: Communication · Section: News Feed & posts · Type: Tutorial ## Publishing, editing, or deleting a post To publish a post, open the Newsfeed, click the **New** menu on the Newsfeed panel, choose who receives it, give it a title and write your content. Everything you do to it afterwards (edit, share, pin, delete) comes out of one menu on the post itself. This page walks through each of those, and says who is allowed to do them. **Before you start:** you need posting rights in the group you are publishing to. In most groups every member can post; a group manager can restrict posting to group managers, or require approval first. ## What types of posts are available? From the Newsfeed you publish one thing: a post. What varies is what you attach to it. **Post**: a title and your content, on its own or with an attachment: a file, a photo gallery, a poll, a checklist, an external resource or an emoji. Which attachment options you see depends on what your organisation has enabled. See [Attaching files to a post](/en/communication/attaching-files-to-a-post). Events work differently. You create an event in the Calendar, with **New event** (not from the Newsfeed) and an event carries no attachments at all. A live video or webinar is a setting inside an event, and the post it produces is marked with a red **Live** badge in the Newsfeed. ![The New menu on the Newsfeed panel, open on Create a post, with Create a photo gallery, Create a poll and Create a checklist below it.](/images/communication/scheduling-a-post/01-new-post-menu.png) ## How do I publish a post? 1. In the Newsfeed, click the **New** menu on the Newsfeed panel. The three icons beside it open the same editor with a photo gallery, a poll or a checklist already added. 2. Fill in one or more recipients, a title and your content. All three are required. The form marks them with an asterisk. 3. Click **Publish**. ![The post editor with a recipient set, a title, and body text. The title field is required.](/images/communication/publishing-editing-or-deleting-a-post/02-post-editor.png) Your draft is saved every 30 seconds, once it has a title, some content or an upload, not as you type, so give it a moment before you close the tab. To save without publishing, click **Save and close**; the draft is then waiting under the **Drafts** icon at the top right of the posting area. When you reopen a post you have already published, the Publish button reads **Modify**. ## How do I schedule a post? Scheduling is a tab in the same editor: open **Schedule**, pick a date and time, then click **Schedule** instead of Publish. Autosave stops once a post is scheduled. For the full procedure, see [Scheduling a post](/en/communication/scheduling-a-post). ## How do I share or republish a post? Open the post's menu (the vertical three-dot icon in its top right corner) and choose: ![A published post with its three-dot menu open: Edit, Change recipients, Enable co-edition, Disable comments, Republish my post, Share, Add in a newsletter, Copy link, Set as important, Print.](/images/communication/publishing-editing-or-deleting-a-post/03-post-action-menu.png) - **Share**: forwards the post to a group or to members. The original author stays visible, and comments are not carried over. In a secret group, only the author, group managers and administrators can share. - **Republish my post**: duplicates the post and sends it to other recipients. Only on posts you wrote, and never on a post that is itself a share. Comments are not carried over. - **Copy link**: copies a direct link to the post, to paste into a chat or another post. Neither Share nor Republish appears on a post with an event attached. Both start any poll in the post from zero: the original votes are not copied. ## How do I make a post more visible? Group managers can pin a post: open its three-dot menu and select **Pin in group**, and the post moves to the top of the group's Newsfeed. The same menu item then reads **Unpin**. Administrators can go further and mark a post as important, which keeps it at the top of every group member's Newsfeed until they have seen it. That takes two more choices (how long the post stays important, and which icon it carries) so it has its own article: [Defining important posts](/en/communication/define-important-posts). ## How do I edit or delete a post? To **edit** a post, open its three-dot menu and select **Edit**. Only the author can edit a post: unless the author opens it up: in the editor, the **Edition and comments** tab carries a checkbox reading **Allow all recipients to edit this post**, and on a post that is already published the menu item is **Enable co-edition**. To **delete** a post, open its three-dot menu and select **Delete**. The author, the group's managers, and organisation administrators can all delete a post. **Important:** deleting a post also deletes its comments, and it cannot be undone. ## Who can post? - **In a group:** every member can post in the groups they belong to, unless a group manager has restricted posting to group managers or asked for posts to be approved first. - **Private post:** every member can send a private post to one or more recipients. Guests can only reach members of the groups they belong to. The Newsfeed also has to be switched on, for your organisation, and for the group. ## What's Next? - [How do I schedule a post?](/en/communication/scheduling-a-post) - [How do I define important posts?](/en/communication/define-important-posts) - [How do I use the Newsfeed?](/en/communication/using-the-newsfeed) - [How do I attach files to a post?](/en/communication/attaching-files-to-a-post) - [Adding videos to a publication](/en/communication/adding-videos-to-publications) - [How do I work with labels?](/en/communication/working-with-labels) --- ## Scheduling a post URL: https://support.talkspirit.com/en/communication/scheduling-a-post Category: Communication · Section: News Feed & posts · Type: Tutorial ## Scheduling a post You can schedule a post so it is published at a specific date and time rather than immediately. This works for all post types including simple posts, photo galleries, polls, and checklists. You can schedule a post in any group where you are allowed to publish. To schedule something you have already started, open it from the drafts panel and then use the **Schedule** tab. The drafts panel itself only opens and deletes drafts. See [Finding and managing my drafts](/communication/find-the-drafts). ## How do I schedule a new post? 1. Go to the Newsfeed and select **New**, then the kind of post you want: **Create a post** for a simple post, or **Create a photo gallery**, **Create a poll** or **Create a checklist**. ![The New menu on the Newsfeed panel, open on Create a post, with Create a photo gallery, Create a poll and Create a checklist below it.](/images/communication/scheduling-a-post/01-new-post-menu.png) 2. Fill in the recipients, a title, and the content. 3. Select the **Schedule** tab. ![The post editor tab row with all five tabs visible (Assignments, Labels, Schedule, Edition and comments, Validation), Schedule active, and its Choose date / time panel below.](/images/communication/scheduling-a-post/02-schedule-tab.png) 4. Click the **Pick a date** field. A calendar opens on the current month. Use the arrows or the month and year drop-downs at the top to move around, then click a day. Past days are greyed out. **Today** selects the current date, **Clear** resets your choice, and **Close** dismisses the calendar. ![The date picker open in the Schedule tab: month and year drop-downs in the header, past days greyed out, and Today / Clear / Close along the bottom, above the Pick a date and time fields.](/images/communication/scheduling-a-post/03-date-picker.png) 5. Check the time. It arrives pre-filled at **12:00**, so leave it as it is or set your own: pick from the list in 15-minute steps, or type the time straight into the field. **Clear** at the bottom of the list resets it. The time field is pre-filled with 12:00 PM; select it and choose one of the 15-minute increments, or type a time directly. 6. Click **Schedule**. The **Publish** button becomes **Schedule** as soon as you pick a date, so the date alone is enough to schedule the post. ![The post editor footer before scheduling: Cancel, Save and close, and Publish.](/images/communication/scheduling-a-post/05-footer-no-date.png) ![The same footer once a date is set: Publish and Save and close are replaced by a single Schedule button.](/images/communication/scheduling-a-post/06-footer-date-set.png) ## What happens at the scheduled time? Talkspirit publishes the post for you at the time you set. You are not asked to confirm it. Two things stop that happening: - In a group where posts are approved before they go out, a post still waiting for its reviewer is not published at its scheduled time. It goes out when it is approved. See [Publication validation process](/communication/the-validation-process). - If the group is deleted, or the Newsfeed module is switched off for it, the post loses its schedule and becomes a plain draft again. ## How do I find a scheduled post? 1. Open the post editor from the Newsfeed. 2. On the right of the editor, open the **Scheduled posts** tab. If the panel is collapsed to icons, click the **Scheduled posts** icon first, a calendar with a clock, at the top right of the editor. ![The collapsed aside on the right of the post editor, with the calendar-with-clock icon showing its "Scheduled posts" tooltip.](/images/communication/scheduling-a-post/07-scheduled-posts-icon.png) All your scheduled posts appear with their publication date and time. ![The My scheduled posts panel, opened from the calendar-with-clock icon, listing three scheduled posts with their date and time and a delete icon on each row.](/images/communication/scheduling-a-post/07-scheduled-posts-panel.png) To edit a scheduled post, click on it, make your changes, and click **Schedule** to save. Click **Cancel** to discard changes and leave the original untouched. **Note: ** the panel belongs to the post editor, so you reach it while you are creating a post, not while you are editing one that is already published. ## How do I delete a scheduled post? In the scheduled posts panel, click the trash icon on the row you want to remove. **Important:** this deletes the post itself, not just its schedule. It goes immediately, with no confirmation and no undo. ## Who can schedule a post? Every member can schedule a post in any group where they are allowed to publish. Where a group manager has reserved publishing for managers, the group says so in place of the post box: *Only group managers can publish to this group*. Scheduling comes with the Newsfeed, so it is available wherever the Newsfeed module is switched on for your organisation and for the group. ## What's Next? - [How do I publish, edit, or delete a post?](/communication/publishing-editing-or-deleting-a-post) - [Finding and managing my drafts](/communication/find-the-drafts) - [The Newsfeed](/communication/using-the-newsfeed) - [How do I work with labels?](/communication/working-with-labels) --- ## Defining important posts URL: https://support.talkspirit.com/en/communication/define-important-posts Category: Communication · Section: News Feed & posts · Type: Tutorial · Tags: admin ## Defining important posts An important post in Talkspirit appears at the top of the newsfeed for every member who can see it, until they have viewed it. Once a member has seen the post, it returns to its normal position in the feed but keeps its icon for as long as the campaign runs. Only administrators can define important posts, and the option is available on posts published in a group. ## How do I set a post as important? 1. Click the post actions menu on the post you want to highlight. 2. Select **Set as important**. ![A post in the newsfeed with its actions menu open. The menu lists Edit, Change recipients, Enable co-edition, Disable comments, then Republish my post, Share, Add in a newsletter, Copy link, then Set as important, then Print](/images/communication/define-important-posts/01-post-menu-set-as-important.png) 3. Choose a period: a week, two weeks, a month, three months, or a custom date. 4. Choose an icon to visually highlight the post. 5. Click **Apply**. > **Note:** One day after you set a post as important, members who have not yet seen it receive an email reminder. ## How do I track the reach of an important post? Once a post has been marked as important, the post action changes to **Manage important message**. Click this action to open a pop-up showing the end date of the campaign and the share of group members who have viewed the post. ![The Important message settings pop-up for a post. It shows End of campaign with a date, an Extend period selector, and a Post views panel reading 15% with "(1 / 7 group member)" beside a pie chart. Close, Stop the campaign and a greyed-out Apply sit at the bottom](/images/communication/define-important-posts/02-manage-important-message.png) From this panel, you can extend the period or click **Stop the campaign** to remove the highlight immediately. When the period ends, the highlight is removed automatically and administrators who are members of the group receive a notification. You can mark several posts as important at the same time. ## What if a post was already read before being marked as important? If a publication has already been read by some members before it is marked as important, it only moves to the top of the feed for members who have not yet read it. To bring an old publication back to the top for everyone, the author can republish it and you can mark the new post as important. A group manager can also pin the post to the top of the group feed. ## What's Next? - [How do I identify who's seen a post?](/en/communication/how-to-identify-whos-seen-a-post) - [Enable or disable comments on a post](/en/communication/enable-disable-comments-on-your-post-in-the-newsfeed) - [How do I share a newsletter with all platform members?](/en/communication/how-to-share-a-newsletter-with-all-platform-members) - [Formatting a post](/en/communication/formatting-a-post) --- ## Enabling or disabling comments on a newsfeed post URL: https://support.talkspirit.com/en/communication/enable-disable-comments-on-your-post-in-the-newsfeed Category: Communication · Section: News Feed & posts · Type: Tutorial · Tags: admin ## Enabling or disabling comments on a newsfeed post You can disable comments on your newsfeed posts, either while you write them or at any time after publishing, and re-enable them later. This is useful for official updates and announcements that do not need discussion. Disabling comments hides any existing comments: they are not deleted, and they reappear if you re-enable comments. ## How do I disable comments when creating a post? 1. Open the post editor and write your post. 2. Click the **Edition and comments** tab below the editor. 3. Switch on **Disable comments**. 4. Publish your post. ![The bottom of the post editor: a row of tabs reading Assignments, Labels, Schedule, Edition and comments (selected) and Validation, and below it two switches, Allow all recipients to edit this post and Disable comments, both off.](/images/communication/enable-disable-comments-on-your-post-in-the-newsfeed/01-edition-and-comments-tab.png) ## How do I enable or disable comments on a published post? 1. Open the action menu on your post. 2. Select **Disable comments** or **Enable comments**. 3. Click **Disable** (or **Enable**) in the confirmation dialog. ![The action menu of a published post, opened from the three dots at its top right, listing Edit, Change recipients, Enable co-edition and Disable comments, then Republish my post, Share, Add in a newsletter, Copy link, Set as important and Print](/images/communication/enable-disable-comments-on-your-post-in-the-newsfeed/02-post-menu-disable-comments.png) You can toggle comments on the posts you have published. If your post allows co-edition (the **Allow all recipients to edit this post** option), everyone who can edit the post can also toggle its comments. ## What readers see when comments are disabled The **Comment** button under the post is greyed out, and hovering over it shows the message "Comments are disabled for this post". Existing comments are hidden and readers can no longer add new ones. Re-enable comments at any time to display the hidden comments again and reopen the discussion. > **Note:** To restrict commenting for a whole group rather than a single post, group managers can set who can comment in the group's permissions, including a **Nobody** option. See [What is a group manager?](/en/communication/the-group-manager). ## What's Next? - [Pinning a comment](/en/communication/how-to-pin-a-comment) - [Defining important posts](/en/communication/define-important-posts) - [Formatting a post or comment](/en/communication/formatting-a-post) - [Identifying who has seen a post](/en/communication/how-to-identify-whos-seen-a-post) --- ## Pinning a comment URL: https://support.talkspirit.com/en/communication/how-to-pin-a-comment Category: Communication · Section: News Feed & posts · Type: Tutorial · Tags: permissions ## Pinning a comment Pinning a comment moves it to the top of a post's comment thread, where it appears with a **Pinned** label, so nobody misses it. Only one comment can be pinned per thread: pinning another comment replaces the previous one. ## Who can pin a comment? Who can pin depends on the **Allow comments pin** permission chosen for your organisation, described in [Allowing users to pin comments](/en/administration-security/allowing-users-to-pin-comments): - **Administrators** can always pin and unpin comments, on any post. With the default rule, **Only administrators**, they are the only people who can. - When **Post owners, group managers and administrators** is selected, the **post owner** (the person who published the post) can also pin comments on their post, and **group managers** can pin comments on posts published in a group they manage. - On posts sent directly to people rather than published in a group, the post owner can pin a comment when **Post owners, group managers and administrators** is selected. Administrators always can. - A group can follow its own rule instead of the organisation-wide one, if an administrator has allowed group managers to overwrite the permission. ## How do I pin a comment? 1. Click the three-dot icon at the top right of the comment. 2. Select **Pin comment**. 3. Click **Confirm**. ![A newsfeed post with three comments. The three-dot menu of the first comment is open, listing Edit, Copy link, Pin comment, Print, Report and Delete.](/images/communication/how-to-pin-a-comment/01-pin-comment-menu.png) The comment appears at the top of the thread with a **Pinned** label. ![The same comment thread after pinning. The pinned comment now sits at the top of the thread and carries a Pinned label next to its author and time.](/images/communication/how-to-pin-a-comment/02-pinned-comment.png) ## How do I unpin a comment? Open the same three-dot menu, select **Unpin comment**, then click **Confirm**. The comment returns to its place in the thread. You can also simply pin another comment: the new pin replaces the old one. ## What's Next? - [Allowing users to pin comments](/en/administration-security/allowing-users-to-pin-comments) - [Enable or disable comments on a post](/en/communication/enable-disable-comments-on-your-post-in-the-newsfeed) - [Define important posts](/en/communication/define-important-posts) - [How do I identify who's seen a post?](/en/communication/how-to-identify-whos-seen-a-post) --- ## Identifying who has seen a post URL: https://support.talkspirit.com/en/communication/how-to-identify-whos-seen-a-post Category: Communication · Section: News Feed & posts · Type: Tutorial · Tags: admin ## Identifying who has seen a post You can see how many people have viewed a post in the newsfeed and who they are. A view counter appears at the bottom right of a post once more than one person has seen it. Everyone who can open the post can open this list, and a platform administrator can switch the list off for the whole organisation. ## How do I see who has viewed a post? 1. Find the post in the newsfeed. 2. Click the view counter, for example **3 views**, at the bottom right of the post. The **Post viewers** window opens and lists every member who has seen the post. > **Note:** The author counts as the first viewer, and the counter only appears once a post has been seen by more than one person. A post nobody else has opened shows no counter. ## How does Talkspirit determine that a post has been seen? A post is marked as seen for a member when: - it stays on their screen for a couple of seconds (Card view); - they open the post (List view) or view it from a direct link; - they interact with it: reacting, commenting, voting in a poll, or bookmarking it all count as views. Each person is counted once, however many times they come back to the post. Being counted as a viewer does not guarantee that the person has read the full content of the post. ## How do I disable this feature? A platform administrator can stop members from opening the list of viewers: 1. Go to **Administration** and click **Newsfeed** in the **Apps** section. 2. Under **Views on post**, deactivate **Users can see who has viewed a post (only in groups of less than 250 users)**. 3. Click **Save changes**. The view counter remains visible on posts; only the list of names is no longer available. ![The Views on post section of the Newsfeed page in Administration, with the switch "Users can see who has viewed a post (only in groups of less than 250 users)" turned on](/images/communication/how-to-identify-whos-seen-a-post/03-views-on-post-setting.png) ## What's Next? - [Group statistics](/en/communication/group-statistics) - [Defining important posts](/en/communication/define-important-posts) - [Enabling or disabling comments on a newsfeed post](/en/communication/enable-disable-comments-on-your-post-in-the-newsfeed) - [Formatting a post or comment](/en/communication/formatting-a-post) --- ## Mentioning a member, a role, or a whole group URL: https://support.talkspirit.com/en/communication/mentioning-a-memberall-group-members Category: Communication · Section: Notifications · Type: Tutorial ## Mentioning a member, a role, or a whole group Type **@** and pick a name from the list that appears. In the Newsfeed and in Chat that list holds the people who can see what you are writing, plus one entry called **Group (all members)**. In Structure, Projects, Goals and Meetings the same **@** offers roles and circles as well as people, and mentioning a role or a circle reaches everyone in it. A mention is not always a notification. It sends one from a post, a chat message or a comment, and it is only a link everywhere else. The last two sections say exactly which is which. ## Mentioning in a post, a comment or a chat message Type **@** anywhere in the text, then start typing a name and choose from the list. ![The mention list open in a Newsfeed comment, with Group (all members) at the top followed by individual members](/images/communication/mentioning-a-memberall-group-members/01-mentioning-in-a-comment.png) Who the list offers depends on who is receiving the post or message: - **A post or comment addressed to a group**: any member of that group, plus **Group (all members)**. - **A post or comment addressed to individual people**: only those recipients, plus **All recipients**. - **A chat room**: only people who belong to that room, plus **Group (all members)**. - **A one to one chat**: no list appears. There is nobody else to mention. Three things to know before you rely on it: - Choosing **Group (all members)** puts a confirmation in front of you when you publish: "By using @Group, you will notify everyone in this group. Are you sure?", with **Cancel** and **Send anyway**. The same confirmation appears when you have mentioned someone who cannot see the post. - The **@** menu is not offered when you edit a post or a comment that has already been published. Add your mentions while you are writing. - Mentioning somebody does not give them access. If a person cannot already see the post, the mention will not open it for them. ## Mentioning in Structure, Projects, Goals and Meetings Here, one **@** menu covers everything and groups its results by type: **Users**, **Roles**, **Circles**, **Projects**, **Goals**, **Tasks**, **Metrics** and **Checklists**. Inside a meeting it also offers **Agenda items**. Groups whose app or add-on is switched off for your organisation are simply absent, and **Users** is always there. If your organisation has renamed roles, circles or checklists, the headings use your own names. ![The mention list in a working agreement comment, showing results grouped under Roles, Circles and Projects](/images/communication/mentioning-a-memberall-group-members/02-mentioning-a-role-or-a-circle.png) Governance fields are narrower on purpose. In a role or circle field, and in the proposal form, the menu offers **Users**, **Roles** and **Circles** only. **A role or circle mention reaches people.** When the mention sends a notification, a mentioned role is expanded to everyone assigned to it, and a mentioned circle to every member of that circle, whether they sit in it directly or through a role. That is the closest equivalent to **Group (all members)** in these apps. ## What a mention actually sends | Where you mention | In the app | By email | |---|---|---| | A post or a comment in the Newsfeed | Yes, in your notifications | Yes | | A chat message | No notification entry. The room is flagged with a mention badge instead | Only if you are not connected at the time | | A comment on a working agreement, a checklist or a proposal | Yes | Yes | | A comment on a task, a project, a goal, a key result or a metric | Yes | Yes | | A role or circle field, a meeting note, a task description, a custom field | No | No | The last row is the one that surprises people. A mention typed into a role's purpose, an accountability, a policy, a meeting note or an item description becomes a clickable link and nothing more. Nobody is told about it. If somebody has to act, write a comment or assign them. You are never notified about a mention you wrote yourself. Only member, role and circle mentions reach anyone. A project, task, goal, metric or checklist mention is always just a link, even in a comment that would otherwise notify. Clicking a mention opens the item: members go to their profile, roles and circles to their Structure page, and tasks, projects, metrics, checklists and proposals open in a side panel without leaving the page. ## Choosing which mention notifications you receive For Structure, Goals, Projects and Meetings, open your profile menu, go to **Notifications**, and use the tab for the app you want. Every event has its own **Email** and **Desktop** switch, and the mention rows read "When you are mentioned in a comment on ...". They are all on by default. ![The Notifications preferences, Structure tab, with an Email and a Desktop switch on every event including the three mention rows](/images/communication/mentioning-a-memberall-group-members/03-mention-notification-settings.png) These four tabs cover only the newer apps. Newsfeed and Chat mentions are switched separately, on your own preferences page, and they include a switch of their own for the moment somebody mentions all members of a group you belong to. An administrator can switch off notification emails for the whole organisation. That switch covers the Structure, Goals, Projects and Meetings emails above. It does not reach the Newsfeed and Chat emails, which are sent by a different part of the platform. ## Who can mention Anyone who can write where they are writing. There is no separate permission for mentions: if you can publish a post, comment, or send a message in that place, you can mention in it. One caution for Structure, Projects, Goals and Meetings: the **@** menu searches every member of your organisation, not only the people who can open the item you are commenting on. Check who has access before you mention somebody from outside the circle or project. ## What's Next? - [Assigning vs mentioning](/communication/differences-between-assigning-and-mentioning) - [How do I configure my notification settings?](/getting-started/how-to-configure-my-notification-settings) - [How do I publish, edit, or delete a post?](/communication/publishing-editing-or-deleting-a-post) --- ## Assigning vs mentioning URL: https://support.talkspirit.com/en/communication/differences-between-assigning-and-mentioning Category: Communication · Section: Notifications · Type: Tutorial ## Assigning vs mentioning Mention someone when you want them to read something. Assign someone when you want them to do something: the post then stays in their **Assigned to me** filter until it is cleared, so there is a record of who is on the hook. Both actions ring the recipient's bell straight away, and both can also send an email. The difference a reader feels is what happens next. A mention has done its job once it is read. An assignment stays visible until someone removes it. ## What each one sends | | Mention | Assignment | |---|---|---| | Bell notification | Yes | Yes | | Email | Yes, on by default | Yes, on by default | | Leaves a trace afterwards | No | Yes, in **Assigned to me** | | Works on a whole group | Yes, with `@all` | No, one person at a time | Each member controls the email, not the bell. Go to **Profile and preferences**, open **Notifications**, and scroll to **Emails notifications.** Two switches matter here: *you are mentioned in a post or a comment*, and *you are assigned in a post*. Both are on for every new account. ![The Emails notifications section of Profile and preferences, showing switches for being mentioned in a post or a comment and for being assigned in a post](/images/communication/differences-between-assigning-and-mentioning/02-email-notification-settings.png) A third switch, *someone mentions all group members in one of your groups*, covers `@all` on its own, so a member can keep individual mentions and silence group-wide ones. Some organisations see a different **Notifications settings** screen in the same place, with **Mention** and **Assignation** switches that control the notification log instead of the email. If that is what your account shows, contact your administrator about the email settings. ## Mentioning Type `@` in a post or a comment and pick a person, or use `@all` to reach every member of the group the post was sent to. Two things regularly surprise people: - **A mention only notifies when the post or comment is published.** Editing a post afterwards to add an `@` sends nothing. Write a comment instead. - **Mentions are not searchable.** The newsfeed search has no filter for posts that mention you, so a mention is only worth as much as the moment it arrives. Because a mention lives inside a post or a comment, you need the group's permission to publish or to comment before you can send one. ## Assigning Assigning is open to anyone who can read the post, even without permission to publish or comment in that group. Select the **+** button at the bottom right of the post, then choose **Assign users**. **Assign myself** puts you on the post in one click and becomes **Unassign myself** afterwards. ![A newsfeed post with the plus menu open, showing Labels, Assign users and Assign myself](/images/communication/differences-between-assigning-and-mentioning/01-assign-users-menu.png) You can also assign while writing. The post options carry an **Assignments** tab, which lists everyone you have already mentioned in the draft under **Assign mentioned users**, so you can turn a mention into an assignment in one click. Three rules apply: - **You can only assign people who can already see the post.** The picker is limited to the post's recipients, and the server refuses an assignee who cannot read it. - **You assign one person at a time.** There is no group assignment, and `@all` has no equivalent here. - **Anyone who can read the post can remove an assignment**, including one that is not theirs. Treat the list as shared rather than as a personal inbox. ## Finding what you are assigned to In the newsfeed or in a group, select the person icon in the header bar to narrow the feed to posts assigned to you. Select it again to clear the filter. ![The newsfeed header with the Assigned to me filter highlighted](/images/communication/differences-between-assigning-and-mentioning/03-assigned-to-me-filter.png) The search bar does the same job with the `assignee:` term, which also accepts other people, so you can see what a colleague still has open. When the work is done, open the **+** menu on the post and select **Unassign myself**. The post leaves your filter. ## Choosing between the two Use a **mention** when the information is the point: a date, a figure, an announcement, or anything a colleague will want to know but does not have to act on. Use an **assignment** when a named person has to act, when you need a record of who owns what, or when you want them to close the loop by unassigning themselves. Doing both on the same post is harmless but pointless. If someone is already assigned to a post, mentioning them in it raises no second notification. ## What's Next? - [Assigning users](/en/communication/assigning-users) - [Mentioning a member or all group members](/en/communication/mentioning-a-memberall-group-members) - [Notifications](/en/communication/receive-notifications-for-new-activities-on-the-platform) - [Identifying who has seen a post](/en/communication/how-to-identify-whos-seen-a-post) --- ## Using hashtags URL: https://support.talkspirit.com/en/communication/using-hashtags Category: Communication · Section: News Feed & posts · Type: Tutorial ## Using hashtags You can use hashtags to organise posts around keywords. Type **#** before a keyword in a post or a comment: the keyword is recorded as a hashtag, and the newsfeed search finds every post that carries it. > **In summary:** Type **#** followed by a keyword in a post or comment to create a hashtag. To find tagged content, open the newsfeed search bar, pick the **#** hashtag filter, and choose or type the keyword. ## Create a hashtag Type **#** followed by your keyword directly in: - the body of a post, - a comment. Keep the keyword to a single word made of letters (accents included) and digits. A hashtag stops at the first space or punctuation mark, so apostrophes, hyphens and underscores cut it short: typing #l'équipe records the hashtag #l. On older posts and comments, hashtags show as clickable links that open the newsfeed search for that keyword. In the current post editor the keyword stays as plain text, so use the search bar to find tagged content. ## Find content by hashtag 1. Click the search bar at the top of the newsfeed. 2. Pick the **#** **hashtag** filter in the list of search options, or type **#** directly. 3. Talkspirit suggests existing hashtags as you type. Choose one, or finish typing the keyword, and press **Enter**. The results list every post you have access to that carries the hashtag, in the post itself or in its comments, most recent first. ![The newsfeed search bar containing #on, with a suggestion list below it offering the existing hashtag #onboarding](/images/communication/using-hashtags/01-hashtag-filter-suggestions.png) ![Newsfeed search results for #onboarding, sorted by relevance, listing the one post whose text carries the hashtag](/images/communication/using-hashtags/02-hashtag-search-results.png) ## Good to know - The suggestion list covers every hashtag created in your organisation, even when it comes from posts you cannot access. - Search results only include posts you can see: posts in your groups, posts in open groups and your own posts. Guests only get results from groups they belong to. - Hashtags are free-text keywords that anyone can invent. For a colour-coded set that each group manages itself, use labels instead (see [Working with labels](/communication/working-with-labels)). - To keep your hashtag usage consistent, reuse existing keywords rather than creating slight variations of the same word. ## Who can use hashtags? Hashtags need no setup and no specific rights: anyone who can publish a post or a comment can create them, and every member can search for them. ## What's Next? - [Searching within the Talkspirit news feed](/getting-started/search-posts-files-and-messages) - [Working with labels](/communication/working-with-labels) - [Managing group labels](/communication/managing-group-labels) --- ## Publishing a media item on Talkspirit URL: https://support.talkspirit.com/en/communication/publishing-a-media Category: Communication · Section: News Feed & posts · Type: Tutorial · Tags: admin ## Publishing a media item on Talkspirit On the home page, you can publish a single image accompanied by a title, description, and optional link. This brings visuals to your portal and gives you a way to display static information in a defined position on the page. > **Role prerequisite:** You need to be a Homepage manager. See [Managing and publishing the Homepage](/en/administration-security/managing-and-publishing-the-homepage). ## How do I publish a media item? 1. Go to the home page where the media will be published. 2. Choose the row and column position for the media. ![A home page in edit mode showing one row split into three empty columns, each offering the Insert a module choices Carousel, Article, Event, Media and Referent, so a media item can be placed in whichever column is wanted](/images/communication/publishing-a-media/01-home-page-module-grid.png) 3. An editing window opens. Add: - The **image** (required to publish) - An optional **title** and **description**, displayed on top of the image - An optional **Link URL**. The image becomes clickable and redirects to that link See [Recommended image sizes for the Talkspirit home page](/en/administration-security/recommended-image-sizes-on-the-home-page) for the correct dimensions by module size. ![The Media editing window, filled in: a Title, a chosen image in the Choose an image picker, a Description, a Link URL and a Link title, with the Author, Who can see this content? and Publication status controls in the right-hand column](/images/communication/publishing-a-media/02-media-editing-window.png) If you add a title or description, a filter is applied to the image to ensure text remains readable. ![A published media item on the home page: the image carries the title "Our new Lyon office" and its description in white text across the lower half, over a dark gradient filter applied to the image so the text stays readable](/images/communication/publishing-a-media/03-published-media-item.png) ## How do I choose the author? Select which platform user is the author of the publication. You are the author by default. To post as a company profile instead, search for the company profile name. ![The Author field of the Media editing window with a search term typed into it, and the matching result below: a company profile called Alpine Tech Newsroom, shown with its initials tile](/images/communication/publishing-a-media/04-author-search-company-profile.png) ## How do I set the audience? If the page itself is visible to everyone, choose who can see this media under **Who can see this content?**: - **All users** - **Members only** - **Guests only** If the page is restricted to selected users or groups, this selector does not appear. ## How do I save as draft or publish? Under **Publication status**, choose: - **Draft** to save without publishing, then click **Add**. - **Published** to make it visible, then click **Publish**. ## What's Next? - [Managing and publishing the Homepage](/en/administration-security/managing-and-publishing-the-homepage) - [Recommended image sizes for the Talkspirit home page](/en/administration-security/recommended-image-sizes-on-the-home-page) --- ## Publishing an article on the Homepage URL: https://support.talkspirit.com/en/communication/publishing-an-article Category: Communication · Section: News Feed & posts · Type: Tutorial · Tags: admin ## Publishing an article on the Homepage With the **Article** module, you can publish static information at a chosen position on a home page. An article carries a title and a description, plus optional fields for a link, an image or video, an author and an audience. You can keep an article as a draft before publishing it. > **Role prerequisite:** You need to be a Homepage manager. An administrator designates Homepage managers in **Administration → Apps → Home**; administrators are not Homepage managers by default and must add themselves to manage the page. ## How do I publish an article? 1. Open the home page where the article will be published. 2. Click an empty column in a row and select **Article**. To create a new row first, click the **+** above or below an existing row and pick a layout. ![An empty column on a home page, outlined with a dashed border, offering the Insert a module choices: Carousel (greyed out), Article, Event, Media and Referent](/images/communication/publishing-an-article/01-module-chooser-empty-column.png) 3. An editing window opens. Enter the **Article title** and the **Article description**. Both are required to publish; a draft can be saved without them. 4. Optionally add: - **Link URL**: makes the article clickable - **Link title**: label for the link - **Choose an image or a video**: imported from your computer For the best display, match the image to the width of the module: see [Recommended image sizes for the Talkspirit home page](/en/administration-security/recommended-image-sizes-on-the-home-page). ![The Article editing window, filled in: an Article title, an Article description, a Link URL, a Link title of "Read the announcement", and a chosen image in the Choose an image or a video picker on the right, above the Author, audience and Publication status controls](/images/communication/publishing-an-article/02-article-editing-window.png) ## How do I insert a YouTube video? 1. In the editing window, paste the YouTube video link in the **Link URL** field. 2. Tick **Use YouTube thumbnail in article**. The video thumbnail becomes the article image. You cannot combine a YouTube thumbnail with an uploaded image or video, and the **Link title** field is disabled while the thumbnail is in use. ![The Article editing window with a YouTube link in the Link URL field and the Use YouTube thumbnail in article checkbox ticked. The Link title field below it is greyed out and cannot be edited, and the image picker on the right is empty](/images/communication/publishing-an-article/03-youtube-thumbnail-ticked.png) ## How do I choose the author and audience? Select the **Author** from the member list, or publish as a company profile by searching for its name. An author is required to publish. On a home page visible to everyone, the **Who can see this content?** list offers three audiences: - **All users** - **Members only** - **Guests only** On a home page restricted to members or to selected people, this list is not shown: the page's own audience already applies. ![The right-hand column of the Article editing window: the Author selector showing the current member, the Who can see this content? list set to All users, and the Publication status switch set to Draft rather than Published](/images/communication/publishing-an-article/04-author-and-audience-selectors.png) ## How do I save as draft or publish? - To save without publishing: set **Publication status** to **Draft**, then click **Add**. Drafts stay invisible to your audience until published. - To publish immediately: set **Publication status** to **Published**, then click **Publish**. Your article now appears on the home page at the position you chose. ## What's Next? - [Managing and publishing the Homepage](/en/administration-security/managing-and-publishing-the-homepage) - [Recommended image sizes for the Talkspirit home page](/en/administration-security/recommended-image-sizes-on-the-home-page) - [Publishing a media item on Talkspirit](/en/communication/publishing-a-media) - [Talkspirit Homepage overview](/en/administration-security/the-homepage) --- ## Sharing a newsletter with all platform members URL: https://support.talkspirit.com/en/communication/how-to-share-a-newsletter-with-all-platform-members Category: Communication · Section: News Feed & posts · Type: Tutorial · Tags: admin, permissions ## Sharing a newsletter with all platform members Newsletter managers can promote posts from open groups by sending an email to all platform members. Platform administrators are newsletter managers by default. Other members must be designated as newsletter managers by an administrator: this is one of the delegated administration rights of classic Talkspirit, like those described in [User administrator permissions](/en/administration-security/the-user-administrator). Guest users cannot receive or manage newsletters. > **Note:** The newsletter is not available yet, but it is planned. This article describes how it worked in the previous version. ## How do I create a newsletter? 1. Go to **Administration** and open the **Newsletter** section. 2. Enter a title in the **Newsletter title** field and click **Add**. Choose a short, clear title such as "July's news". ![The Create a newsletter block of the Administration Newsletter page: an empty Newsletter title field beside an Add button, which stays greyed out until a title is entered](/images/communication/how-to-share-a-newsletter-with-all-platform-members/01-create-a-newsletter.png) You can modify the title as long as the newsletter has not been sent. ## How do I add content to a newsletter? After creating the newsletter, an edition section appears with three areas: - **Title**: becomes the subject line of the email. - A message area: write a short personalised introduction for the email. - The posts you want to feature. To add posts: 1. Click **+ Select a post**. 2. Select a group, then search for and select the posts to include. The list offers every open group, plus the groups you are a member of. > **Tip:** Newsletter managers can also add an open group post directly from the Newsfeed, with the **Add in a newsletter** action in the post's menu. ![The Select posts window open over the newsletter edition section. A group has been chosen from the Select a group list, and the posts published in that group are listed below a search field, each with its own Add button and a running count of selected posts](/images/communication/how-to-share-a-newsletter-with-all-platform-members/02-select-posts-window.png) ## How do I send a newsletter? Once your content and posts are ready: 1. Click **Send newsletter** in the edition section. 2. Confirm in the dialog, which reminds you who is about to receive the email. The newsletter is sent by email to all platform members who have an email address on their account and have not disabled newsletter emails in their notification preferences. Guest users never receive newsletters. To reach part of the organisation only, use the recipients field next to the **Send newsletter** button (it reads **All members** when left empty) and select one or more groups: only the members of those groups receive the email. A newsletter needs a message or at least one post before it can be sent. ![The newsletter edition section: the newsletter title, a recipients field reading All members, and the Send newsletter button, now active because one post has been added. Below sit the message area and the chosen post, with + Select a post to add more](/images/communication/how-to-share-a-newsletter-with-all-platform-members/03-send-newsletter-button.png) ## How do I delete a newsletter? Click the trash can icon next to the newsletter you want to delete, then confirm with **Delete**. ## How do I track newsletter activity? After sending, each newsletter shows: - The number of emails sent and the number opened (counted when the email is opened). - The date the newsletter was sent. - The full content, by clicking **See more**. ![A sent newsletter row expanded with See more: the newsletter title, its sent and opened counts, the date it was sent, and the full content below — the featured post with a See post link](/images/communication/how-to-share-a-newsletter-with-all-platform-members/04-newsletter-statistics.png) ## What does the recipient's email look like? The email members receive contains: - The newsletter title as the subject line. - Your platform logo. - The recipient's first and last name. - The content you added. - Each selected post with a button linking to the full post on the platform. ## What's Next? - [Defining newsletter managers](/en/administration-security/defining-newsletter-managers) - [Define important posts](/en/communication/define-important-posts) - [How do I identify who's seen a post?](/en/communication/how-to-identify-whos-seen-a-post) - [Formatting a post](/en/communication/formatting-a-post) --- ## Creating a photo gallery in Talkspirit URL: https://support.talkspirit.com/en/communication/the-photo-gallery Category: Communication · Section: News Feed & posts · Type: Tutorial ## Creating a photo gallery in Talkspirit With the photo gallery feature, you can attach and display multiple visuals in a post or event. You can create a gallery directly from the news feed, through a post, or through an event. Galleries support drag-and-drop upload, image reordering, captions, and bulk download. Only users with permission to post in a group can create and publish a photo gallery. ## How do I create a gallery from the news feed? 1. On the news feed, click the **Create a new photo gallery** icon. 2. A post creation window opens with the gallery feature pre-selected. 3. Fill in the required fields: **recipient** and **title**. 4. Optionally add a description and a gallery name. 5. Add images by dragging and dropping them onto the gallery, or click **+ Add picture** to select files from your computer. You can upload multiple images at once (hold Ctrl to select several files). 6. Click **Publish** when ready. The maximum size per image is your organisation's file upload limit, which depends on its plan. There is no fixed limit on the number of images. ![The post creation window opened with the gallery pre-selected: a Name your gallery field, a dashed "Click or drop your pictures here" area and an Add picture button](/images/communication/the-photo-gallery/01-gallery-post-creation-window.png) ## How do I add a gallery to an existing post or event? If you are creating a post or event, select the **Image gallery** option before uploading visuals. If you upload visuals without selecting **Image gallery** first, a pop-up will appear asking whether to create a gallery or display the visuals as attachments. Choose your preference. ![The Make an image gallery pop-up, asking "Do you want to show the uploaded images as a gallery?" with a No thanks link and a Make gallery button](/images/communication/the-photo-gallery/02-make-an-image-gallery-prompt.png) ## How do I reorder or delete images in a gallery? - To **reorder** images: click and hold an image, then drag it to the desired position. - To **delete** a single image: click the cross icon on that image. - To **delete the entire gallery**: click the trash icon labelled **Delete this gallery**. ![A gallery in the composer named "Sustainability week 2026" holding four image thumbnails, each carrying a red cross that deletes it, with Add captions above and Add picture below](/images/communication/the-photo-gallery/03-gallery-editing-view.png) ## How do I add captions to images? After uploading images, click **Add captions**. Each image is listed with an **Add a caption** field for you to fill in. Click **Back to grid view** to return to the full gallery view. Note: captions are not visible in the post attachment preview. Click the image to view its caption. ## How do I download gallery images? Any group member can download gallery images regardless of their posting permissions. Click the **Download** button in the gallery view. The images are downloaded as a zip folder. ## How do I edit a gallery after publishing? The post author can edit the gallery at any time by selecting **Edit** on the post. From there you can reorder, add, or delete images. ## What's Next? - [How do I publish, edit, and share a post?](/en/communication/publishing-editing-or-deleting-a-post) - [How do I add videos to publications?](/en/communication/adding-videos-to-publications) - [How do I use the poll feature?](/en/communication/the-poll) - [How do I use the checklist feature?](/en/communication/checklist) --- ## Using the poll feature in Talkspirit URL: https://support.talkspirit.com/en/communication/the-poll Category: Communication · Section: News Feed & posts · Type: Tutorial ## Using the poll feature in Talkspirit With the poll feature, you can collect structured feedback directly within a post. You can choose from four answer types, make polls anonymous, close and reopen votes, and export results to Excel. Any member who can see the post can vote, and all members with posting permissions in a group can create polls. ## How do I create a poll? You can create a poll two ways: - In the news feed or in a group, click **New** and select **Create a poll**. - Create a post and click the **Poll** button in the publication options. Fill in the required fields: **recipient**, **title**, and the **poll question** with its answer choices. The text of the post itself is optional when it carries a poll. ![The post editor with a poll attached: an answer-type dropdown set to Multiple answers, an Anonymous poll tickbox, the question field and two choice fields with an Add choice button](/images/communication/the-poll/01-poll-editor-in-composer.png) ## What answer types are available? When creating a poll, you choose from four answer types: - **Unique answer**: participants select one answer only. - **Multiple answers**: participants select several options. - **Choice of pictures**: participants choose between images (several pictures can be selected). - **Free text answer**: participants write their own response. There is no limit on the number of polls within a single post: click **New poll** under the last poll to add another. > **Note:** once a vote has been cast, the answer type can no longer be changed. ## How do I make a poll anonymous? Tick the **Anonymous poll** box when creating or editing the poll. Once anonymised, neither you nor group members can see who voted. You can only enable the anonymous option before any member has voted. Once a vote is cast, this setting is locked. ## How do I manage votes? Members vote by selecting one or more answers and clicking **Vote**. They can change their selection using the **Change my vote** option. If a member has not joined the group yet, a message asks them to join it before voting. A percentage bar shows which answer is receiving the most votes. On a non-anonymous poll, hover over the voter count to see who has voted, and hover over an answer's result bar to see who voted for that answer. These lists are visible to everyone who can see the post. ![A published poll showing one answer at 100% with a filled bar and the other two at 0%, next to a "1 voter" count whose hover tooltip names the voter, plus Close votes and Excel export controls](/images/communication/the-poll/02-poll-results-voter-list.png) ## How do I close or reopen a poll? The poll author can close and reopen votes. Click **Close votes** to stop accepting new responses. Click **Reopen votes** to allow voting again. On posts published with the **Allow all recipients to edit this post** option, every recipient sees these controls too. ## How do I export poll data to Excel? Click **Excel Export** to the right of the **Close votes** option. This option appears once at least one member has voted. If the post contains multiple polls, you can export **All polls** at once or choose **This poll only**. Each poll appears on a separate tab in the Excel file. The export includes each voter's identifier, display name, first name, and last name, followed by one column per answer. For anonymous polls, user identifiers are replaced with "anonymous". ## Who can manage a poll? The poll author can close and reopen votes, make the poll anonymous before the first vote, and export results to Excel. On posts published with the **Allow all recipients to edit this post** option, all recipients get the same controls. ## What's Next? - [How do I publish, edit, share, and delete a post?](/en/communication/publishing-editing-or-deleting-a-post) - [How do I create a photo gallery?](/en/communication/the-photo-gallery) - [How do I use the checklist feature?](/en/communication/checklist) --- ## Finding and managing my drafts URL: https://support.talkspirit.com/en/communication/find-the-drafts Category: Communication · Section: News Feed & posts · Type: Tutorial ## Finding and managing my drafts You can keep any post, photo gallery, poll, or checklist as a draft and finish it later. Drafts are personal: only you can see them, and they wait in the **Drafts** panel of the post editor until you publish or delete them. ## How do I save a draft? 1. On the Newsfeed, select **New**, then what you want to create: **Create a post**, **Create a photo gallery**, **Create a poll**, or **Create a checklist**. The **Start a post** button at the top of the feed opens the same editor. ![The Newsfeed panel with the New button pressed and its menu open, listing Create a post, Create a photo gallery, Create a poll and Create a checklist](/images/communication/find-the-drafts/01-new-menu.png) 2. Fill in the recipients, a title, and your content. 3. Click **Save and close**. A confirmation appears: "Your draft has been saved!" ![The footer of the post editor: a Card preview switch on the left, and on the right Cancel, Save and close and Publish. Save and close is outlined](/images/communication/find-the-drafts/02-editor-footer-save-and-close.png) Talkspirit also saves your work as a draft automatically every 30 seconds while you write. Clicking **Cancel** on a new post discards it, so use **Save and close** when you want to keep your work. A draft saved without a title appears in the list as **[No title]**. ## How do I find a saved draft? 1. Open the post editor: select **New**, then **Create a post**. 2. In the panel on the right-hand side of the editor, click the **Drafts** icon. When you already have drafts, the **My drafts** list opens by itself. ![The post editor with the right-hand panel open on My drafts. It lists two drafts, one shown as [No title] and one titled "Office move: what changes in ...", each with a clock icon and how long ago it was last modified, and a bin icon on the right](/images/communication/find-the-drafts/03-my-drafts-panel.png) Each draft shows its title, a preview of the content, and the date it was last modified, most recent first. 3. Click a draft to open it and continue editing. Once you publish a draft, it no longer appears in the list. A post with a scheduled date is listed under the **Scheduled posts** tab next to **Drafts**, not in **My drafts**. See [Scheduling a post](/communication/scheduling-a-post). ## How do I delete a draft? 1. Open the **Drafts** panel. 2. Click the **bin** icon next to the draft you want to remove. ![A single entry in the My drafts list: the draft title [No title], the time it was last modified below it, and the bin icon at the right-hand end of the row](/images/communication/find-the-drafts/04-draft-bin-icon.png) > **Warning:** The draft is deleted immediately, without a confirmation step. ## Can I save a draft of a comment? Yes. A comment you start writing is saved as a draft automatically. To save and hide it deliberately, click the **Save** icon in the comment box. Your text comes back when you click the comment field of the same post again. Comment drafts do not appear in the **Drafts** panel. ![A comment box under a post with a sentence typed into it. To the right of the field sit the send arrow, a paperclip for attachments, and the floppy-disk Save icon](/images/communication/find-the-drafts/05-comment-save-icon.png) ## What's Next? - [Scheduling a post](/communication/scheduling-a-post) - [Publishing, editing, or deleting a post](/communication/publishing-editing-or-deleting-a-post) - [Using the poll feature in Talkspirit](/communication/the-poll) - [Using the checklist feature](/communication/checklist) --- ## Which notifications you receive URL: https://support.talkspirit.com/en/communication/receive-notifications-for-new-activities-on-the-platform Category: Communication · Section: Notifications · Type: Reference · Tags: notifications ## Which notifications you receive Talkspirit notifies you through two channels: the **notification bell** in the top bar, and **email**. Both cover the same four modules, Structure, Goals, Projects and Meetings, and everything is switched on when you arrive. The classic apps, Newsfeed, Chat, Calendar, Library, Drive and Groups, signal activity separately and are not part of the bell. ## The two channels | Channel | Where it shows | Setting that controls it | |---|---|---| | **Desktop** | The bell in the top bar, plus a pop-up from your operating system if your browser allows it | **Enable desktop notifications**, per module | | **Email** | Your mailbox | **Enable email notifications**, per module | "Desktop" covers both the bell and the operating-system pop-up: they are one setting, not two. If you switch **Enable desktop notifications** off for a module, that module stops appearing in the bell at all. Your browser tab also carries the unread count in front of the page title, as `(3) Cockpit | Talkspirit`, so you can see activity without switching back to Talkspirit. ![The notification bell panel open in the top bar, listing three unread meeting notifications with the time each one arrived.](/images/communication/receive-notifications-for-new-activities-on-the-platform/01-notification-bell-panel.png) ## What triggers a notification The bell merges four sources into one list, newest first. You only see a source you have permission to read, so a member without access to Projects never receives a Projects notification on either channel. | Module | You are notified when | Channels | |---|---|---| | **Structure** | You are assigned to or removed from a role or a circle, a role's purpose or accountabilities change, someone applies to a role you are hiring for, you are mentioned in a comment on a proposal, a document or a checklist, someone comments on your proposal, a proposal is opened, adopted or reverted, a document is published or assigned to you, or your time allocation needs updating | Bell and email | | **Goals** | A goal is assigned to you, its progress is updated, or it is completed | Bell and email | | **Projects** | A task is assigned to or unassigned from you, you are mentioned in a comment, a task or sub-task you are assigned to is completed, or a task or project you have access to is archived | Bell and email | | **Projects, metrics** | A metric is assigned to you, or a metric value you are responsible for is due | Bell only | | **Meetings** | A meeting is scheduled, a meeting is approaching, a meeting is overdue, or its report is published | Bell and email | Two further meeting events, **meeting updated** and **meeting cancelled**, fire when a meeting's date, time or place changes and when a meeting is cancelled. They reach both the bell and your mailbox, but they have no row of their own on the settings screen: the only way to stop them is to turn off the whole Meetings channel. A change to a meeting's description or agenda alone does not notify anyone. ## What is on by default **Everything.** Every event in the table above sends on both channels until you turn it off, and the two global switches per module start on as well. You are never notified about an action you performed yourself. The settings screen states this under the event table. ![The Projects tab of the notification settings, showing the global email and desktop switches above a table of events with one switch per channel.](/images/communication/receive-notifications-for-new-activities-on-the-platform/02-notification-preferences-projects.png) The exception is metrics: **Metric Assignment** and **Metric Value Due** reach the bell only. Their email column shows a dash, because email is not a channel Talkspirit can deliver them on. ## The classic apps notify you separately Newsfeed, Chat, Calendar, Library, Drive and Groups still run on the classic Talkspirit interface, which has its own notification panel and its own settings. Nothing from those apps appears in the bell described above, and turning a module off in **Account** does not affect them. What they show instead: - **A red dot on a group** in the Newsfeed sidebar when the group has activity you have not seen. Select **Unfollow** in the group's menu to stop following it without leaving it. - **A badge on the browser's favicon** whenever you have unread chat messages, notifications or events. Do Not Disturb suppresses it. - **The tab title**, which prefixes the number of unread chats while chat messages are waiting. - **Mute room** in a chat room's menu, to silence one conversation. ## Good to know Every notification email ends with a **Manage your email notifications.** link that opens the right tab of your notification settings, so you can turn off the exact event that reached you. An administrator can switch off notification emails for the whole organisation. That setting stops governance, meeting and project emails for everyone; it does not stop the bell, and it does not stop sign-in emails such as password resets and invitations. A circle or a project can also post its notifications to a Slack channel, which a circle administrator sets up from the circle's settings: see [Connect a circle or a project to Slack](/integrations/connect-a-circle-or-a-project-to-slack). Your personal notification settings do not apply to that channel. ## What's Next? - [How do I configure my notification settings?](/getting-started/how-to-configure-my-notification-settings) - [How do I disable email notifications for my organisation?](/administration-security/disable-email-notifications-for-your-organization) - [How do I customise my news feed?](/communication/using-the-newsfeed) --- ## Videoconferencing in Talkspirit URL: https://support.talkspirit.com/en/communication/videoconferencing-overview Category: Communication · Section: Videoconferencing · Type: Tutorial Talkspirit videoconferencing runs live video meetings with several participants, from the browser or the mobile app. You open a video room three ways: set a meeting to **Video** or **Hybrid** mode, share your personal video meeting link, or send a link from a chat conversation. Once a room is open, you can chat, run polls, share your screen, react, split into side rooms, and record the call. ## How do I start a videoconference? Each entry point creates a video room that participants join from a link. Choose the one that fits where the conversation already lives. ### From a meeting 1. In the meeting form, set the location mode to **Video** or **Hybrid**. 2. Select **Generate new link** to mint a fresh video room link, or paste an existing one. 3. Save the meeting. Participants join from the link on the meeting. ### From your public video meeting link Open your account settings and go to **General**. The **Public video meeting link** section shows your personal room link. Copy it to share, or select **Start video meeting** to open the room. The room stays available to you and to anyone you share the link with. ![Account General settings showing the Public video meeting link section with the shareable link, a copy button, and the Start video meeting button.](/images/communication/videoconferencing-overview/02-public-video-meeting-link.png) ### From a chat conversation In a chat conversation, select the **Video conf.** button (the video camera icon) in the message bar. Talkspirit posts a **Join me in a video meeting** message with a **Join** button that opens a fresh video room. ## What can I do during a call? Before you join, the pre-join screen lets you set your microphone, camera, and background: see [Setting up my entry to a video conference before joining](/communication/set-up-your-entry-to-the-videoconference-before-joining-the-meeting). Once you are in the room, you can: - Chat and run polls with every participant: [Chatting and sharing a poll in a videoconference](/communication/chat-and-share-a-poll-from-the-videoconference-chat-channel) - Share your screen as an extra tile: [Sharing my screen during a videoconference](/communication/share-your-screen-on-the-videoconference) - Raise your hand and send emoji reactions: [Interacting and sending feedback in a videoconference](/communication/how-to-interact-and-send-feedback-on-video-conferencing) - Share a GIF in the chat: [Sharing a GIF during a videoconference](/communication/sharing-a-gif-in-a-videoconference) - Split participants into side rooms: [Using side rooms in a Talkspirit videoconference](/communication/side-rooms-on-videoconferencing) - Record the meeting: [Recording a videoconference in Talkspirit](/communication/record-your-videoconference) - Moderate the room, mute everyone at once, or add a password: [Managing a videoconference](/communication/manage-a-videoconference) ## How do I join on mobile? You start and join videoconferences from the Talkspirit mobile app, which opens the call in Jitsi. Chat and reactions work on mobile; recording and screen sharing are not available there. See [Joining a videoconference on mobile](/communication/join-a-videoconference-on-mobile). ## What's Next? - [Organising a videoconference with Talkspirit](/communication/organising-a-videoconference-with-talkspirit) - [Setting up my entry to a video conference before joining](/communication/set-up-your-entry-to-the-videoconference-before-joining-the-meeting) - [Recording a videoconference in Talkspirit](/communication/record-your-videoconference) - [Videoconference FAQ](/communication/faq-the-videoconference) --- ## Receiving a summary email of missed activities URL: https://support.talkspirit.com/en/communication/how-to-receive-a-digest-email-notification Category: Communication · Section: Notifications · Type: Tutorial · Tags: notifications ## Receiving a summary email of missed activities Talkspirit can send you a single email gathering what happened while you were away: new posts in the Newsfeed, new articles and events on the Home page, and events you have been invited to. The setting is called **Summary email of missed activities**, and the email itself arrives with the subject **Daily digest** or **Weekly digest**. New members receive it daily. ## Where the setting lives This one is not on **Account** > **Notifications**, the page with the Structure, Goals, Projects and Meetings tabs. It sits on the classic **Profile and preferences** screen, and no entry in the left-hand navigation opens that screen directly. There are two reliable ways in. **From inside a classic app:** 1. Open **Newsfeed**, **Chat**, **Calendar**, **Library**, **Drives** or **Groups** from the left-hand navigation. 2. Click your profile picture in the top bar, then select **Profile and preferences**. 3. Select **Notifications** in the left-hand panel. **From an email:** every Talkspirit notification email carries a link to this screen at the bottom. In the summary email it reads **Manage content and frequency of your digest**; in other notification emails it reads **preferences**. This is the fastest route if a summary email is already sitting in your inbox. ![The Notifications page of Profile and preferences, open in the classic Talkspirit app, with Notifications selected in the left-hand panel](/images/communication/how-to-receive-a-digest-email-notification/01-profile-and-preferences-notifications.png) ## Choose how often you receive it 1. Scroll down the **Notifications** page to **Summary email of missed activities**. 2. Switch **Enable** on. 3. Choose **Hourly**, **Daily** or **Weekly**. 4. Click **Save** at the bottom of the page. ![The Summary email of missed activities section, with the Enable switch on, and the Hourly, Daily and Weekly options with Daily selected](/images/communication/how-to-receive-a-digest-email-notification/02-summary-email-of-missed-activities.png) Your choice applies from the next send. To stop the emails, switch **Enable** off and save: the frequency is set to none and nothing further is sent. ## What the email contains The summary is built from three apps, in this order. Each section lists up to five items, with a button to the rest when there are more. | Section | What it lists | |---|---| | **Newsfeed** | Posts and comments published since you were last connected | | **Homepage** | Articles and events published on Home pages you can see, since you last opened them | | **Calendar** | Events you have been invited to, excluding the ones you created yourself | Sections with nothing in them are left out, so a quiet week produces a short email rather than three empty headings. ## When it does not arrive Four things decide whether a summary reaches you, and the first one surprises most people: - **You have to have been away.** The summary only goes to members whose last connection is older than the period they chose. If you sign in to Talkspirit every day, a daily summary never arrives. This is what the screen means by *"If you are disconnected from Talkspirit you can receive a summary email of what you've missed."* - **No activity, no email.** If none of the three sections has anything to show, nothing is sent. - **Hourly is not a fixed hourly send.** It is triggered by a new Newsfeed post, and it only reaches you if you have been disconnected for at least an hour. Daily and weekly are scheduled sends. - **Your organisation's notification email switch does not cover it.** That switch stops the emails from Structure, Goals, Projects and Meetings. The summary email is sent by a different part of the platform and keeps going. Switching it off yourself, on this screen, is the only way to stop it. Members who have no email address on their profile start with the summary switched off, and it is not sent at all once an organisation's subscription is cancelled. ## What's Next? - [How do I configure my notification settings?](/en/getting-started/how-to-configure-my-notification-settings) - [Which notifications you receive](/en/communication/receive-notifications-for-new-activities-on-the-platform) - [How do I disable email notifications for my organisation?](/en/administration-security/disable-email-notifications-for-your-organization) - [How do I mention members on Talkspirit?](/en/communication/mentioning-a-memberall-group-members) --- ## Setting up my entry before joining a videoconference URL: https://support.talkspirit.com/en/communication/set-up-your-entry-to-the-videoconference-before-joining-the-meeting Category: Communication · Section: Videoconferencing · Type: Tutorial Before you enter a videoconference, a pre-join screen lets you set your microphone, camera, and background, and open a settings panel to choose your devices and profile. You control how you appear and sound before anyone sees you. You can change any of these settings again once you are inside the meeting. ## How do I set my microphone? You can join a videoconference with your microphone muted. 1. Click the **Microphone** icon to turn it off before joining. Once inside the meeting, click the **Microphone** icon again to turn it back on. ## How do I set my camera? You can join a videoconference with your camera turned off. 1. Click the **Camera** icon to turn it off before joining. Once inside the meeting, click the **Camera** icon again to turn it back on. ## How do I choose a background? You can replace what appears behind you before you join. 1. Click the **Select background** icon. 2. Choose a preset background, blur your surroundings, or upload an image of your own. You can also change your background inside the meeting: open the **More** menu (the three dots), then click **Select background**. ## How do I choose my devices and profile? Click the **Settings** button before joining to open the settings panel. - On the **Devices** tab, choose your **Microphone**, **Camera**, and **Audio output**. - On the **Profile** tab, set a display name. Your avatar is taken from your [Gravatar](https://gravatar.com/support/what-is-gravatar/) email address. - Open the **More** tab for advanced options. You cannot customise these entry settings in the mobile app. On mobile, you enter directly into the meeting. ## What's Next? - [The Talkspirit Videoconferencing Service](/en/communication/videoconferencing-overview) - [Allowing the microphone in a videoconference](/en/communication/allowing-the-microphone-on-a-video-conference-room) - [Sharing my screen during a videoconference](/en/communication/share-your-screen-on-the-videoconference) - [Joining a videoconference on mobile](/en/communication/join-a-videoconference-on-mobile) --- ## Organising a videoconference with Talkspirit URL: https://support.talkspirit.com/en/communication/organising-a-videoconference-with-talkspirit Category: Communication · Section: Videoconferencing · Type: Tutorial Talkspirit has a built-in videoconferencing service. You can start a videoconference three ways: from a chat conversation, from a meeting, or from your personal public link. Both members and external participants can join, with or without their camera and microphone, and screen sharing is available once inside the room. An administrator must activate the videoconferencing service before any of these options appear. ## How do I start a videoconference from a chat conversation? 1. Open the **Chat** app and select the conversation you want to use. 2. Click **Video conf.** at the top of the conversation. An automatic message, "Join me in a video meeting", is posted in the conversation with a **Join** button for every member of the room. Selecting **Join** opens the videoconference room. > **Note:** Anyone who has the videoconference link can open the room, even if they are not a member of the conversation where it started. ## How do I start a videoconference from a meeting? 1. Create a meeting with **New meeting**. 2. Set the location to **Video** or **Hybrid**. A **Video link** is generated automatically. 3. Keep the generated link, paste your own into the **Video link** field, or select the regenerate button to create a new one. Set the meeting to **Public** so everyone in your organisation can see it and open the link, or **Private** so only invited participants can. ## How do I use my personal public link? Each member has a personal public link that stays the same over time. You can share it with anyone, including people who do not have a Talkspirit account. 1. Open your account settings and select **General**. 2. Find the **Public video meeting link** section. ![Account General settings showing the Public video meeting link section with the link, a copy button, and the Start video meeting button](/images/communication/organising-a-videoconference-with-talkspirit/01-public-video-meeting-link-account.png) 3. Select **Start video meeting** to open your room, or copy the link and share it. The room remains accessible to you and to anyone you have shared the link with. ## Who can organise a videoconference? Every member can organise a videoconference once an administrator has activated the videoconferencing service in the Administration. The same setting controls whether recording is available. ## Next steps - [The Talkspirit Videoconferencing Service](/en/communication/videoconferencing-overview) - [Using my public videoconference link](/en/communication/public-video-meeting-link) - [Recording a videoconference in Talkspirit](/en/communication/record-your-videoconference) - [Sharing my screen during a videoconference](/en/communication/share-your-screen-on-the-videoconference) --- ## Managing a videoconference URL: https://support.talkspirit.com/en/communication/manage-a-videoconference Category: Communication · Section: Videoconferencing · Type: Tutorial In a Talkspirit videoconference you moderate the room from the in-call toolbar. You can mute every participant at once to cut background noise, view how long each person has spoken, and add a password so only people with the password can join. These controls are available to every participant: the videoconference does not assign a separate host role. ## How do I mute every participant? Muting everyone at once quiets background noise during a presentation. 1. Click the **Participants** button in the videoconference toolbar. 2. In the participants panel, select **Mute all**. Every participant's microphone is muted. Each person can unmute themselves again when they need to speak. ## How do I view speaking-time statistics? The speaker statistics show how long each participant has spoken since the call started. 1. Click the **More actions** button (the three dots) in the videoconference toolbar. 2. Select **Speaker stats**. The speaking time for each participant is displayed. ## How do I add a password to the room? A password restricts the room to the people you share it with. 1. Click the **More actions** button in the videoconference toolbar. 2. Select **Security options**. 3. Turn on **Add password** and enter a password. Anyone who joins after that must enter the password. ## Next steps - [Organising a videoconference with Talkspirit](/en/communication/organising-a-videoconference-with-talkspirit) - [Recording a videoconference in Talkspirit](/en/communication/record-your-videoconference) - [Using side rooms in a Talkspirit videoconference](/en/communication/side-rooms-on-videoconferencing) - [Videoconference FAQ](/en/communication/faq-the-videoconference) --- ## Working with labels URL: https://support.talkspirit.com/en/communication/working-with-labels Category: Communication · Section: News Feed & posts · Type: Tutorial ## Working with labels Labels are colour-coded keywords attached to posts in a group's newsfeed to mark a status or a stage, such as "In progress" or "Decision". Each group has its own set of labels, and every group member can attach existing labels to posts, whether or not they are allowed to manage the set itself. > **In summary:** Click the **+** button at the bottom of a group post and choose **Labels**, then pick labels in the **Select a label...** field. Click a label in that panel to filter the newsfeed down to the posts that carry it. ## Add labels while writing a post 1. Address your post to a group. Labels belong to groups, so the **Labels** tab asks you to select a group as the recipient first. 2. Click the **Labels** tab below the editor. 3. Pick one or more labels in the **Select a label...** field. 4. Publish your post as usual. ![The post editor's Labels tab, with the Select a label... field carrying a green Decision chip and the open list above it offering Create new label, Announcement, Decision (ticked) and In progress](/images/communication/working-with-labels/01-composer-labels-tab.png) ## Add or remove labels on a published post 1. Click the **+** button at the bottom of the post and choose **Labels**. On a post that already carries labels, you can also click the small coloured circles at the top of the post. 2. The label panel opens at the top of the post. Pick labels in the **Select a label...** field to add them. 3. To remove a label, click the **cross** on it in the panel. Labels appear on the post as small coloured circles. Hover over them to read their names. You can label your own posts and other members' posts alike, as long as you are a member of the group. ![A published group post with its label panel open between the header and the title, showing a green Decision chip with a cross and an empty Select a label... field](/images/communication/working-with-labels/02-post-label-panel.png) ## Filter the newsfeed by label In the label panel, click a label: the feed shows only the posts carrying it. Click the label again to remove the filter. ![The General group newsfeed filtered by the Decision label: a green Decision chip sits in the search bar and the feed lists only the post carrying that label](/images/communication/working-with-labels/03-feed-filtered-by-label.png) ## Create new labels If you are allowed to manage this group's labels, the **Select a label...** field also offers **Create new label**: pick a colour, type a name and click **Create**. Creating, editing and deleting labels, and choosing who may do so, are covered in [Managing group labels](/communication/managing-group-labels). ## What's Next? - [Managing group labels](/communication/managing-group-labels) - [Using hashtags](/communication/using-hashtags) - [Working with Drive Labels](/collaboration/working-with-drive-labels) --- ## Using my public video meeting link URL: https://support.talkspirit.com/en/communication/public-video-meeting-link Category: Communication · Section: Videoconferencing · Type: Tutorial Every Talkspirit member has a personal public video meeting link. Share it to meet other members and external guests, including people who do not have a Talkspirit account, from anywhere. You find and manage the link in your account settings, on the **General** page reached from **Profile & Preferences**. Guests without a Talkspirit account cannot have their own link, but they can join a meeting through someone else's. ## Prerequisites The videoconference service must be enabled for your organisation by an administrator. If it is turned off, the link is shown but starting a meeting fails. ## Where do I find my public video meeting link? 1. Select your profile picture or name in the left sidebar. 2. Select **Profile & Preferences**. 3. On the **General** page, go to the **Public video meeting link** section. ![The General page of account settings, showing the Public video meeting link section with the link, a copy icon, and the Start video meeting button](/images/communication/public-video-meeting-link/01-public-video-meeting-link-settings.png) ## How do I start a meeting with my public link? In the **Public video meeting link** section of **Profile & Preferences → General**: 1. Select the copy icon to copy the link, then share it with your participants. 2. Select **Start video meeting** to open your meeting room. ## How do I let participants into the meeting? Members join automatically, without approval. When an external participant (someone without a Talkspirit account) requests to join, a pop-up appears asking you to accept or refuse their entry. The pop-up reaches you whether you are in the meeting or elsewhere in Talkspirit. Refusing sends the participant a decline message. Accepting lets them into the call. Accepting a participant once does not grant them access to future meetings: each session needs a new approval. ## What moderation rights do I have in my own meeting room? When you host a meeting through your public video meeting link, you are its moderator. You can: - Mute the microphone or camera of participants - Manage the meeting room settings External participants join as guests and do not have moderation rights. ## Next steps - [Organising a videoconference with Talkspirit](/communication/organising-a-videoconference-with-talkspirit) - [The videoconferencing service](/communication/videoconferencing-overview) - [Record your videoconference](/communication/record-your-videoconference) - [Share your screen on the videoconference](/communication/share-your-screen-on-the-videoconference) --- ## Joining a videoconference on mobile URL: https://support.talkspirit.com/en/communication/join-a-videoconference-on-mobile Category: Communication · Section: Videoconferencing · Type: Tutorial You can start and join a videoconference directly from a chat conversation in the Talkspirit mobile app. Your organisation must have the videoconference service enabled by an administrator. The mobile video meeting runs on Jitsi and gives you audio, video, and an in-call chat. Recording is not available in mobile video meetings. ## How do I start a video meeting on mobile? 1. Open the **Chat** tab in the mobile app. 2. Open the conversation where you want to start the meeting. 3. Tap the **+** icon to the left of the message field. 4. Tap **Start a video meeting**. A message reading **Join me in a video meeting** appears in the conversation, with a **Join** button. Anyone in the conversation taps **Join** to enter the meeting. ## How do I join a video meeting? Tap the **Join** button in the conversation's video meeting message to enter the meeting. ## What can I do during a mobile video meeting? During a mobile video meeting you can mute your audio, turn your camera on or off, open the in-call chat, and leave the meeting. - Tap the microphone icon to mute or unmute your audio. - Tap the camera icon to turn your video on or off. - Tap the chat icon to open the in-call chat and send messages to the other participants. - Tap the leave button to exit. You return to the conversation. ## What's Next? - [The Talkspirit Videoconferencing Service](/en/communication/videoconferencing-overview) - [Managing a videoconference](/en/communication/manage-a-videoconference) - [Videoconference FAQ](/en/communication/faq-the-videoconference) - [Ensuring videoconferencing is available for members](/en/administration-security/how-to-ensure-the-availability-of-the-videoconference) --- ## Translating posts and comments URL: https://support.talkspirit.com/en/communication/translation Category: Communication · Section: News Feed & posts · Type: Tutorial ## Translating posts and comments When an administrator has enabled translation, a **Translate** button appears under any post or comment written in a language different from your interface language. Click it to read the content in your language, and click **Original** to switch back at any time. ## Translate a post 1. Click **Translate** below the post text. The text and the post title switch to your interface language. 2. Click **Original** to return to the source text. ![A newsfeed post written in French, with a Translate button directly below the post text](/images/communication/translation/01-post-translate-button.png) Attached content is not translated: checklists, polls, images and files stay as they were published. ## Translate a comment The same button appears below comments written in another language. 1. Click **Translate** below the comment to read it in your interface language. 2. Click **Original** to revert. ![A comment written in French, with Like, Reply and Translate links on the row below it](/images/communication/translation/02-comment-translate-button.png) ## When the button appears Talkspirit detects the language of each post and comment, and shows **Translate** only when that language differs from your interface language. Content already in your language, or whose language cannot be detected, carries no button. Your interface language is set from your profile menu: click your avatar, select **Profile & Preferences**, then choose your language under **Language preference**. Changing it also changes which posts offer the **Translate** button. See [Choosing my platform language](/en/getting-started/changing-the-language). ## Who can translate content Every member can use the **Translate** button, on every plan; no specific role is needed. The button only appears once an administrator has enabled translation for the whole organisation, from **Administration > Newsfeed** in classic Talkspirit: see [Enabling on-the-fly translation for posts](/en/administration-security/enable-translation-on-the-fly). ## What's Next? - [Enabling on-the-fly translation for posts](/en/administration-security/enable-translation-on-the-fly) - [Choosing my platform language](/en/getting-started/changing-the-language) - [Publishing, editing, or deleting a post](/en/communication/publishing-editing-or-deleting-a-post) - [Using the Newsfeed](/en/communication/using-the-newsfeed) --- ## Share your screen during a videoconference URL: https://support.talkspirit.com/en/communication/share-your-screen-on-the-videoconference Category: Communication · Section: Videoconferencing · Type: Tutorial During a Talkspirit videoconference you can share your screen with the other participants to present a document, a slideshow, or anything else open on your device. You start and stop sharing from the meeting controls, and your web browser asks you to pick which screen, window, or browser tab to show before the other participants see anything. ## How do I start sharing my screen? 1. Join the videoconference from your meeting link. 2. In the meeting controls, select the screen-sharing option. 3. In the dialog your browser opens, choose the screen, application window, or browser tab to share, then confirm. The content you selected now appears to the other participants. ## How do I stop sharing my screen? Select the screen-sharing option again to return to your camera. Your web browser also shows a sharing indicator while you share, and you can end the share from there too. ## What's next? - [Videoconferencing in Talkspirit](/en/communication/videoconferencing-overview) - [Organising a videoconference with Talkspirit](/en/communication/organising-a-videoconference-with-talkspirit) - [Setting up my entry to a video conference before joining](/en/communication/set-up-your-entry-to-the-videoconference-before-joining-the-meeting) - [Recording a videoconference in Talkspirit](/en/communication/record-your-videoconference) --- ## Recording a videoconference in Talkspirit URL: https://support.talkspirit.com/en/communication/record-your-videoconference Category: Communication · Section: Videoconferencing · Type: Tutorial You can record any videoconference you take part in. When recording stops, Talkspirit converts it to an MP4 file and saves it in the **Recordings** section of the drive, where every participant with a Talkspirit account can find it. Any participant can start or stop the recording during the call, provided an administrator has enabled recording for your organisation. Recording must be enabled for your organisation before anyone can use it. An administrator turns it on under **Administration → Tools**, with the **Recording** toggle on the **Videoconference** card. ![Videoconference card in the Administration Tools page with the Recording toggle switched on](/images/communication/record-your-videoconference/01-recording-toggle-admin.png) ## How do I start recording a videoconference? You start a recording from the meeting toolbar once you have joined a videoconference. First you need a videoconference link. This can be: - A link generated from a chat room - A link generated from an event - Your personal public videoconference link Once participants have joined the room: 1. Click the **three dots** icon in the meeting toolbar. 2. Select **Start recording**. 3. In the confirmation dialog, select **Start recording** again to begin. When recording starts, **REC** appears at the top of the meeting screen and every participant sees a recording notification. ## How do I stop the recording? 1. Click the **three dots** icon. 2. Select **Stop recording**. 3. Confirm to stop. If you do not stop the recording manually, it stops automatically when the last participant leaves the room. ## Where do I find the recording? You find recordings in the **Recordings** section of the drive. When the recording is ready, a notification confirms that it is available. The **Recordings** view is personal: you see only the recordings of videoconferences you took part in. Every participant with a Talkspirit account gets their own copy in the same place. ## How do I share a recording? Someone who was not in the meeting can still receive a recording if you share it with them. 1. Open the **Recordings** section of the drive. 2. Select the recording. 3. Select **Share**. 4. Choose the recipients. The recording then appears in each recipient's **Recordings** view. ## How do I move a recording to a different drive? You can move a recording to another drive. Once moved, it follows the permissions of the destination drive: - Moved to a **group drive**: only group members can open it. - Moved to a **personal drive**: only the owner and the members they share it with can open it. ## What's Next? - [The Talkspirit Videoconferencing Service](/communication/videoconferencing-overview) - [Organising a videoconference with Talkspirit](/communication/organising-a-videoconference-with-talkspirit) - [Talkspirit Drive](/collaboration/talkspirit-drive) - [Using my public videoconference link](/communication/public-video-meeting-link) --- ## Using side rooms in a Talkspirit videoconference URL: https://support.talkspirit.com/en/communication/side-rooms-on-videoconferencing Category: Communication · Section: Videoconferencing · Type: Tutorial ## Using side rooms in a Talkspirit videoconference Side rooms in Talkspirit allow participants to create separate breakout groups within an active videoconference. Only participants with a Talkspirit account can create, manage, and close side rooms. External guests without an account can only join or leave them. Participants in a side room can only communicate with others in the same room. ## How do I create a side room? 1. Click the **Participant** button in the meeting toolbar. 2. In the panel that opens, click **Add side room**. A new side room is created and appears in the panel. ## How do I send a participant to a side room? 1. Click the **three dots** next to the participant's name in the panel. 2. In the **Send Attendee to:** section, click the side room of your choice. ## How do I close a side room? 1. Click the **three dots** at the level of the side room you want to close. 2. Click **Close**. Closing a side room automatically redirects all members in that room to the main meeting room. ## How do I join or leave a side room? ### Joining a side room 1. Click the **Participant** button. 2. Click the **Join** button next to the side room you want to enter. You can only chat with people in the same room. ### Leaving a side room Click the **Leave the annex room** button to return to the main room. ## What's Next? - [The videoconferencing service](/communication/videoconferencing-overview) - [What are the new videoconferencing features in Talkspirit?](/communication/set-up-your-entry-to-the-videoconference-before-joining-the-meeting) - [Organising a videoconference with Talkspirit](/communication/organising-a-videoconference-with-talkspirit) - [Share your screen on the videoconference](/communication/share-your-screen-on-the-videoconference) --- ## Sharing a GIF during a videoconference URL: https://support.talkspirit.com/en/communication/sharing-a-gif-in-a-videoconference Category: Communication · Section: Videoconferencing · Type: Tutorial You can share an animated GIF during a Talkspirit videoconference through the built-in Giphy integration. The GIF you choose displays in place of your camera or profile photo for a few seconds, then stops on its own. Every participant can send one, and everyone in the videoconference sees it. ## How do I send a GIF in a videoconference? 1. In the videoconference toolbar, click the chevron next to the **Raise hand** button. 2. Select the **Giphy** logo. 3. Search for the GIF you want. 4. Click the GIF to send it. The GIF appears in place of your camera or profile photo for a few seconds, then stops automatically. How long it shows depends on the GIF you choose. You cannot stop a GIF once it is playing: it ends on its own. > **Note:** If the videoconference is being recorded, the GIF also appears in the replay. ## What's Next? - [The Talkspirit Videoconferencing Service](/en/communication/videoconferencing-overview) - [Organising a videoconference with Talkspirit](/en/communication/organising-a-videoconference-with-talkspirit) - [Using side rooms in a Talkspirit videoconference](/en/communication/side-rooms-on-videoconferencing) - [Sharing my screen during a videoconference](/en/communication/share-your-screen-on-the-videoconference) --- ## Allowing the microphone in a videoconference URL: https://support.talkspirit.com/en/communication/allowing-the-microphone-on-a-video-conference-room Category: Communication · Section: Videoconferencing · Type: Tutorial Talkspirit's videoconferencing service runs in a web browser. To speak and be heard in a meeting, you must grant the browser permission to access your microphone. In most cases, a pop-up appears automatically when you join a room. If it does not appear, you can grant access manually through your browser settings. ## Who can authorise the microphone? Anyone joining a videoconference can grant microphone access. This is a browser permission, so no administrator rights or special role are required. ## How do I allow the microphone in Google Chrome? When you join a room, a permission pop-up appears. Click **Allow**. If the pop-up does not appear: 1. Click the **padlock icon** on the left of the URL bar. 2. Scroll to the **Microphone** setting in the drop-down menu. 3. Select **Allow**. Alternatively, click **Site Settings**, find **Microphone**, and set it to **Allow**. ## How do I allow the microphone in Safari? When you join a room, a permission pop-up appears. Click **Allow**. If the pop-up does not appear: 1. Click the **Safari** menu at the top of your screen. 2. Select **Settings for this website**. 3. Find the **Microphone** drop-down and select **Allow**. ## How do I allow the microphone in Microsoft Edge? When you join a room, a pop-up requesting microphone and camera permissions appears. Click **Allow**. If the pop-up does not appear: 1. Click the **padlock icon** on the left of the URL bar. 2. Scroll to the **Microphone** drop-down menu. 3. Select **Allow**. Alternatively, click **Site Permissions**, find **Microphone**, and set it to **Allow**. ## How do I allow the microphone in Mozilla Firefox? When you join a room, a microphone permission pop-up appears. Click **Allow**. If the pop-up does not appear: 1. Click the **crossed-out microphone icon** on the left of the URL bar. 2. Click **Connection Secure**, then **More Information**. 3. Go to the **Permissions** tab. 4. Uncheck **Default Permissions** next to **Use the microphone**. 5. Select **Allow**. ## What's Next? - [The Talkspirit Videoconferencing Service](/en/communication/videoconferencing-overview) - [Joining a videoconference on mobile](/en/communication/join-a-videoconference-on-mobile) - [Videoconference FAQ](/en/communication/faq-the-videoconference) --- ## Interacting and sending feedback in a videoconference URL: https://support.talkspirit.com/en/communication/how-to-interact-and-send-feedback-on-video-conferencing Category: Communication · Section: Videoconferencing · Type: Tutorial In a videoconference you can raise your hand to signal that you want to speak, and send an emoji reaction to respond to a point without interrupting the meeting. Both controls are in the videoconference toolbar. ## How do I raise or lower my hand? Raising your hand signals to the other participants that you want to speak, so the current speaker can finish before taking questions. 1. Click the **Raise hand** button in the videoconference toolbar. The other participants see that your hand is raised. Click the button again to lower it. ## How do I send an emoji reaction? Sending a reaction lets you respond to a point without posting a chat message. 1. Click the **Reactions** button in the videoconference toolbar. 2. Choose an emoji. Everyone in the meeting sees your reaction. ## Next steps - [Chatting and sharing a poll in a videoconference](/en/communication/chat-and-share-a-poll-from-the-videoconference-chat-channel) - [Using Chat](/en/communication/chatting-with-users) - [Configuring my notification settings](/en/getting-started/how-to-configure-my-notification-settings) - [Formatting chat messages](/en/communication/formatting-messages) --- ## Chatting and sharing a poll in a videoconference URL: https://support.talkspirit.com/en/communication/chat-and-share-a-poll-from-the-videoconference-chat-channel Category: Communication · Section: Videoconferencing · Type: Tutorial During a videoconference, the chat panel lets you send written messages and create polls without interrupting whoever is speaking. Your messages are shared with everyone in the meeting, and every participant can answer a poll and see its results. Use the chat to share links, notes, and quick feedback while the meeting continues. ## How do I send a chat message during a videoconference? The chat panel is a shared space for links and notes, so you can contribute without speaking aloud. 1. Click the **Open chat** icon in the videoconference toolbar. 2. Select the **Chat** tab. 3. Type your message and send it. Your messages are shared with everyone in the videoconference. ## How do I share a poll in the videoconference chat? You can create a poll from the chat panel to collect answers from participants during the meeting. 1. Click the **Open chat** icon to open the chat panel. 2. Select the **Polls** tab. 3. Create your poll with a question and answer options, then share it. Every participant can answer the poll and see how others voted. ## What's Next? - [Interacting and sending feedback in a videoconference](/en/communication/how-to-interact-and-send-feedback-on-video-conferencing) - [Sharing a GIF during a videoconference](/en/communication/sharing-a-gif-in-a-videoconference) - [Joining a videoconference on mobile](/en/communication/join-a-videoconference-on-mobile) - [Videoconferencing in Talkspirit](/en/communication/videoconferencing-overview) --- ## Videoconference FAQ URL: https://support.talkspirit.com/en/communication/faq-the-videoconference Category: Communication · Section: Videoconferencing · Type: Reference ## Videoconference FAQ Talkspirit videoconferencing is built on the Jitsi infrastructure, which is GDPR compliant. It is available via supported browsers on desktop and via the Talkspirit mobile application on iOS and Android. The supported browsers are Chrome 80, Firefox 72, Edge 83, and Safari 13. Internet Explorer 11 is not supported. ## What are the technical requirements? You need a minimum bandwidth of 500 kbps per user for satisfactory performance. To use the service, open ports on the domain *.talkspirit.com on IP addresses 51.210.123.46 and 135.125.91.135 for TCP web 443 and UDP 10000 flows. ## How do I improve videoconference quality? Quality depends on your internet connection speed and your machine's processing power. If the video is not smooth, disable your video channel to reduce bandwidth usage. ## What is the participant limit for a videoconference? Videoconferencing supports up to 50 participants with video enabled. This limit exists for performance reasons. ## How many videoconferences can run simultaneously? There is no limit on simultaneous videoconferences. ## Is there a time limit for meetings? There is no time limit for meetings. ## How many people can join via the phone bridge? There is no limit on phone bridge participants. ## What does the videoconferencing service cost? What videoconferencing costs depends on your subscription plan. Check your plan details to see what is included, or contact our team if you are not sure. ## What are the technical specifications? **Codec support:** - Video: VP9 - Audio: Opus **Bandwidth:** Talkspirit uses the WebRTC framework, bandwidth adjusts automatically, so there is nothing for you to configure. For a good quality two-person video call at 720p30, you need at least 1.4 Mbps upload and download. The system automatically reduces resolution as available bandwidth decreases and operates with as little as 384 kbps. ## What's Next? - [How do I ensure videoconference availability?](/en/administration-security/how-to-ensure-the-availability-of-the-videoconference) - [How do I manage a videoconference?](/communication/manage-a-videoconference) - [How do I join a videoconference on mobile?](/communication/join-a-videoconference-on-mobile) - [How do I install the desktop app?](/en/getting-started/desktop-app-faq) --- ## Publishing and commenting with a company profile URL: https://support.talkspirit.com/en/communication/publish-and-comment-with-a-company-profile Category: Communication · Section: News Feed & posts · Type: Tutorial ## Publishing and commenting with a company profile Administrators can create company profiles and assign them to specific members. Once assigned, those members can publish posts and write comments on behalf of a group, department, committee, or entity rather than under their personal profile. This is useful for official communications that should appear under an organisational identity rather than an individual name. ## How do I publish a post with a company profile? If an administrator has associated you with a company profile, the profile selector appears when you create a post. 1. Open the post creation form. 2. Select the company profile you want to publish as from the profile selector. 3. Fill in the recipients (a group is required), a title, and a description. 4. Click **Publish**. ![The top of the post editor: a From: selector showing the author's own name, with its dropdown open and offering the personal profile and the company profile Alpine Tech Newsroom](/images/communication/publish-and-comment-with-a-company-profile/01-from-profile-selector.png) Note: it is only possible to publish with a company profile within a group. ## How do I comment with a company profile? When writing a comment on a post, a chevron appears next to the comment field if you have been assigned a company profile. 1. Click the **chevron** next to the comment field. 2. Select the company profile you want to comment as. 3. Write and submit your comment. ![The comment field of a published post: a chevron beside the author's avatar has opened a dropdown offering the personal profile and the company profile Alpine Tech Newsroom](/images/communication/publish-and-comment-with-a-company-profile/02-comment-profile-chooser.png) ## Who can post and comment with a company profile? All members who have been assigned a company profile by an administrator can publish and comment using that profile. ## What's Next? - [Creating company profiles in Talkspirit](/collaboration/company-profiles) - [Publishing, editing, or deleting a post](/communication/publishing-editing-or-deleting-a-post) - [Using the Newsfeed](/communication/using-the-newsfeed) --- ## Understanding Groups URL: https://support.talkspirit.com/en/communication/groups Category: Communication · Section: Groups & rooms ## Understanding Groups Groups are dedicated spaces where you communicate and collaborate on a specific topic, team or project. Each group has its own members, its own privacy level, and its own set of enabled apps: Newsfeed, Chats, Drives, Calendar and Projects. > **In summary:** A group is the audience you publish to. It is open, private or secret. Group managers run each group, and groups administrators manage all groups for the organisation. Open **Groups** in the navigation bar to browse the groups directory. From there you can join groups, follow or unfollow them, and create a new one if you are authorised. Administrators can organise the directory with [Group topics](/en/communication/groups-topics). ![Groups directory showing a group card with its member count, follow switch, favourite star and Leave link](/images/communication/groups/01-groups-directory.png) ## Privacy levels Every group has one of three privacy levels, chosen when it is created: - **Open**: accessible to all members. Anyone in the organisation can see the group and join it directly. - **Private**: accessible to its members only. Other members see the group in the directory and can request access or be invited. - **Secret**: a private group that is invisible to everyone except its members. It does not appear in the groups directory, and access requests are disabled. ![Create a group dialog with the three privacy options: open, private and secret](/images/communication/groups/02-create-a-group-privacy.png) ## The General group Your organisation starts with an open group named **General**. It is a default group: new members join it automatically when they activate their account, which makes it the natural place for announcements that concern everyone. Administrators can change which groups new members join automatically: see [Configuring default, source and locked groups](/en/administration-security/configuring-default-source-and-locked-groups). ## What you can do in a group - **Publish and read posts** on the group's newsfeed - **Share files** in the group's drive - **Schedule events** in the group's calendar - **Chat** with other members in the group's rooms - **Track tasks** with checklists and the group's projects - **Follow or unfollow the group**: the switch on the group card shows or hides the group's posts on your newsfeed - **Mark the group as a favourite** to keep it at the top of your lists - **Leave the group** at any time, unless administrators have locked it What is available in a given group depends on the apps its managers have enabled and on the group's permissions. ![General group page listing its enabled apps, group managers, follow switch and membership menu](/images/communication/groups/03-general-group-page.png) ## Group roles | Role | Scope | What they do | | --- | --- | --- | | **Member** | One group | Reads the group's content and, when permissions allow, posts and comments | | **Group manager** | One group | Configures the group: information and privacy, permissions, enabled apps, members | | **Groups administrator** | The whole organisation | Manages every group and the organisation-wide group settings | > **Note:** Don't confuse **group manager** (runs one group) with **groups administrator** (manages all groups). Organisation administrators hold groups administrator rights automatically. ## Permissions: defaults and overrides Administrators set organisation-wide defaults for what group members can do: post, comment, add and remove members, manage integrations, labels and drive files. For several of these, administrators also decide whether group managers may adjust the setting in their own group. When no override is allowed, the corresponding control does not appear in the group's settings panel. If you manage a group and a permission control seems missing, that is the expected behaviour: ask an administrator to allow the override. ## Creating and deleting groups - Administrators decide, separately for open, private and secret groups, whether all members can create them. When creation is reserved, only groups administrators can create that kind of group. - Whether members can add or invite other people to a group depends on the group's **Add and remove group members** permission. Inviting new guests also requires the organisation to allow guest invitations. - **Archiving** a group hides it and can be undone. **Deleting** a group permanently removes the content of all its enabled apps. The group's managers, groups administrators and organisation administrators can archive or delete a group. ## Next steps - [Creating a group](/en/communication/creating-a-group) - [The General Group](/en/communication/the-general-group) - [Joining or requesting access to a group](/en/communication/joining-or-asking-for-access-to-a-group) - [Inviting members to join a group](/en/communication/inviting-members-to-join-a-group) - [Leaving a group](/en/communication/leaving-a-group) --- ## Getting a post reviewed before publishing URL: https://support.talkspirit.com/en/communication/how-to-get-a-post-review-with-the-review-process Category: Communication · Section: News Feed & posts · Type: Tutorial · Tags: guests ## Getting a post reviewed before publishing To have a post checked before it reaches the newsfeed, add a reviewer on the **Validation** tab of the post editor and click **Request validation**. The reviewer discusses the post with you in a dedicated thread, and once they approve it, the post is published automatically. > **Role prerequisite:** An administrator must first turn on the post validation workflow, which is included in certain plans only. If you do not see the **Validation** tab, see [Activating the post validation workflow](/en/administration-security/activate-the-validation-process). ## Step 1: Choose a reviewer 1. Write your post and pick its recipients: a group, or the members of a private post. 2. Click the **Validation** tab at the bottom of the post editor. 3. Click **Add reviewer** and pick a reviewer from the list. The reviewer must be a recipient of the post, and you cannot pick yourself: - For a group post, the list offers the members of the recipient group, including guests. - If the group requires validation, only its group managers appear in the list. - For a private post, the list offers the recipients of the post. ![The post editor's Validation tab, explaining that a reviewer checks the post before publication, with a Make your post reviewed by line and an Add reviewer button](/images/communication/how-to-get-a-post-review-with-the-review-process/01-validation-tab.png) You can change the reviewer only while the post is editable, so after the reviewer has answered your request, not while it is waiting for them. ## Step 2: Submit the post for validation 1. Click **Request validation**. If you scheduled the post, the button reads **Schedule** instead. 2. A confirmation dialog reminds you that the reviewer will be notified and that the post will be published after approval, or at its scheduled date. Click **Submit**. While the request is waiting for the reviewer, you cannot edit the post: the editor shows "You have to wait until the reviewer answers your request." ![The Request validation dialog: it warns that the reviewer will be notified and that the post will be published after approval or at its schedule date, with Cancel and Submit buttons](/images/communication/how-to-get-a-post-review-with-the-review-process/02-request-validation-dialog.png) ## Step 3: Follow your requests 1. From the Newsfeed, open the **More** menu (three dots) in the action bar and select **See validations list**. A dot on the menu signals unread activity. 2. The **Validation process** page opens on two tabs: **To validate** for posts you review, and **Requested** for posts you submitted. 3. Each tab groups requests by status: **Validation requested**, **Validation in progress**, and **Approved/Rejected requests**. ![The Validation process page open on its To validate tab, with a Requested tab beside it. This account has no requests waiting, so the tab shows the message "No validation requested yet"](/images/communication/how-to-get-a-post-review-with-the-review-process/03-validation-process-page.png) ## Step 4: Discuss changes with the reviewer Open a request to see the post next to its discussion thread. You and the reviewer exchange messages there: the reviewer cannot edit your post directly. The reviewer then clicks one of three buttons: - **Approve**: the post is published immediately, or at its scheduled date. - **Request changes**: the post comes back to you for edits. - **Reject**: the post is not published. ## Step 5: Edit and resubmit When the reviewer requests changes, the post becomes editable again. Rework it, answer in the thread if needed, and click **Request validation** to send it back. After a rejection, click **Edit** to revise the post and submit it again. Once the reviewer approves, you are done: the post is published for you. ## What's Next? - [Post validation workflow](/en/communication/the-validation-process) - [Activating the post validation workflow](/en/administration-security/activate-the-validation-process) - [Scheduling a post](/en/communication/scheduling-a-post) - [Publishing, editing, or deleting a post](/en/communication/publishing-editing-or-deleting-a-post) --- ## Post validation workflow URL: https://support.talkspirit.com/en/communication/the-validation-process Category: Communication · Section: News Feed & posts · Type: Quick Fix · Tags: permissions ## Post validation workflow With the post validation workflow, you can submit a post to a reviewer, who reads it, discusses it with you in a dedicated thread, and then approves or rejects it before it reaches the newsfeed. It gives teams a structured way to share feedback and fix a post before it goes live. > **In summary:** The author picks a reviewer on the **Validation** tab of the post editor and submits the post. The reviewer approves it, requests changes, or rejects it. An approved post is published automatically. ## How it works 1. The author writes a post, picks a reviewer on the **Validation** tab of the post editor, and clicks **Request validation**. 2. The reviewer receives the request and can **Approve**, **Request changes**, or **Reject** the post. Only the assigned reviewer can do this. 3. If changes are requested, the author edits the post and submits it again. The author and the reviewer discuss the post in a discussion thread attached to the validation request. 4. An approved post is published automatically: immediately, or at its scheduled date if the author scheduled it. Each validation request moves through four statuses: **Validation requested**, **Changes requested**, **Approved**, and **Rejected**. Everyone involved follows their requests from the **Validation process** page: on the Newsfeed, open the **More** menu (three dots) in the action bar and select **See validations list**. ## Who can review a post The reviewer must be a recipient of the post: - For a group post, any member of the recipient group, including guests. - For a private post, one of its recipients. - You cannot pick yourself. Group managers can also make validation mandatory for their group. In that case every member post must be approved before publication, only a group manager can be picked as the reviewer, and group managers themselves publish directly. ## Activating the workflow Administrators turn the workflow on for the whole organisation, and it is included in certain plans only: see [Activating the post validation workflow](/en/administration-security/activate-the-validation-process). To walk through the flow step by step, see [Getting a post reviewed before publishing](/en/communication/how-to-get-a-post-review-with-the-review-process). ## What's Next? - [Getting a post reviewed before publishing](/en/communication/how-to-get-a-post-review-with-the-review-process) - [Activating the post validation workflow](/en/administration-security/activate-the-validation-process) - [Using the Newsfeed](/en/communication/using-the-newsfeed) --- ## Using the checklist feature URL: https://support.talkspirit.com/en/communication/checklist Category: Communication · Section: News Feed & posts · Type: Tutorial ## Using the checklist feature A checklist is an attachment you add to a post in the Newsfeed. It turns the post into an actionable to-do list: each item can be ticked off and assigned to members, and the post displays a completion percentage to everyone who can see it. Checklists are part of the Newsfeed module, which is included in the Standard, Premium and Business plans. Checklists live inside posts. To organise work with boards, due dates and task tracking, use the group's [Projects module](/collaboration/the-projects-app) instead. ## How do I create a checklist? You can create a checklist in two ways: - Click the **Create a new checklist** button at the top of the Newsfeed, from the general Newsfeed or from a group. - Create a post first, then click the **Checklist** button in the composer's attachment options. ![The Newsfeed post composer with the Checklist button selected in the attachment toolbar, and an empty checklist below it holding a title field and a first item](/images/communication/checklist/01-composer-checklist-button.png) Once the checklist editor is open: 1. Add a recipient, a title, and the content of your post. 2. Give the checklist a title and add its items. Press Enter to add the next item, or paste a multi-line text to create several items at once. There is no limit to the number of checklists per post. 3. Click **Publish**. ![The checklist editor in the composer, titled "Before we publish" and holding four items, with an Add item button and a New checklist link underneath](/images/communication/checklist/02-checklist-editor.png) Once published, the post shows a progress bar and a completion percentage that update as items are ticked. ![The published post "Sustainability Report 2026 — launch checklist", whose checklist shows a half-filled progress bar reading 50% with two of its four items ticked](/images/communication/checklist/03-published-checklist-post-progress.png) ## Who can check off an item? Any member of the group who can see the post can tick or untick any item, not only the person assigned to it. If you open the post without being a member of its group, a message asks you to join the group before you can participate. On an archived post, the checklist is locked and can no longer be changed. ## How do I assign checklist items? Click the assignment icon to the right of a checklist item to assign it to a member, before or after publishing. Only recipients of the post can be assigned, and assignees receive a notification (bell or email, depending on their preferences). For the full walkthrough, see [Assigning users](/en/communication/assigning-users). ## What are the best practices for checklists? - When you tick an item, leave a comment to update the group: no automatic notification is sent when an item is ticked or unticked. - Pin the post in the group to keep the team's progress visible and easy to find. Only group managers can pin a post. ![A group newsfeed with a Pinned strip above the Today section, holding one row: the author, the title "Sustainability Report 2026 — launch checklist", a checklist icon and a comment count](/images/communication/checklist/04-pinned-checklist-post.png) ## What's Next? - [Assigning users](/en/communication/assigning-users) - [Find the drafts](/en/communication/find-the-drafts) - [The Projects module](/collaboration/the-projects-app) - [Being notified of new activities when offline](/getting-started/notifications) --- # Collaboration ## Talkspirit Drive URL: https://support.talkspirit.com/en/collaboration/talkspirit-drive Category: Collaboration · Section: Drive & files · Type: Reference Talkspirit Drive is a file space for storing, organising, and sharing files: documents, images, sounds, and videos. Every member has a personal drive, and every group has its own shared drive. The Drive gathers these files into five views, plus a list of the drives for the groups you belong to. Open it from the main navigation. ## How is the Drive organised? The Drive sidebar lists five views: - **My drives**: your personal drive. Files here are private to you until you share them. - **Recent**: every document you can reach, newest first, drawn from your personal drive, your groups' drives, and files other members have shared with you. - **Shared with me**: documents from other members' personal drives that they have shared with you. - **Recordings**: video recordings of your videoconferences. - **Trash**: files you have deleted, kept for 30 days before they are removed permanently. Below these views, the **Groups drives** section lists each group you belong to. Select a group to open its folders and files, and open a folder to move into its sub-folders. ![The Drive open on My drives, with the sidebar showing the five views (My drives, Recent, Shared with me, Recordings, Trash) and the Groups drives section listing General below](/images/collaboration/talkspirit-drive/01-drive-sidebar.png) ## What can you do with your files? From **My drives** and your **Groups drives** you can create documents, spreadsheets, and slideshows when document collaboration is enabled for your organisation, upload files from your computer, or add files from an external storage service such as Google Drive, OneDrive, Dropbox, or Box. Once files are in the Drive, you can move, rename, copy, and share them, organise them with labels, and act on several at once with bulk actions. Each of these has its own guide, linked below. ## Who controls access? Every member can open the Drive. Within a group's drive, the group's managers set who can create, modify, delete, and move files. To configure those permissions, see [Drive rights management](/collaboration/drive-rights-management). ## Good to know - You must be a member of a group for its drive to appear under **Groups drives**. - The maximum size for a single upload depends on your plan: 500 MB on Standard and 1 GB on Premium. - Deleted files stay in **Trash** for 30 days, then they are removed permanently. - Attachments posted in the news feed and files sent in the chat are not stored in the Drive. ## Next steps - [My Drive on Talkspirit](/collaboration/my-drive-on-talkspirit) - [Drive rights management](/collaboration/drive-rights-management) - [Working with Drive Labels](/collaboration/working-with-drive-labels) - [The Drive trash](/collaboration/talkspirits-trash) --- ## My Drive on Talkspirit URL: https://support.talkspirit.com/en/collaboration/my-drive-on-talkspirit Category: Collaboration · Section: Drive & files · Type: Tutorial My Drive is your personal file storage in Talkspirit, independent from any group drive. You can create documents, spreadsheets, and slideshows, upload existing files, and organise everything in folders. Files in My Drive are private by default: only you can see them, unless you share them with specific members. ## How do I create a document in My Drive? 1. Open the **Drives** tab. 2. Select **My Drive**. 3. Select **New**, then choose the document type: - **New document** - **New spreadsheet** - **New slideshow** The document opens in a separate window for editing. To bring in existing files instead, select **New**, then **Upload a file** or **Upload a folder**, or pick a file from a connected service such as Google Drive, Dropbox, OneDrive, or Box. Select **New folder** to group your documents into folders. ![My drives view with the New dropdown open, showing New document, New spreadsheet, New slideshow, New folder, Upload a file, and Upload a folder](/images/collaboration/my-drive-on-talkspirit/01-new-menu.png) > **Note:** Creating documents must be enabled for your organisation. If **New document**, **New spreadsheet**, and **New slideshow** do not appear, ask an administrator to enable document creation. ## What's Next? - [Moving and sharing a document from the Drive](/collaboration/move-and-share-a-document-from-the-drive) - [The Drive trash](/collaboration/talkspirits-trash) - [Talkspirit Drive](/collaboration/talkspirit-drive) - [Importing a folder into my Drive](/collaboration/import-a-folder-in-your-drive) --- ## Import a folder into your Drive URL: https://support.talkspirit.com/en/collaboration/import-a-folder-in-your-drive Category: Collaboration · Section: Drive & files · Type: Tutorial You can import an entire folder from your computer into the Drive, including all its nested subfolders. Drag the folder onto the Drive, or use the **Upload a folder** button. The import runs in the background, so you can keep working in Talkspirit while it completes. The folder structure from your computer is kept in the Drive. ## How do I import a folder using drag and drop? 1. Go to the group drive or **My drives** section where you want to import the folder. 2. Select the folder on your computer. 3. Drag it onto the Drive. The upload starts automatically and runs in the background. Track its progress in the upload panel at the bottom right of your screen. ## How do I import a folder using the upload button? If drag and drop is not available: 1. Go to the group drive or **My drives** section. 2. Click **Upload a folder**. 3. Select the folder in your file explorer. ![Drive create menu open, with the "Upload a folder" item highlighted](/images/collaboration/import-a-folder-in-your-drive/03-drive-create-menu-upload-a-folder.png) The upload starts automatically and continues in the background. When it finishes, the upload panel turns green. Click **Open** to go to the imported folder. ## What else should I know? - Each upload is limited to 400 files. To import a larger folder, upload it in several batches. - The maximum size for an individual file depends on your subscription plan. - Nested subfolders are preserved: the folder structure from your computer is kept in the Drive. ## What's Next? - [My Drive on Talkspirit](/collaboration/my-drive-on-talkspirit) - [How do I download, move, or delete Drive files in bulk?](/collaboration/download-move-delete-files-from-the-drive-in-bulk) - [How do I enable bulk actions on the Drive?](/collaboration/enable-bulk-actions-on-the-drive) - [Drive rights management](/collaboration/drive-rights-management) --- ## Moving and sharing a document from the Drive URL: https://support.talkspirit.com/en/collaboration/move-and-share-a-document-from-the-drive Category: Collaboration · Section: Drive & files · Type: Tutorial You can store documents in your personal drive (My Drive) or in group drives. From My Drive, you share individual files with specific members or move them into a group drive. In group drives, permissions are set at group level: all members can read files, and administrators control who can create, edit, and delete them. ## How do I share a file from My Drive? 1. Go to **Drives** and select **My Drive**. 2. Select the file you want to share. 3. Choose the **Share** option. 4. Select the member you want to share the file with from the list. 5. Select **Share** to confirm. ![The Share dialog for a My Drive file, showing the member search field with a recipient added and the Share button](/images/collaboration/move-and-share-a-document-from-the-drive/01-share-dialog.png) Once shared, a sharing icon appears on the file. Hover over the icon to see every member the file is shared with. The file appears in the **Shared with me** section for each recipient. Members you share a file with can access, edit, delete, and re-share the document. Only the owner cannot be removed from access. To remove a member, open the **Share** option, select the cross next to their name, then select **Save changes**. > **Note:** Guests can only share files with members of their own groups and do not see the full member list. ## How do I move a file from My Drive to a group drive? Only the file owner can move a file from My Drive to a group drive. The **Move to** option is not available for files in the **Shared with me** section. 1. Select the file in **My Drive**. 2. Choose **Move to**. 3. Select the destination group drive. 4. Select **Move here** to confirm. ![The Move to dialog, listing My drives and the General group drive as destinations, with the Move here button](/images/collaboration/move-and-share-a-document-from-the-drive/02-move-to-dialog.png) Once moved, the file becomes accessible to all members of that group according to the group's permission settings. If the destination group restricts document creation and editing to administrators only, and you are not an administrator of that group, the group drive appears greyed out and cannot be selected. ## How do I move a file between group drives? If you have editing permissions in a group drive, you can move a file to another group drive or to your personal drive. - Moving a file from group A's drive to group B's drive makes it accessible to group B members only. Group A members lose access. - Moving a file from a group drive to My Drive makes it accessible to you only. You become the file owner and can then share it with other members. > **Note:** The **Share** option does not exist in group drives, where permissions are managed at group level. You cannot share a group drive file with someone who is not a member of that group. ## What's Next? - [My Drive on Talkspirit](/collaboration/my-drive-on-talkspirit) - [Drive rights management](/collaboration/drive-rights-management) - [Enabling bulk actions on the Drive](/collaboration/enable-bulk-actions-on-the-drive) - [Downloading, moving, or deleting Drive files in bulk](/collaboration/download-move-delete-files-from-the-drive-in-bulk) --- ## Downloading, moving, or deleting Drive files in bulk URL: https://support.talkspirit.com/en/collaboration/download-move-delete-files-from-the-drive-in-bulk Category: Collaboration · Section: Drive & files · Type: Tutorial You can download, move, delete, preview, and share several Drive files at once from the bulk-actions toolbar that appears when you select one or more items. Whole folders download as a single zip archive, including their nested sub-folders and files. Moving, deleting, previewing, and sharing apply to individual files: those actions are hidden when a folder is part of your selection. On your personal drive, bulk actions are available to everyone. On a group Drive, you need permission to create, edit, and delete files, and an administrator or group manager can restrict bulk actions to group managers only. When you lack the required permission, the actions are greyed out with the tooltip **Restricted to group managers**. ## How do I download files and folders? Select the files and folders you want, then select the **Download** icon. Talkspirit builds a single zip archive: a **Generating zip folder** notification appears while it is prepared, and the archive downloads to your computer once it is ready. 1. Select the files and folders you want to download. 2. Select the **Download** icon. Folders download as part of the same zip, with their entire tree of nested sub-folders and files. You do not need to open a folder and select its contents individually. External drives and snippets cannot be downloaded. If your selection mixes downloadable and other items, the archive skips the rest and the notification reports how many files could not be downloaded. When a folder holds only such items, a **Nothing to download** notification appears instead. If your browser blocks the download, a **Download blocked by your browser** notification appears with a **Download the file** button. Select it to start the download. ## How do I move files to another Drive? Bulk move applies to files only. If your selection includes a folder, the **Move to** action is hidden. 1. Select the files you want to move. 2. Select the **Move to** icon. 3. Choose the destination drive and folder. You need permission to create, edit, and delete files in the destination drive. ![Move to destination picker listing My drives and the General group drive as destinations](/images/collaboration/download-move-delete-files-from-the-drive-in-bulk/02-move-to-destination-picker.png) ## How do I delete files? Select the files you want to delete, then select the **Delete** icon. A confirmation dialog appears, warning that the selected files will move to the trash. 1. Select the files you want to delete. 2. Select the **Delete** icon. 3. Select **Delete** in the confirmation dialog. Deleted files move to the trash, where they stay for 30 days before they are permanently deleted. Like the other bulk actions, deleting is available for files, not folders. ## How do I preview files? Select the files you want to view, then select **View**. The first file opens in preview; use the left and right arrows to move between the selected files. Folders are skipped: only files open in preview. ## How do I share personal files? Bulk sharing is available on your personal drive views only, and for files rather than folders. Shared files appear in each recipient's **Shared with me** section. 1. Open **My drive**, **Shared with me**, or **Recordings**. 2. Select the files you want to share. 3. Select **Share**, then choose the members to share with. 4. Select **Save changes** to confirm. The first time you share a file, the confirmation button reads **Share** instead of **Save changes**. ![Share dialog with a recipient added to the "Add users" field and the Share button ready to confirm](/images/collaboration/download-move-delete-files-from-the-drive-in-bulk/05-share-dialog.png) ## What's Next? - [Enabling bulk actions on the Drive](/collaboration/enable-bulk-actions-on-the-drive) - [Drive rights management](/collaboration/drive-rights-management) - [The Drive trash](/collaboration/talkspirits-trash) - [Importing a folder into my Drive](/collaboration/import-a-folder-in-your-drive) --- ## Enabling bulk actions on the Drive URL: https://support.talkspirit.com/en/collaboration/enable-bulk-actions-on-the-drive Category: Collaboration · Section: Drive & files · Type: Tutorial · Tags: admin Platform administrators control who can perform bulk actions in group drives from **Administration → Drives**. By default, only group managers can download, move, and delete several files at once in a group drive. You can instead allow all members to do so, and let each group manager override the setting for their own group. Members can always perform bulk actions in their personal **My Drive** and **Shared with me**. You need administrator rights to change this setting. ## How do I choose who can perform bulk actions? 1. Go to **Administration → Drives**. 2. Under **Set who can edit multiple files in drive**, choose an option: - **Allow all members**: every group member can download, move, and delete files in bulk in that group's drive. - **Only group managers**: only group managers can perform bulk actions in group drives, and other members cannot. 3. Save your changes. ![The "Set who can edit multiple files in drive" setting in Administration → Drives, showing the "Allow all members" and "Only group managers" radio options with "Only group managers" selected, and the "Allow group managers to overwrite this permission" toggle below it](/images/collaboration/enable-bulk-actions-on-the-drive/01-drives-bulk-action-permission.png) When bulk actions are limited to group managers, members can still download, move, and delete files in bulk in their personal **My Drive** and **Shared with me**. ## How do I let group managers override this setting? By default, the permission you set applies to every group drive. To let each group manager choose a different permission for their own group: 1. Go to **Administration → Drives**. 2. Turn on **Allow group managers to overwrite this permission**. 3. Save your changes. Each group manager can then set the bulk-action permission from their own group's settings. ## What's Next? - [How do I download, move, or delete Drive files in bulk?](/collaboration/download-move-delete-files-from-the-drive-in-bulk) - [Drive rights management](/collaboration/drive-rights-management) - [My Drive on Talkspirit](/collaboration/my-drive-on-talkspirit) - [How do I import a folder into my Drive?](/collaboration/import-a-folder-in-your-drive) --- ## Prevent members from uploading files from their computer URL: https://support.talkspirit.com/en/collaboration/prevent-members-from-uploading-files-from-their-computer Category: Collaboration · Section: Drive & files · Type: Tutorial · Tags: admin By default, every member can attach files from their own computer, OneDrive, Google Drive, or Dropbox. As an administrator, you can stop members uploading files from their computer while leaving the cloud sources available. The setting lives in **Administration → Security** and applies to your whole organisation. ## Prerequisites You need administrator rights to change this setting. ## Restrict computer file uploads 1. Click your **profile picture**, then **Administration**. 2. Open **Security**. 3. Turn on **Restrict computer upload file**. The change applies to every member immediately. ## What changes for members Once the restriction is on, members no longer see their own computer as a source in the file picker. They can still attach files from OneDrive, Google Drive, and Dropbox, so any connected cloud storage keeps working. ## Re-enable computer uploads Turn off **Restrict computer upload file** to let members upload from their computer again. The change takes effect immediately. ## Next steps - [Enabling a cloud file picker](/integrations/enable-a-cloud-file-picker) - [Drive rights management](/collaboration/drive-rights-management) - [Exporting my organisation's data as an administrator](/administration-security/export-your-organisations-data-as-an-administrator) --- ## Drive rights management URL: https://support.talkspirit.com/en/collaboration/drive-rights-management Category: Collaboration · Section: Drive & files · Type: Tutorial · Tags: permissions A group's Drive permissions decide which members can manage files, create labels, and run bulk actions in that group's Drive. A group manager sets each permission from the group's **Manage permissions** screen, choosing **Only group managers** or **Allow all members**. When an action is limited to group managers, other members keep read access to the Drive. **Prerequisites:** you are a group manager of the group, and the Drive module is enabled for it. ## How do I open the group permissions? 1. Open the group. 2. Click the **Settings** icon in the group. 3. Select **Manage permissions**. ![Group settings side panel for the General group, with the Manage permissions item highlighted among Information & privacy, Manage enabled apps, Statistics, Leave this group, Archive this group, and Delete this group](/images/collaboration/drive-rights-management/01-manage-permissions-menu.png) ## Which Drive permissions can I set? The **Manage permissions** screen always shows one Drive permission: - **Set who can manage drives files and folders (creation, modification and deletion)** controls who can create, modify, delete, and move files and folders. Two more Drive permissions appear only once an administrator has enabled **Allow group managers to overwrite this permission** for them in **Administration** (under **Drives** for bulk actions, and under the group settings for labels): - **Set who can setup labels** controls who can create and edit the group's Drive labels. - **Set who can edit multiple files in drive** controls bulk actions: selecting several files at once to move, download, or delete. Each permission offers **Only group managers** or **Allow all members**. **Set who can edit multiple files in drive** cannot be broader than file management: when you restrict **Set who can manage drives files and folders (creation, modification and deletion)** to **Only group managers**, bulk actions switch to **Only group managers** as well and the option is locked. ![The Manage permissions dialog for the General group in Alpine Tech, showing group permissions including Set who can manage drives files and folders with its Only group managers and Allow all members options](/images/collaboration/drive-rights-management/02-drive-permission-radios.png) ## What happens when an action is restricted to group managers? Members keep read access to the Drive: they can open and download files even when every action is limited to group managers. The permission applies to everyone, so a member who created a file earlier can no longer modify, move, or delete it once file management is restricted to group managers. ## Next steps - [How do I enable bulk actions on the Drive?](/collaboration/enable-bulk-actions-on-the-drive) - [How do I download, move, or delete Drive files in bulk?](/collaboration/download-move-delete-files-from-the-drive-in-bulk) - [My Drive on Talkspirit](/collaboration/my-drive-on-talkspirit) - [How do I move and share a document from the Drive?](/collaboration/move-and-share-a-document-from-the-drive) --- ## Adding a progress bar to a task URL: https://support.talkspirit.com/en/collaboration/how-to-add-a-progress-bar-to-your-task Category: Collaboration · Section: Projects & tasks · Type: Tutorial A progress bar tracks a measurable metric on a task, such as budget spent, articles written, or units sold. You set the current value yourself, by moving a slider or typing a number, so the bar is independent of subtask completion. Each task can have one progress bar. It appears in the task's **Progress** section and on the task card once the value is above zero. ## How do I add a progress bar? 1. Open the task to show its details. 2. In the **Progress** section, click **Add progress** (the **+** button). The progress bar is created straight away on a default **0** to **100%** scale, starting at 0. There is no name to enter and no confirmation step. ![The task's Progress section with a newly added progress bar on the default 0 to 100% scale: the slider at its start position, the current value 0, and the % unit next to it](/images/collaboration/how-to-add-a-progress-bar-to-your-task/progress-section-default-scale.png) ## How do I set the unit and value range? Change the unit and range after the bar is created. 1. Click the **unit** shown next to the value. 2. Select a preset (**%**, **pts**, **h**, **€**, **$**, **k**, or **M**), or type a **Custom unit** such as MRR. 3. When the unit or range is no longer the default 0 to 100%, the **Start** and **Target** fields appear below the bar. Set them to define your range, for example 0 to 500. 4. Set the current value by dragging the slider or typing the number next to the bar. The percentage is calculated from the current value within the range you set. ![The unit picker open next to the progress bar, showing the preset grid (%, pts, h, €, $, k, M) and the Custom unit field with an OK button](/images/collaboration/how-to-add-a-progress-bar-to-your-task/progress-unit-picker.png) ## Where does the progress bar appear? The progress bar appears in three places: - In the task's **Progress** section, where you set and edit it. - On the **task card** in **Board** view, once the value is above zero. - As the **Progress** column in **List** view, when that column is shown. ![A task card in Board view showing an orange progress bar at 60% pinned at the bottom of the card, below the priority and due date](/images/collaboration/how-to-add-a-progress-bar-to-your-task/board-card-progress-bar.png) ## What is tracked in the task's activity? Every change to the progress bar is recorded in the task's **Activity** tab: - Adding the progress bar. - Changing its unit or value range. - Updating the current value. - Removing the progress bar. ## Next steps - [Adding subtasks to a task](/collaboration/how-to-add-subtasks-to-a-task) - [Adding, editing, archiving, and deleting tasks](/collaboration/how-to-add-edit-archive-and-delete-tasks) - [List, Board, Timeline and Calendar project views](/collaboration/kanban-hierarchy-list-timeline-task-board-views) --- ## Using the Library URL: https://support.talkspirit.com/en/collaboration/the-library Category: Collaboration · Section: Library & pages · Type: Tutorial · Tags: search, guests ## Using the Library The Library is a centralised app in Talkspirit that lets you find all the useful resources of your organisation in one place. The people who look after its content are usually called Library managers, appointed by an administrator. The Library is organised around main pages (broad categories) and sub-pages (sub-themes), and includes a search engine to help you locate information quickly. All members of your organisation can access it. This article covers using the Library as a member. If you are an administrator and want to configure or restrict it, see [Managing the Library](/en/collaboration/managing-the-library-module) instead. ## How do I access the Library? If your organisation has the Library, a **Library** tab appears in the left navigation menu. Select it to open the app. If you cannot see the tab, your subscription may not include the Library, or an administrator has switched it off. Ask your administrator, see [Managing the Library](/en/collaboration/managing-the-library-module). ![The Library entry highlighted in the left navigation menu, with the Library panel open next to it](/images/collaboration/the-library/01-library-tab-left-nav.png) ## How do I browse content from the Library home page? The home page is the first view you see when you open the Library. It displays: - Pages pinned by the Library manager(s), under **Pinned pages** - The most recently created or modified pages, under **Last pages** - A search engine ## How do I navigate Library pages? The left panel of the Library shows: - **Main pages**: broad categories or themes - **Sub-pages**: sub-themes nested under a main page, indicated by a chevron icon ![The Library left panel with a main page expanded, showing its sub-pages beneath it and chevron icons on the other main pages](/images/collaboration/the-library/02-library-left-panel-subpages.png) Click any main page to browse its content. Click the chevron to expand sub-pages beneath it. ## How do I search for information in the Library? The Library has two separate tools, and they do different things: - **Search engine**: from the **Home** tab, use the integrated search engine to find content by keyword. - **Filter bar**: if you already know the title of a main page, use the **Filter** text bar to go straight to it. Note: the **Filter** bar matches main page titles only. It does not match sub-page titles or keywords, so use the search engine on the **Home** tab when you are searching by keyword. ![The Library home page with the search engine (1) at the top and the Filter bar (2) in the left panel](/images/collaboration/the-library/03-library-home-search-filter.png) ## Who can access the Library? All members of your organisation can access the Library. Guest access depends on the settings chosen by administrators, and Library managers can further restrict guest access on a per-page basis. ## What should I do if I can't find the information I need? Contact a Library manager directly. You can identify the last author of any page from the article view and reach them via the user directory. ## What's Next? - [How do I update, unpublish or delete a Library page?](/en/collaboration/update-unpublish-or-delete-a-library-page) - [How do I use the search engine?](/en/getting-started/search-posts-files-and-messages) - [How do I use the text editor?](/en/collaboration/inserting-and-formatting-text-in-a-library-page) --- ## Managing the Library module in Talkspirit URL: https://support.talkspirit.com/en/collaboration/managing-the-library-module Category: Collaboration · Section: Library & pages · Type: Tutorial · Tags: admin The Library module gives your organisation a shared knowledge base of reference pages that members can consult. You enable or disable the module from **Administration → Modules → Library**. Library managers, guest access, and the landing-page option are set separately, on the Library's own administration settings. Only administrators can enable the module or change these settings. ## How do I enable the Library module? 1. Go to **Administration → Modules → Library**. 2. Turn on the **Library** toggle. The module becomes available to members as soon as the toggle is on. Library managers, guest access, and the landing-page option are configured on the Library's administration settings, described in the sections below. ## How do I choose Library managers? Library managers create, edit, and delete pages and manage all Library content. Administrators are not Library managers by default: an administrator who wants to manage content adds themselves here. Open the Library's administration settings, then: 1. Under **Select Library managers**, choose the members or administrators to appoint. 2. Click **Save**. Library managers can: - Create pages and sub-pages - Edit, update, and delete pages - Manage the Library homepage > **Tip:** Define the responsibilities of each Library manager in advance to avoid duplicate content. ## How do I set the Library as the landing page? The landing page is the app that opens when a member signs in. On the Library's administration settings, turn on **Define this app as landing page (app that will be opened at launch)**. When this option is off, members open the next enabled app instead. ## How do I give guests access to the Library? Guests are limited-access accounts on your platform. On the Library's administration settings, under **Guests access**, turn on **Enable guests to access Page Library module**. Every guest can then open the entire Library. ## How do I disable the Library module? 1. Go to **Administration → Modules → Library**. 2. Turn off the **Library** toggle. 3. In the **Disable Library?** dialog, select **Disable Library**. Members lose access to the Library until you turn it back on. Pages, drafts, and manager assignments are kept, so re-enabling the module restores everything. ## What's Next? - [Creating pages and sub-pages in the Library](/en/collaboration/creating-pages-and-sub-pages-in-the-library) - [Inserting and formatting text in a Library article](/en/collaboration/inserting-and-formatting-text-in-a-library-page) - [Defining an audience and publishing a Library page](/en/collaboration/define-an-audience-and-publish-a-library-page) --- ## Creating pages and sub-pages in the Library URL: https://support.talkspirit.com/en/collaboration/creating-pages-and-sub-pages-in-the-library Category: Collaboration · Section: Library & pages · Type: Tutorial · Tags: admin Library managers create pages and sub-pages directly in the Talkspirit Library. Select **New** for a main page, or the **+** next to an existing page for a sub-page. Each new page opens in edit mode with an **Untitled** title you can rename. New pages stay in draft, visible only to Library managers, until you publish them. **Prerequisites:** you need Library-manager rights. Only members with the Library-manager role see the **New** button and the **+** sub-page action. ## How do I create a main page? 1. In the Library, select **New**. The page opens in edit mode with an **Untitled** title and appears at the top of the page list. You can reorder pages at any time by dragging them. ## How do I create a sub-page? Sub-pages sit under a main page, so create the main page first. 1. Point to the main page in the Library sidebar. 2. Select the **+** icon that appears. The sub-page opens in edit mode, nested under its main page. There is no limit on the number of pages or sub-pages. ## How do I name a page? ### Adding a title When you create a page, the title field is focused automatically. 1. Type a title in the **Untitled** field at the top of the page. 2. Select **Exit edit mode** to save it as a draft, or **Publish** to make the page visible to its audience. ### Editing a title 1. Open the page and select **Edit**. 2. Change the title. 3. Select **Exit edit mode** to save without publishing, or **Publish** to make the change visible. > **Note:** **Exit edit mode** saves your changes but keeps them hidden from the audience. Publish when you are ready to share. ## How do I add a cover image? 1. Open the page and select **Edit**. 2. Select **Add cover**. 3. Choose a JPEG or PNG image from your computer. 4. Select **Publish** to make the cover visible to the audience. ### How do I change or remove a cover image? 1. Open the page and select **Edit**. 2. Point to the cover image. 3. Select **Change cover** to replace it, or the trash icon (**Delete cover**) to remove it. ## What's Next? - [Define an audience and publish a Library page](/en/collaboration/define-an-audience-and-publish-a-library-page) - [Adding an image into a Library page](/en/collaboration/adding-an-image-into-a-library-page) - [Adding a table into a Library page](/en/collaboration/adding-a-table-into-a-library-page) - [Track resources to edit and highlight important information](/en/collaboration/organise-the-library) --- ## Inserting and formatting text in a Library page URL: https://support.talkspirit.com/en/collaboration/inserting-and-formatting-text-in-a-library-page Category: Collaboration · Section: Library & pages · Type: Tutorial In the Library, Library managers create pages and sub-pages with rich text content. Select any text to open the formatting bubble, or type `/` anywhere on the page to open the slash menu. From these two menus you can style text, add quotes, insert emojis, mention members, and add external links. ## How do I format text? Select any text to open the formatting bubble. It offers: - A text-style menu: **Text**, **Heading 1**, **Heading 2**, **Heading 3**, **Quote**, **Bullet list**, and **Ordered list** - **Bold**, **Italic**, **Underline**, and **Strikethrough** - **Code** for inline code - A font colour and a highlight colour - **Link** for an external hyperlink The same content options are also available from the slash menu: type `/` to open the full list of content you can insert. ## How do I add a quote? Type `/` and select **Quote** from the slash menu. A quote block is added. You can also convert existing text into a quote: select it, open the text-style menu in the formatting bubble, and choose **Quote**. ## How do I add an emoji? Type `/` and select **Emoji** from the slash menu, then choose the emoji. You can also type `:` followed by the emoji name. ## How do I mention a member? Type `/` and select **Mention** from the slash menu, or type `@`. The list of members appears. Select the member you want to mention. Select a mention to open the member's profile, where you can start a chat with them. ## How do I insert an external link? 1. Select the text you want to turn into a link. 2. In the formatting bubble, select the **Link** button, or press `Cmd+K` (macOS) / `Ctrl+K` (Windows). 3. Enter or paste the URL, then select **Add link**. To change a link, select it and edit the URL. Select **Open link** to visit it, or **Unlink** to remove it. ## Next steps - [Add files, links, and embeds to a Library page](/en/collaboration/add-files-links-and-embeds-to-a-library-page) - [Adding an image to a Library page](/en/collaboration/adding-an-image-into-a-library-page) - [Creating pages and sub-pages in the Library](/en/collaboration/creating-pages-and-sub-pages-in-the-library) - [Managing the Library module in Talkspirit](/en/collaboration/managing-the-library-module) --- ## Activating birthdays and work anniversaries URL: https://support.talkspirit.com/en/collaboration/activate-birthdays-and-work-anniversaries Category: Collaboration · Section: Calendar · Type: Tutorial · Tags: admin Administrators display members' birthdays and work anniversaries in the Events calendar by turning on two switches in the Calendar settings. You can turn on birthdays, work anniversaries, or both. Each date appears only once it is filled in on the member's profile, which an administrator can also complete from **Manage users**. ## Prerequisites You need administrator rights. The Calendar module must be active for these settings to appear. ## How do I turn on birthdays and work anniversaries? Birthdays and work anniversaries are two switches in the Calendar settings. Turn on either or both: 1. Go to **Administration → Calendar**. 2. In the **Birthday** section, turn on **Display users' birthday as events**. 3. In the **Work anniversary** section, turn on **Display users' work anniversary as events**. 4. Select **Save**. > **Note:** You can turn on each switch independently. Members choose whether to show these dates in their own calendar view. See [Viewing and using birthdays and work anniversaries](/en/collaboration/birthdays-and-work-anniversaries). ## How do I fill in a member's birthday or work anniversary? When birthdays or work anniversaries are on, a **Birthday** field and a **Work anniversary** field appear on each member's profile. A date shows in the calendar only after its field holds a value. Fill it in for a member from the administration: 1. Go to **Administration → Manage users**. 2. Find the member and select **Edit information**. 3. Enter the **Birthday** and **Work anniversary** dates. 4. Select **Save**. ## What's next? - [Viewing and using birthdays and work anniversaries](/en/collaboration/birthdays-and-work-anniversaries) - [Managing profile fields for members](/en/administration-security/manage-custom-fields-for-members) - [Using Events in Talkspirit](/en/collaboration/events) --- ## Adding a table to a Library page URL: https://support.talkspirit.com/en/collaboration/adding-a-table-into-a-library-page Category: Collaboration · Section: Library & pages · Type: Tutorial · Tags: admin You add a table to a Library page from the page editor: type `/`, select **Table**, and Talkspirit inserts a 2-column by 2-row grid. You then add or remove rows and columns from the controls that appear on hover, and fill each cell with text, emoji, mentions, and links. Editing Library pages requires the Library manager role. ## How do I add a table? 1. In the Library page editor, type `/`. 2. Select **Table** from the menu. A table of **2 columns by 2 rows** is inserted. ## How do I edit a table? ### How do I add a row or column? - To add a row or column at the edge, hover over the table and click the **+** button that appears below it (**Add a row**) or to its right (**Add a column**). - To insert one inside the table, hover over a cell and click the three-dots handle that appears above the column or to the left of the row, then choose **Insert left**, **Insert right**, **Insert above**, or **Insert below**. ### How do I delete a row or column? 1. Hover over a cell in the row or column you want to remove. 2. Click the three-dots handle that appears above the column or to the left of the row. 3. Choose **Remove column** or **Remove row**. ### How do I add content to a cell? Select a cell and type `/` to open the command menu. Alongside plain text, you can insert: - An emoji (or type `:`) - A mention (or type `@`) - A link to another page (or type `#`) ## How do I delete a table? Remove every row and column one by one, as described above. When the last cell is removed, Talkspirit deletes the table. ## What's Next? - [Adding an image into a Library page](/en/collaboration/adding-an-image-into-a-library-page) - [Creating pages and sub-pages in the Library](/en/collaboration/creating-pages-and-sub-pages-in-the-library) - [Define an audience and publish a Library page](/en/collaboration/define-an-audience-and-publish-a-library-page) - [Track resources to edit and highlight important information](/en/collaboration/organise-the-library) --- ## Adding an image to a Library page URL: https://support.talkspirit.com/en/collaboration/adding-an-image-into-a-library-page Category: Collaboration · Section: Library & pages · Type: Tutorial · Tags: admin As a Library manager, you can add images to any Library page you edit. Insert an image with the `/` command, then resize, caption, replace, or delete it directly on the page. Images can be uploaded from your computer, added from a URL, or dragged straight onto the page. GIFs are supported and animate on the page. ## How do I insert an image? 1. In the Library page editor, type `/`. 2. Select **Image** from the list. 3. In the upload dialog, drag an image onto the drop area or click **Choose an image** to pick a file from your computer. To use an online image, open the **Image from URL** tab, paste the address, and click **Add image**. The image is added in the centre of the page. You can also drag an image file directly onto the page to insert it. ## How do I resize an image? 1. Hover your mouse over the image. 2. Click and hold one of the vertical handles on the left or right edge. 3. Drag inwards or outwards to reduce or enlarge the image. ## How do I add a caption to an image? 1. Hover your mouse over the image. 2. Click **Legend** on the toolbar. 3. Type your caption below the image. You can format the caption text, for example in bold or italic. ## How do I replace an image? 1. Hover your mouse over the image. 2. Click the three-dots icon on the toolbar to open the image menu. 3. Select **Replace**. 4. Drag a new image onto the drop area, click **Choose an image**, or add one from the **Image from URL** tab. ## How do I delete an image? 1. Hover your mouse over the image. 2. Click the three-dots icon on the toolbar to open the image menu. 3. Select **Delete**, then click **Confirm?** to remove the image. ## What's Next? - [Adding a table into a Library page](/en/collaboration/adding-a-table-into-a-library-page) - [Creating pages and sub-pages in the Library](/en/collaboration/creating-pages-and-sub-pages-in-the-library) - [Define an audience and publish a Library page](/en/collaboration/define-an-audience-and-publish-a-library-page) - [Track resources to edit and highlight important information](/en/collaboration/organise-the-library) --- ## Viewing and using birthdays and work anniversaries URL: https://support.talkspirit.com/en/collaboration/birthdays-and-work-anniversaries Category: Collaboration · Section: Calendar · Type: Tutorial You can view your coworkers' birthdays and work anniversaries in the **Calendar** app and send them a quick message in Chat. An administrator enables the feature, and each member adds their birthday and work anniversary date in their profile. Once set up, both dates appear as entries in the calendar. **Prerequisites:** an administrator must enable birthdays and work anniversaries before these calendars appear. See [Activating birthdays and work anniversaries](/en/collaboration/activate-birthdays-and-work-anniversaries). ## How do I add my birthday and work anniversary? 1. Go to **Profile and preferences → Information**. 2. Fill in the **Birthday** and **Work anniversary** fields. The **Birthday** and **Work anniversary** fields appear only after an administrator enables the feature. Your dates then appear in the **Calendar** app, and on your profile page if your organisation displays them there. ## How do I display birthdays and work anniversaries? 1. Go to **Calendar**. 2. In the sidebar, under **My calendars**, select the **Birthdays** calendar and the **Work anniversaries** calendar. Each calendar shows every birthday or work anniversary that members have entered. A member who has not entered a date does not appear in the calendar. ## How do I send a birthday or anniversary message? 1. Select the birthday or work anniversary event in the calendar. 2. Select **Send a message**. You open a conversation with that member in Chat. > **Note:** The **Send a message** button appears only when the Chat module is enabled, and never on your own birthday or work anniversary. ## Next steps - [Activating birthdays and work anniversaries](/en/collaboration/activate-birthdays-and-work-anniversaries) - [Talkspirit Calendar Feature](/en/collaboration/talkspirit-calendars-feature) - [Using Events in Talkspirit](/en/collaboration/events) - [Notifications overview](/en/getting-started/notifications) --- ## Add files, links, and embeds to a Library page URL: https://support.talkspirit.com/en/collaboration/add-files-links-and-embeds-to-a-library-page Category: Collaboration · Section: Library & pages · Type: Tutorial Library pages hold more than text. From the slash command menu you can attach a file, link to another Library page, upload a video, and embed external content such as a YouTube video or a map. Type `/` anywhere on a page to open the menu, then choose what to insert. ## How do I attach a file? 1. Type `/` and select **File** from the menu. 2. Select **Choose an attachment**, or drag a file onto the placeholder. 3. Pick where the file comes from: - **My computer** - **External resource** - **Google Drive**, **Dropbox**, **Onedrive**, or **Box**, when your organisation has connected that service - **Code snippet**, when your organisation has enabled it Readers open the attachment by clicking it, which downloads the file. ## How do I link to another Library page? 1. Type `#` anywhere on the page, or type `/` and select **Link to a page**. 2. Type to search, then select the target page from the list. The page title appears as a clickable link. Readers select it to open the linked page. > **Note:** Readers who are not in the linked page's audience cannot open it. Give the linked page an audience that includes the readers of this page. ## How do I add a video? 1. Type `/` and select **Video** from the menu. 2. Upload a video file from your computer, or paste a video link. The video plays inline on the page. You can add a caption below it. ## How do I embed external content? 1. Type `/` and select **Embed** from the menu. 2. Paste a link from YouTube, Google Maps, X, or another supported service, then select **Embed**. A preview of the linked content appears on the page. Select **Edit** on the preview to change the link. ## Next steps - [Adding an image to a Library page](/en/collaboration/adding-an-image-into-a-library-page) - [Adding a table to a Library page](/en/collaboration/adding-a-table-into-a-library-page) - [Inserting and formatting text in a Library article](/en/collaboration/inserting-and-formatting-text-in-a-library-page) - [Creating pages and sub-pages in the Library](/en/collaboration/creating-pages-and-sub-pages-in-the-library) --- ## Defining an audience and publishing a Library page URL: https://support.talkspirit.com/en/collaboration/define-an-audience-and-publish-a-library-page Category: Collaboration · Section: Library & pages · Type: Tutorial · Tags: admin Library managers control who can see each page by defining its audience. A page can be shared with all users, all members, selected members, or selected groups. Once the audience is set, publishing the page makes it immediately accessible to that audience. A page left as a draft stays visible only to library managers. ## How do I define a page audience? 1. Open the top-level Library page you want to configure. 2. Click the audience button in the page header. It shows the current audience, such as **All members**. 3. In the **Audience** window, choose who can see the page: - **All users**: members and guests (when guests are authorised to access the module) - **All members** - **Selected members** - **Selected groups** 4. For **Selected members** or **Selected groups**, click **Next**, add the people or groups, then click **Save**. For **All users** or **All members**, click **Save**. > **Note:** You can add only groups you are a member of. The audience control appears on top-level pages; sub-pages inherit the audience of their top-level page. ## How do I publish a page? Once the page is ready and the audience is set: 1. Click the **Publish** button in the page header. The status dot next to the page in the left tree turns green, confirming the page is published and visible to the chosen audience. A sub-page can be published only after its top-level page is published. To give a published page more visibility, pin it to the Library homepage, described in [Tracking and highlighting Library resources in Talkspirit](/en/collaboration/organise-the-library). ## How do I save a page as a draft? To keep editing before making a page public: 1. Click the **Exit edit mode** button. The status dot stays grey, and the page remains visible only to library managers. All content is saved automatically, so you can return to the page to continue editing or publish it at any time. ## Next steps - [Creating pages and sub-pages in the Library](/en/collaboration/creating-pages-and-sub-pages-in-the-library) - [Tracking and highlighting Library resources in Talkspirit](/en/collaboration/organise-the-library) - [Adding an image to a Library page](/en/collaboration/adding-an-image-into-a-library-page) - [Adding a table to a Library page](/en/collaboration/adding-a-table-into-a-library-page) --- ## Updating, unpublishing, or deleting a Library page URL: https://support.talkspirit.com/en/collaboration/update-unpublish-or-delete-a-library-page Category: Collaboration · Section: Library & pages · Type: Quick Fix · Tags: admin Library managers can update a published page without taking it offline, unpublish it to return it to draft, or permanently delete it when the content is no longer needed. Each action is available from the page itself, and deletion is confirmed before it takes effect. ## How do I update a published page? You can edit a published page without removing it from view. Your changes are saved as a draft until you publish them. 1. Go to the page you want to update. 2. Click **Edit**. 3. Make your changes. 4. Choose one of the following: - Click **Publish** to overwrite the current version immediately. - Click **Exit edit mode** to save the changes as a draft. The published version stays visible to its audience. When a page has unpublished changes, the **Unpublished changes** label appears next to its status for Library managers. Library managers can also see every published page that has unpublished changes from the Library home page, under the **Unpublished changes** tab. ## How do I unpublish a page? Unpublishing returns a page to draft status. It is hidden from everyone except Library managers. 1. Click the **3 dots** menu for the page. 2. Click **Unpublish**. The green published status turns grey to show the page is now a draft. ## How do I delete a page? To permanently remove a page and all its content: 1. Click the **3 dots** menu for the page. 2. Click **Delete**. 3. Confirm the deletion in the dialog that appears. > **Warning:** Deleting a page is permanent. The page and its content cannot be recovered, and any sub-pages are deleted with it. ## What's Next? - [Using the Library](/en/collaboration/the-library) - [Managing the Library module in Talkspirit](/en/collaboration/managing-the-library-module) - [Editing my own profile information](/en/getting-started/editing-your-profile-informations) --- ## Create and co-edit collaborative documents in the Drive URL: https://support.talkspirit.com/en/collaboration/collaborative-documents-in-the-drive Category: Collaboration · Section: Drive & files · Type: Tutorial You create collaborative documents, spreadsheets, and slideshows directly from the Drive, then edit them online with the members of your group at the same time. Three create buttons in the Drive header open a blank text document, spreadsheet, or slideshow in the collaborative editor. Every change is saved automatically as you type, and existing Microsoft Office and OpenDocument files open in the same editor. **Prerequisites:** The three create buttons appear in the Drive header only when collaborative documents are enabled for your organisation, your plan includes them, and you are a member of the group with permission to add files to its Drive. When you lack the group permission, the buttons are greyed out with the tooltip **Restricted to group managers**. > **Note:** The document editor itself is a third-party collaborative editor embedded in Talkspirit. Its toolbar, menus, and labels are provided by that editor, so the exact wording can differ from this article and can change when the editor updates. The steps that stay inside Talkspirit (creating, naming, and storing a document) are described exactly. ## How do I create a collaborative document? 1. Open the **Drive** from the left navigation. 2. In the Drive header, open the **+ New** menu and choose **New document**, **New spreadsheet**, or **New slideshow**. 3. If no group is selected yet, choose the group and folder in the **Choose a group** window, then click **Ok**. 4. The document opens in a new browser tab with the default title **Untitled document**. 5. Click the title field in the top banner to rename the document. ![The + New menu open in the General group Drive header, showing New document, New spreadsheet, and New slideshow at the top](/images/collaboration/collaborative-documents-in-the-drive/drive-create-buttons.png) ## How does real-time co-editing work? Several members of the group edit the same document at the same time. Each connected person is shown by an avatar in the top-right banner of the editor, and changes are saved automatically, so you can close the tab at any time without losing work. The collaborative editor adds change tracking, comments, and version history from its own toolbar. Change tracking marks each person's edits for review, comments let you discuss a selection and resolve the thread, and version history lets you compare earlier states and restore a previous version. ## Which files can I open and edit? Click a supported file in the Drive to open it in the collaborative editor. Talkspirit converts it to the matching collaborative format for editing: - **Text documents:** `.doc`, `.docx`, `.odt`, `.rtf`, `.txt`, `.html` - **Spreadsheets:** `.xls`, `.xlsx`, `.xltx`, `.csv`, `.ods`, `.ots` - **Slideshows:** `.ppt`, `.pptx`, `.odp`, `.gslide` Changes you make are saved back to the file in the Drive, so you do not download and re-upload it to share updates. You can also download a collaborative document to a Microsoft Office format from the editor. ## Where are collaborative documents stored? Every collaborative document is stored in the Drive of the group you created it in, alongside the group's other files. Creating one from a personal space stores it in **My Drive** instead. Access follows the group's Drive rules: members of the group can open and edit the document, and it supports the same actions as any other file, including rename, move, copy, download, and copy link. ## Next steps - [My Drive on Talkspirit](/en/collaboration/my-drive-on-talkspirit) - [Moving and sharing a document from the Drive](/en/collaboration/move-and-share-a-document-from-the-drive) - [Drive rights management](/en/collaboration/drive-rights-management) --- ## Tracking and highlighting Library resources in Talkspirit URL: https://support.talkspirit.com/en/collaboration/organise-the-library Category: Collaboration · Section: Library & pages · Type: Tutorial · Tags: admin The Talkspirit Library holds your organisation's long-form reference pages. Library managers keep it organised with three tools: status filters to find pages that need work, pinning to surface up to 6 pages for quick access, and reordering to restructure the page tree. Each of these actions requires the Library manager role. ## How do I find pages that need updating? Library managers filter pages on the Library homepage by publication status. Select a tab above the page list: - **All pages**: every page, whether published or draft. - **Published**: pages that are visible to their audience. - **Unpublished**: drafts that are not yet visible to members. - **Unpublished changes**: published pages with saved edits that have not been published yet. ## How do I pin pages to the Library homepage? Library managers pin up to 6 pages to the top of the Library homepage so members reach key content quickly. Only published pages can be pinned. 1. On the Library homepage, in the **Pinned pages** section, select the dashed card labelled **Select important pages you want to pin**. 2. In the **Select a page** field, search for a published page and select it. The page is pinned immediately. To unpin a page, point to its card and select the unpin icon in the top corner. Once six pages are pinned, the card to add more disappears: unpin a page to make room for another. > **Note:** A pinned page appears only for members who belong to its audience. Members outside the audience do not see it on their homepage. ## How do I reorder pages in the Library? Library managers reorder the Library page tree by dragging pages. The tree nests up to 10 levels, so you can move a page to any level. 1. Select **Reorder** next to **Pages** in the Library sidebar. A drag handle appears beside each page. 2. Drag a page by its handle to a new position. To change its level, drop it under another page or at the top level. 3. Select **Back** to leave reorder mode. Each move is saved the moment you drop the page and takes effect immediately for all members. Two moves are refused, and an error message appears: - A published page cannot become the child of a draft page. - A page cannot be nested deeper than 10 levels. > **Note:** Moving a page into a different branch gives it that branch's audience. A confirmation dialog names the new audience before the move completes. ## Next steps - [Creating pages and sub-pages in the Library](/en/collaboration/creating-pages-and-sub-pages-in-the-library) - [Defining an audience and publishing a Library page](/en/collaboration/define-an-audience-and-publish-a-library-page) - [Adding a table to a Library page](/en/collaboration/adding-a-table-into-a-library-page) - [Adding an image to a Library page](/en/collaboration/adding-an-image-into-a-library-page) --- ## The Projects module URL: https://support.talkspirit.com/en/collaboration/the-projects-app Category: Collaboration · Section: Projects & tasks · Type: Reference The Projects module is where you track work across your organisation in Talkspirit. It brings tasks and project boards together in one place: you create tasks, assign them to members, roles or circles, and follow their progress in four views. Every task you are assigned appears in your **My tasks** view, and can also sit on a shared **project board**. An organisation administrator activates the app before members can use it. Before members can open the app, an organisation administrator activates it from the Administration. See [Activating the Projects module](/en/collaboration/how-to-activate-projects). ## What can you track? The unit of work is the **task**. Each task carries an assignee, a due date, labels, a priority and a status: **To Do**, **In Progress**, **Done** or **Blocked**. A task can stand alone in your personal list or sit on a **project board**, a shared container for a body of related work. Your **My tasks** view gathers every task assigned to you across all circles and roles, with an **Inbox** for anything you have not yet sorted. You can group tasks into your own sections to organise them your way. Actions and Projects are now unified into this single task model: see [New Projects module Overview](/en/collaboration/new-projects-app-overview) for what changed, and [My Tasks section](/en/collaboration/my-tasks-section) for the personal view. ![The Projects module open on the My tasks view in List, showing tasks grouped into an Inbox section and a This month section, with due dates, priority and status columns](/images/collaboration/the-projects-app/my-tasks-list-view.png) ## How is a project board organised? A project board holds **sections** and tasks. A section groups related tasks and shows as a column in the **Board** view, for example **To Do**, **In Progress** and **Done**. Create one with **Add section**. You open the same board in four views: **Board**, **List**, **Timeline** and **Calendar**. See [List, Board, Timeline and Calendar project views](/en/collaboration/kanban-hierarchy-list-timeline-task-board-views). Archiving or deleting a section does not delete its tasks. Archived sections and their tasks move to the archive, where you can restore them. Deleting a section leaves its tasks in place, unassigned from any section. ![The Mobile App v2 project board in Board view, with Future, Waiting, Current and Done sections shown as columns holding task cards with labels, priority and due dates](/images/collaboration/the-projects-app/project-board-view.png) ## What is on a task? Open a task to see and edit its details: - **Assignees**: the members, roles or circles the task is expected from. - **Due date** and **start date**, with optional recurrence. - **Labels**: colour-coded keywords shared across the board. - **Priority**: **High**, **Medium** or **Low**. - **Status**: **To Do**, **In Progress**, **Done** or **Blocked**. - **Sub-tasks**, grouped into lists. - **Attachments**, a **progress bar**, and a **Discussion** panel with comments and an activity log. An overdue task shows a **days late** badge beside its due date: amber from one to seven days late, then red beyond seven days. The badge clears once the task is marked **Done**. ![A task detail sheet open on "Offline mode for the task list", showing its assignee, section, priority, due dates, labels, four sub-tasks and the Comments/Activity discussion tabs](/images/collaboration/the-projects-app/task-detail-sheet.png) For the day-to-day actions on a task, see [Adding, editing, archiving, and deleting tasks](/en/collaboration/how-to-add-edit-archive-and-delete-tasks). To control who is told about a task, see [Project notifications](/en/getting-started/projects-notifications). ## Who can see a project? Every project board has one of three privacy levels: - **Public**: everyone in the organisation can find and view the board. - **Private**: only project members can view it. The board still appears in the directory, but its content is restricted. - **Secret**: only project members can view it, and the board is hidden from the directory. The members, roles and circles you add to a board become its members. To open a board up beyond its own members, see [Open collaboration on projects](/en/collaboration/what-is-open-collaboration-on-projects). To create a board tied to one of your groups, see [Group projects](/en/communication/group-projects). ## What's Next? - [New Projects module Overview](/en/collaboration/new-projects-app-overview) - [My Tasks section](/en/collaboration/my-tasks-section) - [List, Board, Timeline and Calendar project views](/en/collaboration/kanban-hierarchy-list-timeline-task-board-views) - [Activating the Projects module](/en/collaboration/how-to-activate-projects) --- ## New Projects module Overview URL: https://support.talkspirit.com/en/collaboration/new-projects-app-overview Category: Collaboration · Section: Projects & tasks · Type: Reference The Projects module brings former Actions and Projects together as **Tasks**, created and tracked in the **Projects** application. A task can stand alone as a personal to-do, nest inside another task as a sub-task, or belong to a project board. Every member, role, and circle follows its work from one place, so there is no longer a separate tool for actions and for projects. ## How does the new Projects module work? Former Projects and Actions are now **Tasks**, created in the **Projects** application. A task can be: - A **personal task** that appears in your task list without belonging to a board. - A **sub-task** nested inside a parent task. - A **task on a project board**. A task on a board is the equivalent of a former Project: a longer piece of work with an outcome to reach over time. A task with no board is the equivalent of a former Action: something you act on directly. When your organisation moves to the new Projects module, your existing Actions and Projects are migrated into Tasks, keeping their assignees, due dates, labels, and comments. ![The My Tasks view, listing personal tasks with no project alongside tasks drawn from the Governance follow-ups project board](/images/collaboration/new-projects-app-overview/my-tasks-view.png) ### Where do my tasks appear? The **My Tasks** view gathers every task assigned to you across all projects, alongside your personal tasks. You can group and filter this view to separate personal tasks from tasks you hold through a project. ### Where do a circle's tasks appear? A circle (and a role) has a **Projects** tab, listing the project boards it owns (former Projects), and a **Tasks** tab, listing tasks assigned to it that do not sit on a board (former Actions). ## What does a task card contain? A task card is identified by its **title** and **description**. It also holds: 1. **Assignees**: one or more members, roles, or circles. 2. **Due date**, with an optional start date. 3. **Priority** and **status**. 4. **Labels**. 5. **Linked key results**, which tie the task to a Goal. 6. **Sub-tasks**, organised into lists. 7. **Attachments**. 8. **Progress bar**. 9. **Dependencies** on other tasks. 10. **Comments**. 11. **Activity**, the task's edit history. From a task card you can also: 1. Edit the description with the rich-text editor. 2. Copy the task's link. 3. Duplicate the task. 4. Move the task to another project and section. 5. Mark the task as a duplicate of another task. 6. Bring the task to a meeting. 7. Archive the task. 8. Delete the task. ![A task card open, showing its assignees, due date, labels and sub-tasks on the left and the Comments and Activity panel on the right](/images/collaboration/new-projects-app-overview/task-detail.png) ## Who can access a project? Access to a project depends on its **privacy level** and on each person's role within it. A project has three privacy levels: - **Public**: everyone in the organisation can find and view the project. Non-members have read-only access. - **Private**: only project members can view the project. It still appears in the directory, but its content is restricted. - **Secret**: only project members can view the project, and it does not appear in the directory. Within a project, each member holds a role: **Owner**, **Admin**, **Contributor**, or **Viewer**. The role is granted directly or inherited through a circle or role the member belongs to. A project admin changes a project's privacy from the project menu. ## How are projects reviewed in a meeting? A meeting agenda can include a **Projects** section. It automatically lists the projects of the meeting's participants, the circles and roles invited, so the team reviews updates together. You choose whether each section appears in the meeting report. ## What's next? - [The Projects module](/collaboration/the-projects-app) - [Activating the Projects module](/collaboration/how-to-activate-projects) - [My Tasks section](/collaboration/my-tasks-section) - [Open Collaboration on Projects](/collaboration/what-is-open-collaboration-on-projects) --- ## Activating the Projects module URL: https://support.talkspirit.com/en/collaboration/how-to-activate-projects Category: Collaboration · Section: Projects & tasks · Type: Tutorial · Tags: admin The Projects module lets members plan work on boards and follow tasks through to completion. It is turned off by default, so an administrator switches it on before anyone can use it. You do this from Administration, in the Modules section. Once it is on, the **Projects** entry appears in everyone's navigation. ## Before you start You need administrator rights for your organisation. If Projects is not part of your plan, the toggle is replaced by an **Available on a higher plan** label with a **Contact sales** button. ## How do I turn on the Projects module? 1. In the top bar, open your account menu and select **Administration** (the cogwheel entry). 2. In the Administration menu, open **Modules** and select **Projects**. 3. Turn on the **Projects** toggle. ![The Projects page under Administration → Modules, with the Projects toggle in the off position](/images/collaboration/how-to-activate-projects/admin-modules-projects-toggle-off.png) Once the toggle is on, the **Projects** entry appears in the left navigation for members, who can open it to create projects and add tasks. ## What's Next? - [The Projects module](/collaboration/the-projects-app) - [Adding an extra project board](/collaboration/how-to-add-an-extra-project-board) - [Adding, editing, archiving, and deleting tasks](/collaboration/how-to-add-edit-archive-and-delete-tasks) - [My Tasks section](/collaboration/my-tasks-section) --- ## Keep a project private to yourself URL: https://support.talkspirit.com/en/collaboration/keep-a-project-private Category: Collaboration · Section: Projects & tasks · Type: Tutorial To keep a Talkspirit project visible only to you, set its privacy to **Secret** when you create it. A **Secret** project stays out of the project directory, and only its members can open it, so a Secret project with no one else added is private to you. Add members whenever you want to share it. Every project is a board with a privacy level: Talkspirit has no separate personal-project type. ## Prerequisites The **Projects** module must be activated for your organisation. An administrator activates it; the app is off until then. ## How do I create a project only I can see? 1. Open the **Projects** app from the left navigation bar. 2. Select **Add project** and enter a name. 3. Set **Privacy** to **Secret**. 4. Create the project without adding other members. Only you can open the project, and it does not appear in the project directory. ![Add project dialog with Name "Personal notes", Privacy set to Secret, and no invited members](/images/collaboration/keep-a-project-private/add-project-secret.png) ## Which privacy level should I choose? Every project has one of three privacy levels: - **Secret**: only project members can view it, and it does not appear in the project directory. - **Private**: only project members can view it, and it appears in the directory with its content restricted. - **Public**: everyone in the organisation can view and find it. Choose **Secret** for a project that stays yours alone. ## How do I share it later? Open the project, select **Add members**, and choose who to add. Everyone you add becomes a project member and can view the project. ## Next steps - [The Projects module](/en/collaboration/the-projects-app) - [My Tasks section](/en/collaboration/my-tasks-section) - [Can I make a single task private?](/en/collaboration/how-to-make-your-tasks-private) - [Open collaboration on projects](/en/collaboration/what-is-open-collaboration-on-projects) --- ## Adding an extra project board URL: https://support.talkspirit.com/en/collaboration/how-to-add-an-extra-project-board Category: Collaboration · Section: Projects & tasks · Type: Tutorial You can add as many project boards as you need from the **Projects** app, where each board is labelled a project. Open the app, click **Add project**, name the board, set its privacy, and click **Create**. Any member can create a project board; guests cannot. A circle holds one project board by default, so adding a second board to the same circle depends on a setting an administrator controls. ## How do I add a project board? 1. Open the **Projects** app. 2. Click **Add project**. 3. Enter a **Name** for the board. 4. Choose the **Privacy**: **Public**, **Private**, or **Secret**. 5. Add a **Description**, a **Section Template**, or **Members** if you need them. 6. Click **Create**. ![The Add project dialog with the Name field filled in, the Privacy selector set to Public, the Section Template dropdown, the Members row, and the Create button](/images/collaboration/how-to-add-an-extra-project-board/add-project-dialog.png) > **Note:** To add more than one project board to a circle, an administrator first turns on **Enable multiple project creation per circle** in the **Projects** app settings, under **Project Creation**. That option requires **Enable automatic project creation for new circles** to be on. Without it, a second board for a circle that already has one is refused. ## How do I star a project board? Star a project board to keep it in the **Starred** section of the Projects sidebar for quick access. 1. Open the **Projects** app. 2. Find the board you want to star. 3. Open the board's menu and select **Star project**. In the list view, you can also click the star on the board's row. The board appears in the **Starred** section of the sidebar. To remove it, open the board's menu and select **Unstar project**. ![A project board's menu open in the Projects module, showing the Star project option alongside Settings, Copy URL, Manage access, and Archive](/images/collaboration/how-to-add-an-extra-project-board/star-project-menu.png) ## What's Next? - [Duplicating a project board](/collaboration/how-to-duplicate-a-project-board) - [Manage project boards as an administrator](/collaboration/administrate-project-boards-as-an-admin) - [Managing columns in my Kanban project board](/collaboration/how-to-manage-columns-in-your-kanban-project-board) - [List, Board, Timeline and Calendar project views](/collaboration/kanban-hierarchy-list-timeline-task-board-views) --- ## Duplicating a project board URL: https://support.talkspirit.com/en/collaboration/how-to-duplicate-a-project-board Category: Collaboration · Section: Projects & tasks · Type: Tutorial Duplicating a project board creates a new, independent board from an existing one. You name the copy, then choose what to bring across: its sections (the columns), its tasks, and its members. The board's description, privacy level, and permission settings are always copied. You can duplicate a board only when you can configure it, which means being its owner or an administrator. ## How do I duplicate a board? 1. Open the **Projects** section, or open the board you want to copy. 2. Open the three-dots menu on the board and select **Duplicate**. 3. In the **Duplicate Project** dialog, type a name in **New Project Name**. It is prefilled with "Duplicate - " followed by the original name. 4. Under **Duplicate options**, select what to copy: **Sections** (the columns, selected by default), **Tasks** (cleared by default), and **Project assignees** (the board's members, cleared by default). 5. Select **Duplicate**. The new board opens. ![The board actions menu open on the "Governance follow-ups" project card in the Projects list, with the Duplicate item visible among Settings, Star project, Copy URL, Manage access and Archive](/images/collaboration/how-to-duplicate-a-project-board/board-actions-menu-duplicate.png) ![The Duplicate Project dialog with the New Project Name field prefilled "Duplicate - Governance follow-ups", Sections checked, and Tasks and Project assignees cleared](/images/collaboration/how-to-duplicate-a-project-board/duplicate-project-dialog.png) > **Warning:** Tasks are copied only within their sections. To bring tasks across, keep **Sections** selected. If you clear **Sections** but select **Tasks**, the copy is created with no tasks. ## What is copied? The copy always keeps the original board's name (with your changes), description, privacy level, and permission settings. What else carries across depends on the options you select: - **Sections** copies the board's columns, with their names, colours, and settings. - **Tasks** copies each task's title, description, status, priority, start and due dates, estimated duration, and subtask structure. Task assignees are not copied. - **Project assignees** copies the board's members and their roles. You are added as the owner of the new board. ## Next steps - [Adding an extra project board](/collaboration/how-to-add-an-extra-project-board) - [Duplicating a task](/collaboration/how-to-duplicate-a-task) - [Managing columns in my Kanban project board](/collaboration/how-to-manage-columns-in-your-kanban-project-board) - [List, Board, Timeline and Calendar project views](/collaboration/kanban-hierarchy-list-timeline-task-board-views) --- ## List, Board, Timeline and Calendar project views URL: https://support.talkspirit.com/en/collaboration/kanban-hierarchy-list-timeline-task-board-views Category: Collaboration · Section: Projects & tasks · Type: Reference ## List, Board, Timeline and Calendar project views The Projects module shows your tasks in four views: **List**, **Board**, **Timeline** and **Calendar**. Switch between them with the toggle at the top left of **My tasks** and of every project board. All four read the same tasks and obey the same filters, so you are only changing how the work is laid out. Talkspirit remembers the view you last used on each board. ## Where do I find the views? Open **Projects** in the navigation rail. **My tasks** gathers everything assigned to you and opens in **List** view. **All projects** lists the boards you can reach, and a board opens in **Board** view. The toggle sits at the top left of both pages, and your choice is stored per person and per board, so it survives a refresh or a trip to another app. **Note:** whoever creates or manages a project chooses which of the four views it offers, and at least one always stays enabled. If a view is missing from the toggle, it has been switched off for that board. ## What is the List view? The List view is a table: one row per task, grouped by **Section** by default. Columns cover **Assignee**, **Labels**, **Priority**, **Due Date** and **Attachments** out of the box, and **Display** lets you show, hide and reorder the rest, including **Task ID**, **Start Date**, **Section**, **Status**, **Effort** and **Progress**. Click a column header to sort. Sub-tasks stay folded under their parent until you expand the row. ![The List view of a project board: rows grouped under the Future, Waiting and Current sections, with columns for Task, Assignee, Labels, Priority, Due Date and Attachments.](/images/collaboration/kanban-hierarchy-list-timeline-task-board-views/02-list-view.png) ## What is the Board view? The Board view lays tasks out as cards in columns, so the state of the work reads at a glance. The columns follow whatever you group by, and by default that is the board's **Sections**. Drag a card into another column to change that property on the task: grouped by **Completion** the columns become the to-do and done piles, grouped by **Priority** a card you drag is re-prioritised, grouped by **Assignee** it picks up the new assignee. ![The Board view of a project board: four columns named Future, Waiting, Current and Done, each holding task cards that show priority and a start-to-due date range.](/images/collaboration/kanban-hierarchy-list-timeline-task-board-views/01-board-view.png) ## What is the Timeline view? The Timeline view draws each task as a bar running from its **start date** to its **due date**, across a scale you can zoom from weeks to quarters. Drag a bar sideways to move both dates at once, or drag either end to change just that one. The change saves as soon as you release. A task needs both dates to appear on the chart, so tasks with one date or none are listed underneath it. ![The Timeline view: a Task column on the left listing tasks under their sections, weeks across the top, and each task drawn as a bar spanning its start and due dates.](/images/collaboration/kanban-hierarchy-list-timeline-task-board-views/03-timeline-view.png) ## What is the Calendar view? The Calendar view places the work on a real calendar, in **Month**, **Week** or **Day**. A task with both dates stretches across every day it spans, so you can see where it collides with the rest of the week. Its **Display** menu decides what shares the grid: **Tasks**, **Goals**, **Meetings** and **Tasks without dates**, each with its own scope, for example all tasks or only the ones assigned to you. ![The Calendar view in Month mode: August 2026 laid out week by week, with tasks drawn as bars across the days they span and meetings shown alongside them.](/images/collaboration/kanban-hierarchy-list-timeline-task-board-views/04-calendar-view.png) ## How do I search and filter tasks? Every view shares one toolbar. The search box matches task titles. **Filter** opens with five quick filters, **Just my tasks**, **Due this week**, **Due next week**, **Completed tasks** and **Incomplete tasks**, and **Add filter** offers the full set: **Completion status**, **Assignee**, **Due date**, **Start date**, **Priority**, **Label** and **Task ID**. The **Assignee** filter has separate tabs for **Members**, **Roles** and **Circles**, so you can filter on the role or circle a task is assigned to rather than on a person. ![The Filter panel open on a project board: a Quick filters row with Just my tasks, Due this week, Due next week, Completed tasks and Incomplete tasks, and the Add filter menu listing Completion status, Assignee, Due date, Start date, Priority, Label and Task ID.](/images/collaboration/kanban-hierarchy-list-timeline-task-board-views/05-filter-panel.png) **Note:** in **My tasks** the list differs slightly. It drops **Task ID** and adds **Project** and **Source**, so you can separate the tasks you filed yourself from the ones assigned to you. ## How do I group tasks? **Group** collects the tasks in the current view under headings, and **Then** adds a second level inside each one. On a project board you can group by **Section**, **Completion**, **Priority**, **Assignee**, **Created by**, **Role**, **Circle**, **Due date**, **Label**, **Created on**, **Start date** or **Goal**. In **My tasks** the choices are **Assignee**, **Completion**, **Created on**, **Due date**, **Start date**, **Label** and **Project**. ![The Group menu open on a project board, listing Section, Completion, Priority, Assignee, Created by, Role, Circle, Due date, Label, Created on, Start date and Goal.](/images/collaboration/kanban-hierarchy-list-timeline-task-board-views/06-group-menu.png) ## How do I hide tasks that are already done? Open **Filter** and pick the **Incomplete tasks** quick filter. Completed tasks drop out of every view until you clear it, and **Completed tasks** does the opposite. For finer control, add a **Completion status** filter and choose **Done** or **Not done**. To keep everything on screen but separated, group by **Completion** instead: finished tasks then collect under their own heading. ![A project board in List view with the Incomplete tasks quick filter applied, shown as a chip next to the Filter button, and the Done section no longer listed.](/images/collaboration/kanban-hierarchy-list-timeline-task-board-views/07-incomplete-filter.png) ## What's Next? - [How do I add, edit, archive, and delete tasks?](/collaboration/how-to-add-edit-archive-and-delete-tasks) - [How do I use the Projects Timeline view?](/collaboration/how-to-use-projects-timeline-view) - [How do I manage columns in a Kanban project board?](/collaboration/how-to-manage-columns-in-your-kanban-project-board) - [How do I add an extra project board?](/collaboration/how-to-add-an-extra-project-board) --- ## Using the Projects Timeline view URL: https://support.talkspirit.com/en/collaboration/how-to-use-projects-timeline-view Category: Collaboration · Section: Projects & tasks · Type: Tutorial ## Using the Projects Timeline view With the Timeline view, you can see tasks that have both a start and a due date laid out over time. It sits alongside the List, Board and Calendar views, in **My tasks** and on every project board, and needs no activation. A project administrator can choose which views a given project offers, so a project may show fewer than four. ## How do I use the Timeline view? Select **Timeline** in the view switcher, in **My tasks** or on a project board. A task appears on the timeline once it has **both** a start date and a due date. A task with only a due date does not appear, so the view stays a picture of scheduled work rather than of everything outstanding. ![The Timeline view: a Task column on the left, quarters and months across the top, today's month highlighted, and each dated task drawn as a bar. Grouped rows show a summary pill with the number of tasks in the group.](/images/collaboration/how-to-use-projects-timeline-view/01-timeline-view.png) You can: - View all tasks in a clear, chronological layout. - Group tasks on the timeline by role, label, board, or other criteria. - **Drag and drop tasks** on the timeline to adjust their dates. Changes are applied automatically. Drag a bar sideways to move both its dates at once, or drag either end to change just the start or just the due date. The bar shows the new dates as you drag, and the change saves when you release it. ## What's Next? - [List, Board, Timeline and Calendar project views](/collaboration/kanban-hierarchy-list-timeline-task-board-views) - [How do I add, edit, or delete a task due date?](/collaboration/how-to-add-edit-and-delete-a-task-due-date) - [How do I set up recurrent tasks?](/collaboration/how-to-set-up-recurrent-tasks) - [How do I add, edit, archive, and delete tasks?](/collaboration/how-to-add-edit-archive-and-delete-tasks) --- ## Manage sections in a Kanban project board URL: https://support.talkspirit.com/en/collaboration/how-to-manage-columns-in-your-kanban-project-board Category: Collaboration · Section: Projects & tasks · Type: Tutorial A project board groups its tasks into **sections**, which appear as the columns of the **Board** view. You add, rename, recolour, reorder, and archive these sections from the board itself, and your changes apply to the board for everyone who can see it. ## Prerequisites Managing sections requires the board's **Owner** or **Admin** role, and the board must not be archived. A board owner or admin can also turn section management off for a board through its **Allow section creation** setting, which is on by default. ## Add a section 1. Scroll to the end of the board's columns. 2. Click **Add section**. 3. Type a name in the **Enter section name** field, then press Enter. ![Kanban Board view with the Add section control at the end of the columns and the inline name field open, showing the "Enter section name" placeholder](/images/collaboration/how-to-manage-columns-in-your-kanban-project-board/01-add-section.png) ## Rename a section Click the section name at the top of its column, type the new name, and press Enter. ## Change a section's colour, icon, or status Open the section's three-dots menu (**Section options**) at the top of its column. The menu holds the colour, icon, and linked-status options below. ![The open Section options menu on a Board-view section, showing Colour, Icon, Linked status, Order tasks by, and Archive section](/images/collaboration/how-to-manage-columns-in-your-kanban-project-board/02-section-options-menu.png) ### Set a colour Point to **Colour**, then pick a swatch, choose a custom colour, or select **None** to clear it. ### Set an icon Point to **Icon**, then choose an icon, or **None** to remove it. ### Link a status Point to **Linked status**, then choose **To do** or **Done**. A task moved into the section then takes that status automatically, and setting a task to that status moves it into the section. Choose **None** to unlink. A linked status replaces the section's icon. ## Reorder sections and tasks ### Reorder sections Drag a section by the handle above its name to a new position. Reordering is available when the board uses its manual order, with no sort applied. ### Order tasks within a section Open **Section options**, point to **Order tasks by**, and choose **Priority**, **Due date**, **Assignee**, **Label**, or **Title**, then pick **Ascending** or **Descending**. This is a one-time reorder that keeps the new task positions, and it is available when the board is not sorted. ## Archive a section 1. Open **Section options**. 2. Click **Archive section**. 3. Confirm in the dialog. The section and all its tasks move to the archive. You restore them later from the board menu's **Archived items**. ## Next steps - [Adding, editing, archiving, and deleting tasks](/en/collaboration/how-to-add-edit-archive-and-delete-tasks) - [List, Board, Timeline and Calendar project views](/en/collaboration/kanban-hierarchy-list-timeline-task-board-views) - [Configure your project board](/en/collaboration/administrate-your-project-board-as-a-member) - [Manage project boards as an administrator](/en/collaboration/administrate-project-boards-as-an-admin) --- ## Manage project boards as an administrator URL: https://support.talkspirit.com/en/collaboration/administrate-project-boards-as-an-admin Category: Collaboration · Section: Projects & tasks · Type: Reference · Tags: admin Organisation administrators configure project boards for the whole organisation from **Administration → Projects**. From there you decide whether members see boards they are not assigned to, how boards are created for circles, whether board layouts are locked, and which default templates new boards start from. These settings apply across every board. Settings that affect a single board are managed by that board's own administrators. ## Who can manage these settings? Only organisation administrators can change organisation-wide project board settings. Members and guests cannot see them. Settings that affect a single board, such as its privacy or who may change its layout, are managed by that board's administrators: see [Configure your project board](/en/collaboration/administrate-your-project-board-as-a-member). ## Where do the settings live? 1. Go to **Administration → Projects**. 2. Select **Configure in the module**. 3. Use the **General** tab for organisation-wide rules and the **Templates** tab for default board templates. ![Projects settings General tab showing the Show all projects, Project Creation, and Lock project edition sections stacked, each with its own toggle](/images/collaboration/administrate-project-boards-as-an-admin/settings-general-tab.png) ## How do I show all boards to members? By default, members see only the boards they are assigned to. The **Show all projects** section controls this. On the **General** tab, enable **Show unassigned projects to all users** to let members see every board across the organisation, including boards they are not assigned to. ## How do I control board creation? The **Project Creation** section on the **General** tab sets how boards are created for circles: - **Enable automatic project creation for new circles** creates a board automatically whenever a circle is created. - **Enable multiple project creation per circle** lets a circle hold more than one board. This option is available only while automatic creation is enabled. The word "circles" follows your organisation's terminology and can be renamed under **Administration → Terminology**. ## How do I lock board edition? The **Lock project edition** section freezes board structure across the organisation. On the **General** tab, enable **Lock edition** to prevent everyone, including administrators, from changing the layout and settings of any board. Existing boards are locked in their current state, and the setting is reversible. ## How do I set default board templates? The **Templates** tab defines the templates new boards can start from. A template is a named structure made of **sections**, the columns tasks are grouped into. For each section you set its name, colour, icon, and an optional task limit. A section can also carry a **linked status**: tasks moved into a section whose linked status is **Done** are marked complete automatically, and marking a task Done moves it into that section. To create one, open the **Templates** tab and select **Add template**, or select **Browse Gallery** to start from a ready-made template. ![Projects settings Templates tab with the Holacracy board template expanded, showing its Future, Waiting, Current and Done sections with the colour and icon controls open for the Future section](/images/collaboration/administrate-project-boards-as-an-admin/settings-templates-tab-expanded.png) ## What's Next? - [Configure your project board](/en/collaboration/administrate-your-project-board-as-a-member) - [New Projects module Overview](/en/collaboration/new-projects-app-overview) - [Activating the Projects module](/en/collaboration/how-to-activate-projects) --- ## Configure your project board URL: https://support.talkspirit.com/en/collaboration/administrate-your-project-board-as-a-member Category: Collaboration · Section: Projects & tasks · Type: Tutorial You configure a project board from its **Settings** panel: open the board, click the three-dots menu, and select **Settings**. From there you set the board's privacy, control who can assign tasks, link sections to task statuses, and choose which views and card fields appear. Only a board **Owner** or **Admin** can open these settings. ## Who can change board settings? You need to be an **Owner** or an **Admin** of the board. Whoever creates a project board becomes its Owner. Owners and Admins can grant the Admin role to other members from **Manage access**. Contributors and Viewers can work on the board but cannot open the Settings panel. ## Open the settings panel 1. Open your project board. 2. Click the three-dots menu in the top-right corner. 3. Under **Admin**, select **Settings**. The **Edit project** panel opens on the **General** tab. ![Edit project panel open on the General tab, showing the Name, Description, and Privacy settings](/images/collaboration/administrate-your-project-board-as-a-member/edit-project-general-privacy.png) ![Edit project panel scrolled to the Workflow automation setting, showing the To Do column and Done column selectors](/images/collaboration/administrate-your-project-board-as-a-member/edit-project-workflow-automation.png) ![Edit project panel scrolled to the Task assignee limit and Who can assign tasks settings](/images/collaboration/administrate-your-project-board-as-a-member/edit-project-assignee-limit-who-assigns.png) ## Configure the board The **General** tab holds the main settings: - **Privacy**: set the board to **Public**, **Private**, or **Secret**. Public boards are visible to everyone in the organisation. Private and Secret boards are visible to board members only, and Secret boards are also hidden from the project directory. - **Allow section creation**: when off, board members cannot add new sections. - **Workflow automation**: link a section to the **To do** or **Done** status. A task moved into a linked section takes that status, and setting a task's status moves it into the linked section. - **Task assignee limit**: allow multiple assignees, one member per task, or a single assignee per task. - **Who can assign tasks**: choose **All members** or **Admins only**. This controls who can assign existing tasks and is separate from creating tasks. Three more tabs control how the board is displayed: - **Visualisations**: choose which views are available (**Board**, **List**, **Timeline**, **Calendar**, **Gantt**). At least one view must stay enabled. - **Default card display**: choose which fields appear on cards by default. - **Defaults**: set the default sort, grouping, and filters. Save your changes on the **General** tab with **Update**. ## Appoint board admins To make another member an Admin, or to change who can view and edit the board, open the three-dots menu and select **Manage access**. Each member, role, or circle you add is given a board role: **Owner**, **Admin**, **Contributor**, or **Viewer**. ## What's Next? - [The Projects module](/en/collaboration/the-projects-app) - [Manage project boards as an administrator](/en/collaboration/administrate-project-boards-as-an-admin) - [Manage sections in a Kanban project board](/en/collaboration/how-to-manage-columns-in-your-kanban-project-board) --- ## Open collaboration on projects URL: https://support.talkspirit.com/en/collaboration/what-is-open-collaboration-on-projects Category: Collaboration · Section: Projects & tasks · Type: Quick Fix Open collaboration is the way the Projects module shares work across your whole organisation instead of locking each project to a single circle. You assign a project, and the tasks inside it, to any combination of members, roles, and circles from anywhere in the structure. Who can then act on a project depends on three things: each person's access role, the project's assignment setting, and its privacy level. ## Who can act on a project? When you add someone to a project, they hold one access role that sets what they can do: **Owner**, **Admin**, **Contributor**, or **Viewer**. A **Viewer** reads the project, a **Contributor** creates and edits tasks, and an **Admin** also configures the project and manages its members. Assignees themselves are not limited to individuals: a task or a project can be assigned to a **Member**, a **Role**, or a **Circle**, so work follows the structure rather than a fixed team. Task assignment carries its own control. The **Who can assign tasks** setting chooses between **All members** and **Admins only**, and it governs assigning existing tasks to people. Creating tasks is separate: a member without assignment rights can still create tasks. For the steps to assign circles, roles, and members, see [Managing assignments under open collaboration](/en/collaboration/how-to-manage-assignations-within-open-collaboration). ## How is access to a project controlled? Each project has one of three privacy levels, set when you create it and changeable afterwards: - **Public**: everyone in the organisation can view and find the project. - **Private**: only project members can view the project. It still appears in the directory, but its content is restricted. - **Secret**: only project members can view the project, and it does not appear in the directory. ![Project settings General tab with the Privacy field open, showing the three levels: Public, Private, and Secret, each with its description](/images/collaboration/what-is-open-collaboration-on-projects/project-settings-privacy-levels.png) ![Project settings General tab showing the Who can assign tasks control set to All members, with Admins only as the other option](/images/collaboration/what-is-open-collaboration-on-projects/project-settings-who-can-assign-tasks.png) ## Next steps - [Managing assignments under open collaboration](/en/collaboration/how-to-manage-assignations-within-open-collaboration) - [New Projects module Overview](/en/collaboration/new-projects-app-overview) - [Strategies to onboard your team](/en/administration-security/strategies-to-onboard-your-team) --- ## Managing assignments under open collaboration URL: https://support.talkspirit.com/en/collaboration/how-to-manage-assignations-within-open-collaboration Category: Collaboration · Section: Projects & tasks · Type: Tutorial You assign circles, roles, and members to a project from its access settings, and to a task from the task's **Assignees** section. Under open collaboration any combination of circles, roles, and members can be assigned, with no fixed circle boundaries, and task assignment activity is recorded in the project activity feed. For the model itself, see [Open Collaboration on Projects](/collaboration/what-is-open-collaboration-on-projects). Managing a project's access requires the **Admin** or **Owner** role on that project. Roles and circles come from the Structure module, so they are available to assign only where your organisation uses it. ## Assign a circle, role, or member to a project Assignments to a project are managed from its access settings. 1. Open the project and select the actions menu (the **...** icon in the project header). 2. Select **Manage access**. 3. In the **Share project** panel, search for a member, role, or circle and select it. It is added with the **Contributor** role. 4. Open the assignee's menu to change the role to **Viewer**, **Contributor**, **Admin**, or **Owner**. A circle or role assignment always reflects that circle's or role's current membership: when someone joins or leaves it in the Structure module, the project's access updates automatically. An assigned circle or role also lists the project on its **Projects** tab in the Structure module. ![Share project panel showing Aiko Tanaka as Owner, the Lead Engineer role and Product Development circle as Contributor, with the permission dropdown open on the Lead Engineer row](/images/collaboration/how-to-manage-assignations-within-open-collaboration/share-project-panel.png) ## Assign a circle, role, or member to a task A task draws its assignees from the project it belongs to, so only circles, roles, and members already assigned to the project appear. 1. Open the task. 2. In the **Assignees** section, open the assignee picker. 3. Select members, roles, or circles from the grouped list. By default a task accepts several assignees. A project can restrict this from its settings under **Task assignee limit**, where **One member per task** or **One assignee per task** replaces the default **Multiple assignees**. ![Assignees picker open on a task, showing the Members, Roles, and Circles groups](/images/collaboration/how-to-manage-assignations-within-open-collaboration/assignees-picker.png) ## Remove or change an assignment Removals and role changes are handled from the same **Share project** panel. - To remove an assignee, open **Manage access**, open the assignee's menu, and select **Remove**. - To keep a role or circle assigned but exclude one of its members, open that assignee and clear the individual member. The role or circle stays assigned; only that person loses access. - To change an assignee's role, open its menu and select a new role. > **Note:** You cannot remove or demote yourself from a project you own. Ask another owner to make the change. ## Track assignment history The project activity feed records task assignment changes alongside other project activity. 1. Open the project's actions menu. 2. Select **View activities**. 3. The **Activity** panel lists the project's activity, including each time a task is assigned to or unassigned from a member, role, or circle, alongside task and board changes. ![Activity panel open on the Mobile App v2 project, listing task assignment entries with author and time](/images/collaboration/how-to-manage-assignations-within-open-collaboration/activity-panel.png) ## What's next? - [Open Collaboration on Projects](/collaboration/what-is-open-collaboration-on-projects) - [Adding, editing, archiving, and deleting tasks](/collaboration/how-to-add-edit-archive-and-delete-tasks) - [Making my tasks private](/collaboration/how-to-make-your-tasks-private) - [Adding an extra project board](/collaboration/how-to-add-an-extra-project-board) --- ## Adding, editing, archiving, and deleting tasks URL: https://support.talkspirit.com/en/collaboration/how-to-add-edit-archive-and-delete-tasks Category: Collaboration · Section: Projects & tasks · Type: Tutorial You add, edit, archive, and delete tasks from the **Projects** app. Adding creates a task on a project board or in the **My tasks** view. Editing is automatic: your changes save as you make them. Archiving moves a task off the active board but keeps it for later. Deleting is permanent, and a task must be archived before it can be deleted. You need edit access to the project. Members with read-only access cannot add, edit, archive, or delete its tasks. You do not need to be assigned to a task to change it. ## How do I add a task? ### On a project board 1. Open the project board. 2. In the column where you want the task, click **Add task**. 3. Type a title and press Enter. ![Kanban board for the Mobile App v2 project with the inline Add task field open in the Future column, showing a Task title input ready for a title](/images/collaboration/how-to-add-edit-archive-and-delete-tasks/board-add-task.png) ### In the My tasks view 1. Open the **Projects** app and go to **My tasks**. 2. Click **Add task**. 3. Type a title and press Enter. ## How do I edit a task? 1. Open the task to show its details. 2. Change any field: title, description, assignees, dates, labels, priority, or status. Your changes are saved automatically. There is no separate save button. ## How do I archive a task? 1. Open the task's **Task options** menu (the three-dots icon). 2. Select **Archive task**. If the task has subtasks, a confirmation dialog appears. Archiving a task also archives its subtasks, and you can restore them together later. To see archived tasks, open the project's actions menu (the three-dots icon next to the project name) and select **Archived items**. To bring a task back, click **Restore**, or open the task and select **Unarchive task**. Unarchiving also restores the subtasks. ![The Archived Items dialog on the Tasks tab with one archived task, its icon buttons labelled Restore and Delete permanently](/images/collaboration/how-to-add-edit-archive-and-delete-tasks/archived-items-dialog.png) ## How do I delete a task? > **Warning:** Deleting a task is permanent and cannot be undone. A task must be archived first. 1. Archive the task, following the steps above. 2. Open the project's actions menu and select **Archived items**. 3. Find the task and click **Delete permanently**. Deleting a task does not delete its subtasks. They are detached and stay in **Archived items** as independent tasks, so they remain available to restore or delete on their own. ## What's Next? - [Adding subtasks to a task](/collaboration/how-to-add-subtasks-to-a-task) - [Duplicating a task](/collaboration/how-to-duplicate-a-task) - [Moving a task to another board](/collaboration/how-to-move-task-to-another-board) - [Adding, editing, or deleting a task due date](/collaboration/how-to-add-edit-and-delete-a-task-due-date) --- ## Delete and restore files in the Drive Trash URL: https://support.talkspirit.com/en/collaboration/talkspirits-trash Category: Collaboration · Section: Drive & files · Type: Tutorial When you delete a file from the Talkspirit Drive, it moves to the Trash and stays there for 30 days. During that period you can restore it to its original location or delete it permanently. After 30 days, files in the Trash are deleted automatically. You can delete several files at once, and a folder moves to the Trash with all of its contents. ## How do I open the Trash? Open the Drive from its tab, then select **Trash** in the Drive sidebar. ## How do I delete a file from the Drive? 1. Click the file in the Drive. 2. Select the **Delete** trash icon. ![Drive file selected in the main Drive view, with the Delete trash icon highlighted in the selection action bar](/images/collaboration/talkspirits-trash/01-delete-icon.png) 3. In the confirmation dialog, click **Move to trash** to confirm, or **Cancel** to abort. ![Move to trash confirmation dialog for a single file, with the Move to trash and Cancel buttons](/images/collaboration/talkspirits-trash/02-move-to-trash-dialog.png) The file leaves the Drive and moves to the Trash. To delete several files at once, select them and click the **Delete** trash icon: the confirmation dialog reads *Delete N files*, and its confirm button is **Delete**. A folder is moved with all of its contents. For the full multi-file workflow, see [Downloading, moving, or deleting Drive files in bulk](/en/collaboration/download-move-delete-files-from-the-drive-in-bulk). ## How do I permanently delete a file? 1. Move the file to the Trash first. 2. In the Trash, select the file. 3. Click the **Delete** trash icon. 4. In the confirmation dialog, click **Delete**. Once deleted from the Trash, the file cannot be recovered. ## How do I restore a file from the Trash? 1. Open the Trash. 2. Select the file you want to restore. 3. Click **Restore**. ![Trash view with a file selected and the Restore button visible in the action bar](/images/collaboration/talkspirits-trash/03-trash-restore.png) The file returns to its original location in the Drive. > **Note:** Files in the Trash cannot be edited. Restore a file before making changes to it. ## Who can delete files from the Drive? Group administrators define who can create, edit, and delete files. Where members hold these permissions, they can move files to the Trash, restore them, and delete them permanently. Where deletion is restricted to group managers, other members cannot delete files. ## Next steps - [Talkspirit Drive](/en/collaboration/talkspirit-drive) - [Drive rights management](/en/collaboration/drive-rights-management) - [Downloading, moving, or deleting Drive files in bulk](/en/collaboration/download-move-delete-files-from-the-drive-in-bulk) --- ## Adding, editing, or deleting a task due date URL: https://support.talkspirit.com/en/collaboration/how-to-add-edit-and-delete-a-task-due-date Category: Collaboration · Section: Projects & tasks · Type: Tutorial ## Adding, editing, or deleting a task due date You can set due dates on tasks to keep projects on track and deadlines visible. Add, change, or remove a due date from the task itself, or from the List, Timeline and Calendar views. Due date changes are recorded in the task's **Activity** tab. Tasks live in the **Projects** app, and you need access to a project you can edit. ## How do I add a due date to a task? 1. Open the task. 2. In the task panel, click the **Dates** row. While no date is set the button reads **No due date**. Empty fields are collapsed by default, so if the **Dates** row is not visible, first click **Show hidden** beneath the task properties. 3. On the **Due Date** tab of the picker, select the date. ![The task panel with the Dates row highlighted and the date picker open on a task with no dates set: the Add start date and Due Date tabs at the top, the calendar below, and the recurrence icon and Clear button in the bottom row](/images/collaboration/how-to-add-edit-and-delete-a-task-due-date/01-dates-row-picker.png) ## How do I change a task's due date? Open the task and click the date on the **Dates** row. The picker reopens on the **Due Date** tab, and you select a new date. You can also change it without opening the task: - **In List view**: click the due date in the task's row. The cell only appears once the task has a due date, and it is not editable on a task marked Done. - **In Timeline or Calendar view**: drag the task. See [How do I use the Projects Timeline view?](/collaboration/how-to-use-projects-timeline-view). - **On several tasks at once**: select the tasks and use **Set due date**. Board view is the exception: the due date on a card is plain text there, so clicking it opens the task instead of a date picker. ![A project in List view with six tasks, three of them carrying due dates. The date picker is open over the due-date cell of the third dated task, with its current date selected in the calendar](/images/collaboration/how-to-add-edit-and-delete-a-task-due-date/02-list-view-due-date.png) ## How do I delete a task's due date? 1. Open the task. 2. Click the **Dates** row to open the date picker. 3. On the **Due Date** tab, click the small **x** beside the date. **Important:** the **Clear** button in the same picker removes the start date as well as the due date. Use the **x** when you only want the due date gone. ![The Dates picker open on a task with both a start date and a due date. The x beside the due date is labelled "Removes the due date" and the Clear button below is labelled "Also removes the start date"](/images/collaboration/how-to-add-edit-and-delete-a-task-due-date/03-remove-due-date.png) ## How do I track due date changes? Due date changes appear in the **Activity** tab of the **Discussion** panel, on the right of the task. In the narrow side panel the same panel sits along the bottom instead. **Note:** changes made within the same minute are grouped into a single Activity entry, so two quick edits show up as one. ![A task open as a full page with the Activity tab selected in the rail on the right. Two entries read "updated task (due date has changed)", each with its author and time](/images/collaboration/how-to-add-edit-and-delete-a-task-due-date/04-activity-tab-due-date.png) ## What's Next? - [How do I add, edit, archive, and delete tasks?](/collaboration/how-to-add-edit-archive-and-delete-tasks) - [How do I set up recurrent tasks?](/collaboration/how-to-set-up-recurrent-tasks) - [How do I use the Projects Timeline view?](/collaboration/how-to-use-projects-timeline-view) - [Board, Hierarchy, List, and Timeline task board views](/collaboration/kanban-hierarchy-list-timeline-task-board-views) --- ## Adding sub-tasks to a task URL: https://support.talkspirit.com/en/collaboration/how-to-add-subtasks-to-a-task Category: Collaboration · Section: Projects & tasks · Type: Tutorial You add sub-tasks from the **Sub-tasks** section of any task you can edit: click **Add**, type a name, and press `Enter`. Sub-tasks break a task into a checklist of smaller steps that you can organise into named lists. Each sub-task is itself a task, so you can open it and give it its own sub-tasks, nesting to any depth you need. ## Before you start You can add sub-tasks to any task you are able to edit. You do not need to be assigned to the task. ## Add a sub-task 1. Open the task from its board. 2. In the **Sub-tasks** section, click **Add**. 3. Type the sub-task name, then press `Enter`. The field stays open, so you can add several sub-tasks one after another. Press `Escape` to close it. ![The Sub-tasks section of an open task, showing four sub-tasks with one checked as done, and the Add list and Add sub-task buttons in the section header](/images/collaboration/how-to-add-subtasks-to-a-task/subtasks-section.png) > **Note:** Sub-tasks always stay in the same section as their parent task; they cannot be moved to another section. ## Group sub-tasks into lists Once a task has at least one sub-task, the **Add list** button appears next to **Add sub-task** in the section header. Click **Add list** to create a named list, name it in the **Name your list** field, then add sub-tasks under it. Lists let you keep separate checklists, for example one per phase, inside the same task. ## Nest sub-tasks deeper Every sub-task is a task in its own right. Open a sub-task to see its own **Sub-tasks** section and add sub-tasks to it. There is no limit on how deep you can nest. When you open a sub-task, a breadcrumb at the top of the panel shows its parent task, so you always know where it sits in the hierarchy. ## Next steps - [Adding, editing, archiving, and deleting tasks](/collaboration/how-to-add-edit-archive-and-delete-tasks) - [Duplicating a task](/collaboration/how-to-duplicate-a-task) - [Moving a task to another board](/collaboration/how-to-move-task-to-another-board) - [List, Board, Timeline and Calendar project views](/collaboration/kanban-hierarchy-list-timeline-task-board-views) --- ## Adding and removing task dependencies URL: https://support.talkspirit.com/en/collaboration/how-to-add-and-remove-task-dependencies Category: Collaboration · Section: Projects & tasks · Type: Tutorial A **dependency** records that two tasks are in sequence: one has to happen before the other. Adding them makes the order of work explicit, so whoever opens a task can see what it is waiting on and what is waiting on it. There are two ways to work with them: the **Dependencies** section of a task, below its sub-tasks, and the **Timeline** view of a project board, where you draw them as arrows between task bars. They are the same links either way. ## Adding a dependency 1. Open the task. 2. Scroll to the **Dependencies** section. 3. Select **Add** at the top of the section. 4. Search for the other task by name and choose it. 5. Set the **direction** for that row: - **Depends on**: this task waits on the other one. - **Blocks**: the other task waits on this one. The link is saved as you set it, and appears as a row in the section showing the other task's title. > **You link tasks from the same project board.** The search offers the tasks on the board you are working in, so a task cannot depend on one that lives on a different board. If two pieces of work in different boards depend on each other, either move one of them ([moving a task to another board](/en/collaboration/how-to-move-task-to-another-board)) or track the link another way, such as a note in the description. ![The Dependencies section of an open task, below its sub-tasks, with one row reading Depends on and another reading Blocks, each naming the linked task, and the Add action in the section header](/images/collaboration/how-to-add-and-remove-task-dependencies/01-task-dependencies-section.png) ## Changing a direction Each dependency row carries its own direction selector. Open it and switch between **Depends on** and **Blocks** to flip the relationship, without removing and re-adding the link. ## Drawing dependencies on the timeline The **Timeline** view of a project board is the other way to work with dependencies, and it is usually the faster one when you are laying out a sequence of work. Drag from one task bar to another to draw an arrow between them, and the dependency is created. Select an arrow and delete it to remove the dependency. Which link you draw between the two bars determines the kind of dependency recorded: from the end of one bar to the start of the next (the usual case, finish to start), or start to start, finish to finish, or start to finish. Dependencies drawn here and dependencies added in the task's **Dependencies** section are the same links, so a dependency you draw on the timeline also appears in the task. See [Kanban, hierarchy, list and timeline task board views](/en/collaboration/kanban-hierarchy-list-timeline-task-board-views) for how to open the Timeline view. ![The Timeline view of a project board, with an arrow running from the end of the "Offline mode for the task list" bar to the start of the "Empty and error states" bar it blocks](/images/collaboration/how-to-add-and-remove-task-dependencies/02-timeline-dependency-arrow.png) ## Removing a dependency Select the remove action on the dependency's row, or delete the arrow on the timeline. This deletes the link between the two tasks and changes nothing else: both tasks keep their own assignees, dates and progress. ## Dependencies compared with sub-tasks Use a **dependency** when two separate tasks are in sequence, and a **sub-task** when the second piece of work is part of the first rather than a task in its own right. See [adding sub-tasks to a task](/en/collaboration/how-to-add-subtasks-to-a-task). ## Next steps - [Adding sub-tasks to a task](/en/collaboration/how-to-add-subtasks-to-a-task) - [Adding, editing and deleting a task due date](/en/collaboration/how-to-add-edit-and-delete-a-task-due-date) - [Kanban, hierarchy, list and timeline task board views](/en/collaboration/kanban-hierarchy-list-timeline-task-board-views) - [Adding, editing, archiving and deleting tasks](/en/collaboration/how-to-add-edit-archive-and-delete-tasks) --- ## Duplicating a task URL: https://support.talkspirit.com/en/collaboration/how-to-duplicate-a-task Category: Collaboration · Section: Projects & tasks · Type: Tutorial You can duplicate a task to reuse its structure and save time on repetitive work. Select **Duplicate task** from the task's actions menu, and a copy appears in the same section straight away, named after the original with a **(Copy)** suffix. The copy keeps the task's description, dates, subtasks, and assignees. Labels and progress bars are not copied. ## How do I duplicate a task? You can duplicate a task from the board or from inside the task itself. The **Duplicate task** action is available on any board where you can create tasks. 1. Open the board and point to the task card, or open the task to see its details. 2. Select the three-dots menu to open the task's actions. 3. Select **Duplicate task**. The copy appears directly below the original in the same section, with a **(Copy)** suffix added to its name. ![A board task card's three-dots actions menu open, with the "Duplicate task" item visible below "Add label"](/images/collaboration/how-to-duplicate-a-task/task-actions-menu-duplicate.png) ## What carries over to the copy? The copy keeps the original's content and its people. It includes the description, status, priority, start and due dates, estimated duration, and privacy setting, along with every subtask (each with its own assignees) and everyone assigned to the task. Labels and progress bars are not copied. The copy is a separate task, so editing it does not change the original. ## What's Next? - [Adding, editing, archiving, and deleting tasks](/collaboration/how-to-add-edit-archive-and-delete-tasks) - [Duplicating a project board](/collaboration/how-to-duplicate-a-project-board) - [Setting up recurrent tasks](/collaboration/how-to-set-up-recurrent-tasks) - [Moving a task to another board](/collaboration/how-to-move-task-to-another-board) --- ## Can I make a single task private? URL: https://support.talkspirit.com/en/collaboration/how-to-make-your-tasks-private Category: Collaboration · Section: Projects & tasks · Type: Quick Fix The Projects module has no per-task privacy setting: you cannot mark an individual task as private, and a task card carries no privacy or lock control. Who can see a task is decided by the privacy of the board it belongs to. To keep a set of tasks visible to a limited group, place them on a board whose privacy is **Private** or **Secret**, so that only board members can open the board and everything on it. ## How board privacy controls who sees a task A board's privacy applies to every task on it. You choose one of three levels: - **Public**: everyone in the organisation can view and find the board and its tasks. - **Private**: only board members can view the board and its tasks. The board still appears in the project directory. - **Secret**: only board members can view the board and its tasks, and the board is hidden from the directory. You set the level when you create a board, and change it later from the board menu with **Change privacy**. Moving a board to a more restricted level removes access for everyone who is not a board member. ## What's Next? - [Managing my project board as a member](/collaboration/administrate-your-project-board-as-a-member) - [Adding an extra project board](/collaboration/how-to-add-an-extra-project-board) - [Adding, editing, archiving, and deleting tasks](/collaboration/how-to-add-edit-archive-and-delete-tasks) - [Open collaboration on projects](/collaboration/what-is-open-collaboration-on-projects) --- ## Moving a task to another board URL: https://support.talkspirit.com/en/collaboration/how-to-move-task-to-another-board Category: Collaboration · Section: Projects & tasks · Type: Tutorial You can move a task from its board to any other project board you are a member of. Open the task's options menu, choose **Move** then **Other project**, and pick the destination board and the section the task lands in. The task keeps its assignees, and every subtask moves with it. ## How do I move a task to another board? 1. Open the task, then open its options menu (**Task options**). 2. Select **Move**, then **Other project**. 3. In the **Move Task** dialog, choose the **Destination Project**. The list holds the boards you are a member of, and you can search it by name. 4. Choose the **Section**, the column of the destination board where the task lands. 5. Select **Move**. ![The Move Task dialog, showing the Destination Project search field set to "Governance follow-ups", the Section drop-down set to "Future", and the Move button](/images/collaboration/how-to-move-task-to-another-board/move-task-dialog.png) ## What moves with the task? The task keeps its assignees, description, dates, and labels. Every active subtask moves with it into the same section, including nested subtasks. Archived subtasks stay behind. The task lands at the bottom of the section you choose. If that column sets a status, the task's status changes to match: a **To do** column sets the task to To do, and a **Done** column marks it Done. > **Note:** You cannot move a subtask on its own to a different board. Move its parent task, and the subtask travels with it. ## What's Next? - [Adding, editing, archiving, and deleting tasks](/collaboration/how-to-add-edit-archive-and-delete-tasks) - [Managing columns in my Kanban project board](/collaboration/how-to-manage-columns-in-your-kanban-project-board) - [Adding an extra project board](/collaboration/how-to-add-an-extra-project-board) - [Duplicating a task](/collaboration/how-to-duplicate-a-task) --- ## Setting up recurrent tasks URL: https://support.talkspirit.com/en/collaboration/how-to-set-up-recurrent-tasks Category: Collaboration · Section: Projects & tasks · Type: Tutorial ## Setting up recurrent tasks If you have found a repeat button in a task's date picker and wondered why nothing repeated, you are not doing anything wrong. Task recurrence is not available yet. The button is there and it offers Daily, Weekly and Monthly, but the frequency you pick is not saved, so no repeating task is created and no copy of the task ever appears. > **Note:** Task recurrence is not available yet, but it is planned. This article describes how it worked in the previous version. ## What can I do instead today? Duplicate the task each time you need it again. A duplicate is a one-off copy: it carries no recurrence of its own. See [How do I duplicate a task?](/collaboration/how-to-duplicate-a-task). ## How did recurrence work in the previous version? In holaspirit you set a recurrence from the task's due-date picker: you added a recurrency, chose **Daily**, **Weekly**, **Monthly**, **Yearly** or **Custom**, and gave it a start date and an optional end date. Do not treat that as a description of what will ship. When recurrence ships it will not be the same feature, so this article will be rewritten against what actually ships rather than against holaspirit. ## What will I need when it lands? Rights to create tasks on the board the task belongs to. Personal tasks that sit outside any board are allowed too, so no administrator rights are involved either way. ## What's Next? - [How do I add, edit, archive, and delete tasks?](/collaboration/how-to-add-edit-archive-and-delete-tasks) - [How do I add, edit, or delete a task due date?](/collaboration/how-to-add-edit-and-delete-a-task-due-date) - [Adding subtasks to a task](/collaboration/how-to-add-subtasks-to-a-task) - [How do I duplicate a task?](/collaboration/how-to-duplicate-a-task) --- ## My Tasks section URL: https://support.talkspirit.com/en/collaboration/my-tasks-section Category: Collaboration · Section: Projects & tasks · Type: Tutorial ## My Tasks section The **My Tasks** view gathers every task assigned to you across all your projects in one place. It opens as a list that you can switch to a board, timeline, or calendar. You can filter, sort, group, and search your tasks, open any task to update it, and arrange them into personal sections that only you can see. ## What does My Tasks show? My Tasks lists every active task assigned to you, drawn from every project you belong to. This includes tasks assigned to you directly and tasks assigned through a role or circle you hold. - Switch between four views with the view toggle: **List** (the default), **Board**, **Timeline**, and **Calendar**. - The **Project** column identifies which project each task belongs to. - Use **Filter**, **Sort**, **Group**, and search to focus the list. For example, filter by **Completion status** and choose **Not done** to hide finished work. ![My Tasks in List view, showing the Inbox and This month sections, the Project column, and the Filter, Sort, Group, and search controls](/images/collaboration/my-tasks-section/my-tasks-list-view.png) ## How do I open and update a task? Select any task to open its detail panel, where you can read and edit its full content. - Change its status between **To Do**, **In Progress**, **Blocked**, and **Done**, or select **Mark as done** to complete it. - A completed task stays in the list marked **Done**. To hide it, filter by **Completion status** and choose **Not done**. ## How do I organise tasks into personal sections? You can group your tasks into personal sections. These sections are visible only to you. 1. Switch to **Board** view. 2. Select **Add section**. 3. Enter a name for the section. 4. Drag cards from the **Inbox** column into your new section. ![My Tasks in Board view, with the custom "This month" personal section next to the Inbox column](/images/collaboration/my-tasks-section/my-tasks-board-view-personal-section.png) Other people cannot see how you have arranged your tasks. ## What's Next? - [Adding, editing, archiving, and deleting tasks](/collaboration/how-to-add-edit-archive-and-delete-tasks) - [List, Board, Timeline and Calendar project views](/collaboration/kanban-hierarchy-list-timeline-task-board-views) - [Using personal projects in Talkspirit](/collaboration/keep-a-project-private) - [Adding subtasks to a task](/collaboration/how-to-add-subtasks-to-a-task) --- ## View, customise and synchronise your calendar URL: https://support.talkspirit.com/en/collaboration/talkspirit-calendars-feature Category: Collaboration · Section: Calendar · Type: Tutorial Talkspirit's calendar lets you view other members' availability, add group calendars to your view, choose which agendas and colours are displayed, and synchronise your calendar with Google or Microsoft Outlook in both directions. You reach it from the **Calendar** entry in the left sidebar. Viewing and syncing your own calendar are member actions; only the organisation-wide synchronisation setting is reserved for administrators. ## Prerequisites Synchronising with an external calendar requires an administrator to have allowed calendar synchronisation for your organisation. When it is not allowed, the **Synchronize calendar** option does not appear. ## How do I view another member's calendar? Add any member's calendar to your own view to see when they are available. 1. Open the **Calendar** entry in the left sidebar. 2. In the **Select a calendar** field, choose the member whose availability you want to see. 3. Click **Add**. Their events appear in your calendar according to how each event is shared: events on a calendar shared as **Public** are visible to you, while events kept **Private** are not. ## How do I add a group calendar to my view? Add the calendar of any group you belong to so its events appear alongside your own. 1. Open the **Calendar** entry in the left sidebar. 2. In the **Select a calendar** field, choose the group whose events you want to display. 3. Click **Add**. All events from the selected group then appear in your calendar. To focus on a single calendar when several are shown, open its actions menu and select **Show only this agenda**: every other calendar is unchecked. Re-check a calendar's box to display it again. > **Tip:** Build a room-reservation system with a group calendar. Create a group dedicated to a specific room, then add the room as a guest on an event to reserve it, plus a second event for the meeting participants. ## How do I customise my calendar view? ### How do I choose which groups to display? 1. Open the actions menu next to your own calendar under **My calendars**. 2. Select **Select displayed groups**. 3. Check the groups you want to display. Use **Check all** or **Uncheck all** to select quickly; your favourite groups are listed first. 4. Click **Save**. ### How do I change an agenda's colour? 1. Open the actions menu next to an agenda. 2. Under **Colors**, pick a colour from the palette, or open **Custom color** to enter your own. All events on that agenda then display in the chosen colour. ## How do I synchronise my calendar with Google or Outlook? Connect Google or Microsoft Outlook so events flow between Talkspirit and your external calendar in both directions. 1. Open the actions menu next to your own calendar and select **Synchronize calendar**. 2. Under **Synchronize your agenda with:**, click **Google** or **Microsoft Outlook**. 3. Grant Talkspirit access to your calendar in the provider's window. 4. Set the synced calendar's visibility to **Public**, so other members see its events, or **Private**, so they stay hidden from others. Once connected, your external events appear in Talkspirit and your Talkspirit events appear in your external calendar. You can connect only one external calendar at a time: once a calendar is synchronised, the provider buttons are disabled until you remove it. ## What's Next? - [Using the Talkspirit Agenda](/en/collaboration/calendar) - [Using Events in Talkspirit](/en/collaboration/events) - [Activating birthdays and work anniversaries](/en/collaboration/activate-birthdays-and-work-anniversaries) - [Organising a videoconference with Talkspirit](/en/communication/organising-a-videoconference-with-talkspirit) --- ## Using the Talkspirit calendar URL: https://support.talkspirit.com/en/collaboration/calendar Category: Collaboration · Section: Calendar · Type: Tutorial The Talkspirit calendar gathers every event you take part in into one member-scoped view: group events, private events, and events from a synchronised external calendar. You open it from the left sidebar, switch between week, month and year layouts, view a specific group's events, and create your own events with an optional video meeting link, recurrence, and news feed sharing. The calendar is available on every plan, and any member can open it. Creating an event inside a group requires the group manager role, or permission to post in that group. ## How do I open the calendar? Click **Calendar** in the left sidebar. The calendar opens on a view of every event you take part in, including events from members you have added to your view. Switch the layout with the view selector: - **Week** - **Month** - **Year** Turn on **Show weekends** to include Saturdays and Sundays. This toggle is available in the week and month layouts. ## How do I view a group's events? Open a group and select its **Calendar** to see only that group's events. Filter them with the tabs: - **Last added**: every event, newest first (the default) - **Upcoming**: events that have not yet occurred - **Attendee**: events you have joined - **Past**: events that have already occurred Each event appears as a card. Click **Take part!** on a card to join the event. The card then shows you as a participant, and the event appears under the **Attendee** tab. ## How do I create an event? Open the calendar (or a group's calendar) and click **New event**, then: 1. Choose one or more **recipients**: a group, or one or more members. 2. Enter a **title**. 3. Set the **start and end date and time**, or switch the event to all-day. 4. Click **Publish**. Before you publish, you can also add: - A video meeting link: click **Add video link**. If both a video meeting and a webinar service are enabled for your organisation, choose **Video meeting** or **Webinar** first. The link is generated from the event title; rename it if you want, then click **Generate** (or **Save** for a webinar). - A recurrence: switch on **Repeat the event**, then pick a frequency and an optional end date. - Attendance tracking: **Request for invitation answers** is on by default so invitees can respond. Switch it off to skip it. - **Make this event private**: available when you send the event to members rather than a group, so only those members see it. - A **description**, a **location**, and a **cover image**. ## How do I share an event in the news feed? Post an event to a group or member news feed so members can comment on it. You can share it when you create it, or afterwards: - When you create the event, switch on **Share in the newsfeed**. This appears when the news feed is enabled for the event's recipients. - After the event exists, open it and, from its actions menu (the three dots), select **Share in the newsfeed**. ## What's Next? - [View, customise and synchronise your calendar](/en/collaboration/talkspirit-calendars-feature) - [Using Events in Talkspirit](/en/collaboration/events) - [Viewing and using birthdays and work anniversaries](/en/collaboration/birthdays-and-work-anniversaries) --- ## Using Events in Talkspirit URL: https://support.talkspirit.com/en/collaboration/events Category: Collaboration · Section: Calendar · Type: Reference A Talkspirit event is a type of contribution defined by a date and one or more participants. It appears in the **Calendar**, reached from the main navigation. Who can see an event follows the privacy of the group it is posted to, or the list of members it is shared with. You can colour-code your calendars and export your events to Google Calendar, iCal, or Outlook through a feed URL. To create an event, see [Using the Talkspirit Agenda](/en/collaboration/calendar). ## What is an event? An event is a dated contribution with participants. Each event has a title, a start and end (or an all-day flag), and optional content, location, and a video meeting link. Events can repeat on a recurrence, and you can request answers so participants respond **Yes**, **Maybe**, or **No**. Every event belongs to a calendar: your own, a group's, or one of the anniversary calendars. Open the Calendar from the main navigation to see your events in **Week**, **Month**, or **Year** view. ## Who can see an event? An event's visibility follows the recipient you post it to. | Recipient | Who can see the event | Who can take part | |---|---|---| | An open group | Everyone in your organisation | Group members only | | A private group (closed or secret) | Group members only | Group members only | | Specific members | The members you select | The members you select | When an event is not posted to a group, you can switch on **Make this event private** so that only its participants can see it. ## How are events colour-coded? Each event takes the colour of the calendar it belongs to, so events from different calendars are easy to tell apart. To change a calendar's colour, open its actions menu in the Calendar sidebar and pick a colour under **Colors**. Your own calendar, each group's calendar, and the anniversary calendars each carry their own colour. ## How do I export my events to an external calendar? You can subscribe an external calendar application to a private feed of your Talkspirit events. 1. In the Calendar sidebar, open the actions menu on your own calendar. 2. Select **Export my calendar**. 3. In the **iCalendar synchronization** dialog, click **Enable feed**. 4. Copy the feed URL. 5. Add the URL as a subscribed calendar in your application. The feed URL carries your Talkspirit events. You can add it to: - [Google Calendar](https://support.google.com/calendar/answer/37100) - [iCal](https://support.apple.com/kb/PH11523) - [Outlook](https://support.office.com/en-us/article/View-and-subscribe-to-Internet-Calendars-f6248506-e144-4508-b658-c838b6067597) > **Note:** The **Synchronize calendar** button connects Google Calendar or Microsoft Outlook for two-way synchronisation, when your organisation has enabled it. To share a read-only feed of your events instead, use **Export my calendar** as described above. ## What's Next? - [Using the Talkspirit Agenda](/en/collaboration/calendar) - [Talkspirit Calendar Feature](/en/collaboration/talkspirit-calendars-feature) - [Viewing and using birthdays and work anniversaries](/en/collaboration/birthdays-and-work-anniversaries) - [Organising a videoconference with Talkspirit](/en/communication/organising-a-videoconference-with-talkspirit) --- ## Working with Drive Labels URL: https://support.talkspirit.com/en/collaboration/working-with-drive-labels Category: Collaboration · Section: Drive & files · Type: Quick Fix Drive labels are colour-coded keywords that organise the files and folders in a group drive. They can stand for a processing status, a document type, or any classification your organisation needs. Two types exist: group drive labels, which apply only inside the drive where they are created, and organisation labels, which apply across every group drive. The two differ in who creates them and where they can be used. ## What is the difference between the two label types? **Group drive labels** apply only to the files and folders of the group drive where they are created. By default every group member can create them from the **Label** icon on a file or folder. An administrator or group manager can restrict this to group managers only, through the group's permissions. **Organisation labels** apply across every group drive in your organisation, so the same keyword follows your files whatever drive they sit in. Only administrators create them, from **Administration → Drives**, in the **Labels** section. In the label picker an organisation label carries a building icon and the tooltip **Organization label**, which sets it apart from a group drive label. Both types are applied from the **Label** icon on a file or folder. When you select files from more than one group drive at once, only organisation labels are offered, because a group drive label belongs to a single drive. ![Label picker open on a group drive file, showing a group drive label and an organisation label marked with a building pictogram, both applied](/images/collaboration/working-with-drive-labels/01-label-picker-two-types.png) ![Administration Drives page scrolled to the Labels section, showing an organisation label created there](/images/collaboration/working-with-drive-labels/02-admin-drives-labels.png) ## Which type should I use? Ask whether the keyword is reused in other drives, and whether you want to find every file linked to it regardless of its drive. - Reusable across drives, or you want to track files organisation-wide: use an **organisation label**. Ask an administrator if you do not have administrator rights. - Specific to one drive's content: use a **group drive label**. ## What's Next? - [Creating organisation labels in the Drive](/en/collaboration/creating-organisation-labels-in-the-drive) - [Managing group labels](/en/communication/managing-group-labels) - [Drive rights management](/en/collaboration/drive-rights-management) - [Working with labels](/en/communication/working-with-labels) --- ## Navigating a member's profile URL: https://support.talkspirit.com/en/collaboration/how-to-navigate-members-profile Category: Collaboration · Section: Members & profiles · Type: Reference A member's profile in Talkspirit shows what a member does, which roles they hold, and how they contribute to the organisation. It opens as a resizable side panel and organises the details into tabs. Any member can open another member's profile. The **Info** tab is always present; the other tabs appear depending on the features your organisation uses. ## How do I open a member's profile? Select a member's avatar or name anywhere in the suite, or open the **Members** directory and select the member there. Their profile opens in a side panel on the right. Use the view switcher at the top of the panel to move between the side panel, a centred panel, and the full member page. ![Member profile side panel open on the Info tab, showing job title, manager, company, contact details, skills, biography, groups, language, and time zone, with a sliver of the Members directory visible behind it](/images/collaboration/how-to-navigate-members-profile/member-profile-panel-info.png) ## Which tabs does a profile show? The tabs a profile shows depend on the features enabled for your organisation and on your own access. The **Info** tab always appears; the governance tabs (**Roles**, **Metrics**, **Checklists**) appear when your organisation uses those features, and **Projects** and **Goals** appear when those apps are enabled. | Tab | What it shows | |---|---| | **Info** | Job title, company, contact details (email, phone, location), skills, biography, groups, language, and time zone, plus any custom fields set by administrators. | | **Roles** | The member's current roles, grouped by circle, each with its purpose, scope, and share of the member's time, and a bar showing total time allocated across roles. | | **Metrics** | The metrics assigned to the member. | | **Checklists** | The recurring checklist items assigned to the member. | | **Projects** | The project boards the member takes part in. | | **Goals** | The Goals assigned to the member. | > **Note:** Some governance terms, such as **Roles** and **Checklists**, can be renamed by your organisation, so the tab labels may differ from those shown here. ![Member profile panel on the Roles tab, showing the time-allocated bar at 70% and role cards grouped by circle (Alpine Tech, Operations, Product Development) with each role's purpose and allocation percentage](/images/collaboration/how-to-navigate-members-profile/member-profile-panel-roles.png) ## Where do I find roles history and activities? Open the actions menu (the **⋯** button in the panel's header) for three further options: - **Roles history** opens a timeline of the member's role changes: assignments, removals, elections, and scope updates. Filter it by change type or by year. - **Activities** opens a log of the member's recent contributions, such as tasks, projects, goals, metrics, and files created or updated. - **Copy URL** copies a direct link to the profile so you can share it. ![Member profile panel header with the actions (⋯) menu open, showing Roles history, Activities, and Copy URL](/images/collaboration/how-to-navigate-members-profile/member-profile-panel-menu.png) ## Next steps - [How do I edit my own profile information?](/getting-started/editing-your-profile-informations) - [How do I edit user profile information as an admin?](/collaboration/edit-user-profile-information) - [How do I manage circle accountability?](/structure-governance/circle-overview) --- ## Company profiles URL: https://support.talkspirit.com/en/collaboration/company-profiles Category: Collaboration · Section: Members & profiles · Type: Quick Fix · Tags: admin Company profiles let members publish posts and comments under a shared identity, such as a department, committee, or working group, instead of their personal name. They appear under **Administration → Users → Company profiles**. > **Note:** The **Company profiles** tab in the reworked Administration console is being updated. It shows an empty state and does not yet let you create or manage company profiles from the new console. ## Where do I find company profiles? Open **Administration**, select **Users**, then open the **Company profiles** tab. This tab appears when the **Newsfeed** is enabled for your organisation. It currently lists no profiles and shows the message "No company profiles yet". Creating and assigning company profiles from this console is part of the ongoing rework and is not available yet. ![Administration Users page with the Company profiles tab active, showing the empty "No company profiles yet" state](/images/collaboration/company-profiles/01-company-profiles-empty-state.png) ## Next steps - [Navigating a member's profile](/en/collaboration/how-to-navigate-members-profile) - [Managing profile fields for members](/en/administration-security/manage-custom-fields-for-members) - [Editing user profile information as an admin](/en/collaboration/edit-user-profile-information) --- ## Edit a member's profile information URL: https://support.talkspirit.com/en/collaboration/edit-user-profile-information Category: Collaboration · Section: Members & profiles · Type: Tutorial · Tags: admin As an administrator, you can edit another member's profile details from **Administration → Users**. Open the **Edit information** window for any member to change their name, email address, location, mobile number, company, job title, biography, and skills. The member's profile page and directory card reflect your changes as soon as you save. ## Prerequisites You need administrator rights. Only administrators can reach **Administration → Users** and edit another member's profile. ## How do I edit a member's profile? 1. Go to **Administration**, then open **Users**. 2. Find the member in the list. Use **Search users** to filter by name or email address. 3. In the **Actions** column, open the menu for that member. 4. Select **Edit information**. 5. Update the fields you want to change, then select **Save**. A confirmation appears, and the member's profile shows the new values. ![Users list row for Marco Bianchi with its Actions menu open, showing Edit information highlighted above Set as Administrator, Set as Guest, Suspend, and other row actions](/images/collaboration/edit-user-profile-information/01-users-actions-menu.png) ![Edit information window for Marco Bianchi, showing the Firstname, Lastname, Email, Unique identifier (greyed out), Localisation, Mobile, Company, Job, Biography, and Competencies fields](/images/collaboration/edit-user-profile-information/02-edit-information-modal.png) ## Which fields can I edit? The **Edit information** window lets you change: - **Firstname** and **Lastname** - **Email** address - **Localisation** (the member's location) - **Mobile** number - **Company** and **Job** - **Biography** - **Competencies** (the member's skills) The **Unique identifier** is shown for reference and cannot be changed. To decide which fields exist on a profile, and to make them mandatory or locked, see [Managing profile fields for members](/en/administration-security/manage-custom-fields-for-members). ## Next steps - [Managing profile fields for members](/en/administration-security/manage-custom-fields-for-members) - [Editing my own profile information](/en/getting-started/editing-your-profile-informations) - [Editing, suspending, restoring or removing a member](/en/administration-security/how-to-edit-suspend-restore-or-delete-a-member-from-my-organization) - [Inviting new users, members, or guests](/en/administration-security/inviting-new-users-members-or-guests) --- ## Creating organisation labels in the Drive URL: https://support.talkspirit.com/en/collaboration/creating-organisation-labels-in-the-drive Category: Collaboration · Section: Drive & files · Type: Tutorial · Tags: admin Organisation labels are colour-coded keywords that organise files and folders across every group drive in your organisation. Administrators create them from Administration, and the same keyword is then available in every group drive. This differs from a group drive label, which a group member creates on a file and which stays inside a single drive. This article covers organisation labels: creating, renaming and deleting them. You need administrator rights, and a plan that includes the full Drive. On a read-only Drive plan the **Labels** section is replaced by an upgrade prompt. ## How do I create an organisation label? 1. Go to **Administration → Drives**. 2. In the **Labels** section, select **+ Label**, then **Create a label**. 3. Enter a name in **Label name**. 4. Choose a colour under **Label color**. 5. Select **Create**. The label becomes available across every group drive straight away. Organisation labels apply only in the Drive: they cannot be used as post labels. ![The Administration Drives page, Labels section, with the + Label popover open on the Create a label form showing the Label name field and the Label color palette](/images/collaboration/creating-organisation-labels-in-the-drive/label-create-form.png) ## How do I rename or recolour an organisation label? 1. Go to **Administration → Drives**. 2. In the **Labels** section, select **+ Label**. 3. Select the edit icon on the label you want to change. 4. Update the name or the colour, then select **Save changes**. ## How do I delete an organisation label? 1. Go to **Administration → Drives**. 2. In the **Labels** section, select the **X** on the label you want to delete. 3. Confirm in the **Delete label** dialog. The label is removed from every file and folder it was applied to, across all drives. > **Warning:** Deleting an organisation label is permanent. It disappears from every file and folder it tagged, and cannot be recovered. ![The Administration Drives page Labels section with the Delete label confirmation dialog open for the organisation label, asking to confirm before it is removed from all drives](/images/collaboration/creating-organisation-labels-in-the-drive/label-delete-dialog.png) ## What's Next? - [Working with Drive Labels](/en/collaboration/working-with-drive-labels) - [Managing group labels](/en/communication/managing-group-labels) - [Drive rights management](/en/collaboration/drive-rights-management) --- # Structure & Governance ## Governance in the Structure module URL: https://support.talkspirit.com/en/structure-governance/governance-overview Category: Structure & Governance · Section: Governance basics · Type: Reference · Tags: permissions ## Governance in the Structure module Governance in Talkspirit is the live record of how your organisation is organised: its circles, the roles inside them, and the decisions that change either one. It all sits in one module, **Structure**. Governance is not a separate module, and neither are proposals: both live inside Structure. > **In summary:** open **Structure** from the navigation rail. Its **My organisation** section holds the organisation chart, the directory, proposals and working agreements. Circles and roles hold the content, and proposals are how that content changes. ## Where governance lives Select **Structure** in the navigation rail. The app panel opens on the **My organisation** section: - **Explore organisation**: the organisation chart, in three views (**Circles & roles**, **Hierarchy** and **Network**). - **Circles & roles directory**: the same content as a searchable flat list. - **Proposals**: every proposed change, grouped by the stage it has reached. - **Working agreements**: the documents a circle publishes, policies included. - **Timetravel**: your structure as it stood on an earlier date. Below that, **My circles & roles** lists what you hold yourself, and **Structure settings** sits at the foot of the panel for administrators. ![The Structure module open on Explore organisation, with the My organisation section listed in the app panel and the organisation chart drawn as nested circles](/images/structure-governance/governance-overview/01-structure-app-explore-organisation.png) If Structure is missing from your navigation rail, or a link into it drops you on the Cockpit, your account has no read access to the chart. An administrator can grant it. ## What circles and roles record Work is described by roles, not by job titles. A role is a piece of work with a **Purpose**, the **Domains** it owns, the **Accountabilities** it delivers, and the **Policies** it has published. People are assigned to it afterwards, and one person usually holds several roles. A circle groups roles and sub-circles, and carries those same four fields for itself. ![The Support role open as a side panel, showing its Purpose, an empty Domains section, four Accountabilities, a Policies section and two people on the Members tab](/images/structure-governance/governance-overview/02-role-details-purpose-accountabilities-members.png) Circles and roles open the same tabs: **General**, **Members**, **Working agreements** and **Attachments**, then **Metrics**, **Checklists**, **Projects**, **Goals** and **Meetings** where your organisation uses them. > **Note:** an administrator can rename circle, role, purpose, domain, accountability, policy, proposal and working agreement across the whole organisation, so your own screens may use different words. ## Who can change the structure The permission that decides this is **decision maker**, and you hold it circle by circle. Everyone assigned to a circle becomes a decision maker of it by default, so the status is one you remove rather than one you grant. A decision maker of a circle can add roles and sub-circles inside it, and can raise proposals there. Changing the circle's own name, purpose, domains or accountabilities asks instead for decision-maker status in its **parent** circle. Administrator rights are not a substitute: when you create a proposal or vote on one, the server checks your decision-maker status in that circle and refuses administrators who do not have it. ## How a change is made Your organisation picks one route in **Structure settings → General → Decision settings**, and any circle can override it: - **Require proposals for governance changes** switched on, which is the default: a change is drafted as a proposal and applies only once it is adopted. - The same switch off: changes apply straight away, with no proposal. On the proposal route you build the change, select **Submit**, and it appears on the **Proposals** page under the stage it has reached. ![The Proposals page inside Structure, listing proposals under the Submitted, Clarifying, Reaction, Consent Round and Amending stages](/images/structure-governance/governance-overview/03-proposals-page-in-structure.png) > **Note:** with the settings a new organisation starts with, the controls that adopt or reject a proposal belong to the facilitator of a live governance meeting. A proposal submitted outside a meeting waits until one is held, or until an administrator sets a review period under **Proposal adoption** in the same **Decision settings** tab. ## What's next - [Circles in Talkspirit](/structure-governance/circle-overview) - [Roles in Talkspirit](/structure-governance/role-overview) - [Decision makers in a circle](/structure-governance/what-is-a-decision-maker-of-a-circle) - [Proposals Overview](/structure-governance/proposals-overview) --- ## Architect mode in the Structure module URL: https://support.talkspirit.com/en/structure-governance/architect-mode-overview Category: Structure & Governance · Section: Governance basics · Type: Reference · Tags: admin Architect mode is an editing layer in the Structure module that lets administrators change your organisation's structure directly, without raising a proposal. Adding, editing, moving, or deleting a circle or role applies to the live chart the moment you save it. It is available only to administrators who hold structure administration rights, and it starts off every time you open the page. ## Prerequisites You need administrator rights with structure administration on your organisation. Members without them never see Architect mode, and the mode switches off by itself if those rights are removed. > **Warning:** an edit made in Architect mode applies to the live structure at once, for everyone, with no proposal and no adoption step. A deletion made this way is immediate and cannot be undone. ## Who can use Architect mode? Only administrators with structure administration rights can use Architect mode. The button that turns it on is hidden for every other member. This matches the direct-editing route described across the Structure articles: it is a route reserved for administrators, and it skips the proposal workflow that circles and members use. ## Turn Architect mode on and off Open the Structure module and select **Explore organisation**. Select **Architect mode** in the header, next to the page title. A warning banner appears across the top of the chart to show that the mode is active. To leave, select **Disable architect mode** in that banner. Architect mode is never remembered. Reloading the page, or returning to **Explore organisation**, starts you in the ordinary read-only view again, so you switch it on for each editing session. ![Explore organisation with Architect mode enabled: an orange banner across the top of the chart carrying the Architect mode label, the Live edition menu, import and export buttons and the close control that disables the mode, with a notice explaining that changes skip the proposal workflow.](/images/structure-governance/architect-mode-overview/01-architect-mode-banner.png) ## What Architect mode changes In Architect mode your edits apply to the live structure straight away, with no proposal and no adoption step. You work from the chart: open a circle or role as a panel (a peek) and add, edit, move, delete, or invite roles and circles directly from it. The mode is paused on the full role and circle pages. When you open a role or circle as its own page rather than a panel, editing there still opens a proposal, even with Architect mode on. Invited cross-circle roles are also left out: their fields are never editable in place. ## Live and Draft editing Architect mode offers two ways to edit, chosen from the edition menu in the banner: - **Live** applies every change to the organisation immediately. This is the default. - **Draft** stages your changes on a named draft instead. You build them up over time, then select **Apply to organisation** to apply the whole draft at once, or discard it. Nothing reaches the live chart until you apply the draft. Custom fields can be edited in Live editing only, not in a draft. ## Architect mode versus the proposal workflow Use a proposal when a change should be discussed and adopted by the circle: the proposal workflow records the reasoning and gives decision makers their say. Use Architect mode when an administrator needs to set up or correct the structure directly, such as building the first chart or fixing a mistake, and a review step would only slow the work. Architect mode is a per-session choice for one administrator. It is separate from the organisation-wide **Require proposals for governance changes** setting, which changes the route for everyone. Your organisation may use different words for proposal, circle, and role. ## What's next - [Governance in the Structure module](/structure-governance/governance-overview) - [Adding a role or a circle](/structure-governance/how-to-add-a-role-or-a-circle) - [Navigating your organisation chart](/structure-governance/how-to-navigate-your-chart) - [Proposals Overview](/structure-governance/proposals-overview) --- ## Circles in Talkspirit URL: https://support.talkspirit.com/en/structure-governance/circle-overview Category: Structure & Governance · Section: Chart & circles · Type: Reference · Tags: permissions ## Circles in Talkspirit > **The words on this page may not be the words on your screen.** Your organisation can rename most of them, and an administrator does it under **Administration → Terminology**. These are the renamable ones: circle, role, sub-circle, parent circle, main role, purpose, domain, accountability, policy, proposal and working agreement. This page always uses the defaults, so if your organisation renamed "circle" to "squad", your screen says squad everywhere this page says circle. See [Customise your organisation's terminology](/en/administration-security/customise-terminology). A circle in Talkspirit is a unit of your organisation in the Structure module. It holds roles, sub-circles and members, and it carries its own purpose, domains and accountabilities. Circles are nested: every circle sits inside a parent circle, apart from the one at the top. A circle is also where governance happens, because roles are created and proposals are decided circle by circle. ## How is a circle different from a group? Circles and groups are two different objects in two different apps, and neither creates the other. - A **circle** lives in the Structure module. It appears in your organisation chart, it holds roles, and governance decisions are attached to it. - A **group** lives in the Groups module. It is a space for conversation, posts and shared files. Adding someone to a circle does not add them to any group, and a group has no purpose, domains or accountabilities. If you want somewhere to talk, you want a group. If you want to record who is accountable for what, you want a circle. ## What is on a circle page? Every circle has the same four core fields, shown as sections of its **General** tab: - **Purpose**: why the circle exists. - **Domains**: what the circle controls and decides about. - **Accountabilities**: the ongoing activities expected of it, listed one by one. - **Policies**: the rules the circle has set inside its domains, added one by one. These four exist in every organisation, and the set cannot be added to or removed. An administrator can give any of them a description, or hide one, from Structure settings > Governance fields. Renaming them is done under Administration > Terminology, not there. Any **custom fields** your administrator has added appear as further sections on the same tab: text, dates, numbers, lists and calculated values. Two behaviours are worth knowing. A calculated field is read-only and says so. A governed field cannot be edited directly either: it shows "This field can only be edited via proposal" and offers **Propose changes** instead. **Relations** closes the tab. It is derived from where the circle is referenced elsewhere, so it is read-only. To the right of all this sits a **Map** you can expand, a small chart centred on this circle, and a **Composition** panel listing the circle's roles, who fills them, and its sub-circles. ![The General tab of a circle page, with sections for Purpose, Domains, Accountabilities and Policies, and a Composition panel on the right listing the circle's three roles and who fills them](/images/structure-governance/circle-overview/01-circle-general-tab.png) ## Which tabs does a circle have? **General**, **Members**, **Working agreements** and **Attachments** are always there. **Metrics**, **Checklists**, **Projects**, **Goals** and **Meetings** appear depending on your organisation's settings, its add-ons, and what you have access to. Attachments are held on the circle itself: files you upload, and links to documents that live elsewhere. ## Where do I see a circle? A circle shows up in three places, and all three show the same content: 1. **The chart.** Structure > Explore organisation draws your organisation as nested circles and roles. The Circles & roles directory shows the same tree as a list. 2. **The circle page.** The full page with the tabs above, at an address you can share. 3. **The circle panel.** Clicking a circle's name anywhere in Talkspirit opens it as a side peek beside what you were doing, so you do not lose your place. From the panel you can switch to **Centre peek** or **Full page**. ![A circle open as a side peek panel on the right of the Goals list, showing the same Purpose, Accountabilities, Policies and Composition content as its full page](/images/structure-governance/circle-overview/02-circle-side-panel.png) ## Who is a member of a circle? There are two ways to belong to a circle, and both make you a member of it: - **You fill a role in the circle.** You are a member of the circle through that role. - **You are added to the circle with no role.** The Members tab lists you with "No roles" in the Roles column. Both are assignments, both appear in the Members tab, and both carry the same two flags described below. For governance, a member without a role is not a lesser member. ![A circle Members tab with two rows: one member whose Roles column reads No roles, and one filling the Product Manager role](/images/structure-governance/circle-overview/03-circle-members-tab.png) When a circle is created, Talkspirit adds one role in it for each of your organisation's main-role templates, so a new circle is never completely empty. Those roles carry a **Core** chip beside their name in the Composition panel. It marks the same setting the role template calls **Main role**, and unlike most words on this page that chip cannot be renamed. It says nothing about who decides anything. ## What is a Decision maker? **Decision maker** is a flag on each assignment, and it is on by default. You cannot choose it when you add someone to a circle, so everyone you add starts as a decision maker of that circle until someone removes it. That is the thing to understand about circle membership: this status is one you take away, not one you grant. One exception is worth knowing. If you demote someone and later remove and re-add them, they come back demoted, because the removal is undone rather than replaced. Only a genuinely first assignment starts switched on. In the interface, being a decision maker in a circle is what lets someone: - add a role or a sub-circle inside it, - raise a proposal in it, - vote on its proposals. Which circle the status has to be in is easy to get wrong. Everything above is about governance *inside* the circle. Changing the circle's own name, purpose or domains is different: that is decided by its **parent**, so **Propose changes** on a circle page asks for decision-maker status in the parent circle, not in the circle you are looking at. The circle at the top of the chart is its own parent here, which is why the same control reads **Edit** there and applies immediately instead of opening a proposal. **Being an organisation administrator does not give you this.** An administrator with no assignment in a circle can read it, but the interface does not offer them Propose changes there, and the server refuses their proposal and their vote. Governance participation is per circle, and it comes from an assignment, never from an account-level right. Reading it on screen works by exception: the Members tab shows nothing beside a decision maker, and shows **Non-Decision Maker** beside everyone else. That is why neither row in the Members tab above carries a marker. [Decision makers in a circle](/structure-governance/what-is-a-decision-maker-of-a-circle) covers what the status changes in practice and how to remove or restore it. ## Circle admin, decision maker, administrator: which is which? Readers merge these three constantly. They are separate, and none of them implies another. | | What it is | What it covers | How you get it | |---|---|---|---| | **Decision maker** | A flag on an assignment, on by default | Adding roles and sub-circles inside the circle, raising and voting on its proposals | Automatically, with a first assignment in the circle | | **Circle admin** | A flag on an assignment, off by default | The circle's own settings and visibility, deleting the circle, and granting or removing Decision maker | By creating the circle, or by being appointed from Circle settings or the Members tab | | **Organisation administrator** | An account-level right over the whole organisation | Administration, including Structure settings, terminology, custom fields and role templates | Another administrator grants it under Administration | Two consequences worth stating plainly. A circle admin who is not a decision maker cannot add a role to their own circle. A decision maker who is not a circle admin cannot delete the circle, and cannot change who else is a decision maker. ## What's Next? - [Adding a role or a circle](/structure-governance/how-to-add-a-role-or-a-circle) - [Adding or removing a member without a role from a circle](/structure-governance/how-to-add-or-remove-a-member-without-a-role-from-a-circle) - [Decision makers in a circle](/structure-governance/what-is-a-decision-maker-of-a-circle) - [Circle Admins](/structure-governance/who-are-circle-admins) --- ## Roles in Talkspirit URL: https://support.talkspirit.com/en/structure-governance/role-overview Category: Structure & Governance · Section: Roles & assignments · Type: Reference ## Roles in Talkspirit A **role** is the smallest unit of work in your organisation's structure. It does not describe a person's job. It describes a piece of work: why it exists, what it may decide, and what it is expected to deliver. People are then assigned to it. One person usually holds several roles, and one role can be held by several people at the same time. Roles live inside circles. For what a circle is and how the two nest, see [Circles in Talkspirit](/structure-governance/circle-overview). ## What a role page contains Open a role from the chart, from the **Circles & roles directory**, or from the role list on its circle's page. The **General** tab holds the role's governance content: - **Purpose**: why the role exists. - **Domains**: what the role owns and may decide about on its own. - **Accountabilities**: the ongoing results the role is expected to deliver. - **Policies**: the rules the role has published about its domains. Those four are the **core fields**. Every role has them and you cannot remove them, but an administrator can rename all four for the whole organisation, so your own role pages may use different words. Below them sit your organisation's own **custom fields**: text, dates, numbers or lists that an administrator adds once and every role then carries. A custom field can be marked as governed, in which case the role page offers **Propose changes** instead of an edit control. See [Editing core and custom governance fields](/structure-governance/how-to-edit-core-and-custom-governance-fields-for-roles-and-circles). ![The General tab of a role, with cards for Purpose, Domains, Accountabilities and Policies](/images/structure-governance/role-overview/01-role-general-tab.png) The role's remaining tabs are **Members**, working agreements and **Attachments**, which holds files and links attached to the role itself. Metrics, checklists, Projects, Goals and Meetings follow, each appearing only if your organisation has that feature switched on. ## How someone comes to hold a role Assignment happens on the role's **Members** tab, through **Add member**, and ends with **Unassign** in the member's row menu. Who may assign is an organisation setting: it can be limited to designated assigner roles, or opened to every member. See [Assigning or removing a member from a role](/structure-governance/how-to-assign-or-remove-a-member-from-a-role). Two other routes exist. A role whose actions menu has been set to **Mark as hiring** shows an **Apply** button, so a member can put themselves forward. A role marked as electable is filled by an election instead, and the winner's assignment carries a **Current mandate** with an **End of mandate** date. See [Holding an election for an elected role](/structure-governance/how-to-hold-an-election-for-an-elected-role). A role has no holder limit. When several people hold it, the role list shows their avatars and a member count; when nobody holds it, the role reads **Vacant**. ![The Members tab of a role, with one holder listed and the row menu open on Edit scope, Unassign and Copy URL](/images/structure-governance/role-overview/02-role-members-tab.png) **When a holder leaves, the role stays.** Only the assignment ends. Unassigning someone, suspending them, or deleting their account removes them from every role and circle they held, and the role they vacate becomes **Vacant** with its purpose, domains and accountabilities untouched. Removing someone from a circle also unassigns them from every role they held inside that circle. ## Main roles Some roles are marked as **main roles**. A main role is pinned to the top of the role list in every circle it belongs to and carries a **Core** badge. Only a main role can be made an assigner. Main roles are set by an administrator at organisation level, by ticking a box on a role template, so a single circle's settings list them but cannot change them. Talkspirit ships **no named set of main roles**. If your organisation has roles called Lead Link, Circle Rep, Facilitator or Secretary, somebody created them, and they are ordinary roles that may or may not be marked as main. Facilitator and Secretary appear in the product only as examples, in the help text for elected roles and in the role-template name field. See [Main roles and the Core badge](/structure-governance/understanding-core-roles). ![A circle's role list, with the first role carrying a Core badge and shown as Vacant](/images/structure-governance/role-overview/03-main-roles-core-badge.png) ## Roles that reach further than one circle Two related concepts have their own articles. A **cross-circle role** is an existing role invited into another circle so that it can take part there; it appears in the host circle marked as invited. See [Cross-circle roles in Talkspirit](/structure-governance/cross-circle-roles-overview). A **role template** is a reusable blueprint you apply when the same role is needed in several circles. See [Role templates overview](/structure-governance/role-templates-overview). ## Who can change a role In the interface, the actions on a role page (**Edit**, **Mark as hiring**, **Move role**, **Extend role to a circle** and **Delete**) appear only if you can take part in governance in the role's parent circle, which in practice means being a decision maker of that circle. **Add member** follows the assignment setting instead. If your organisation routes governance changes through proposals, the page offers **Propose changes** in place of direct editing. ![The actions menu of a role, listing Copy URL, Add member, Add stakeholder, Edit, Mark as hiring, Move role, Extend role to a circle and Delete](/images/structure-governance/role-overview/04-role-actions-menu.png) Being an organisation administrator does not by itself let you create a role or a proposal inside a circle: that needs a decision-maker assignment in the circle concerned. ## What's next? - [Decision makers in a circle](/structure-governance/what-is-a-decision-maker-of-a-circle) - [Adding a role or a circle](/structure-governance/how-to-add-a-role-or-a-circle) - [Seeing my roles](/structure-governance/how-can-i-see-my-roles) - [Attachments on roles and circles](/structure-governance/adding-attachments-to-roles-and-circles) --- ## Main roles and the Core badge URL: https://support.talkspirit.com/en/structure-governance/understanding-core-roles Category: Structure & Governance · Section: Roles & assignments · Type: Tutorial · Tags: admin ## Main roles and the Core badge A **main role** is a role created from a role template with the **Main role** box ticked. Talkspirit adds one to every circle created from then on, pins it to the top of that circle's role list with a **Core** badge, and allows only main roles to assign members. In every other respect it is an ordinary role: it has a purpose, domains, accountabilities, and people who fill it. The badge reads **Core** because the underlying setting is a core role. "Main role" is also one of the words your organisation can rename, so the labels on your screens may differ from the ones here. ## What ticking "Main role" changes Four things, and only these four: - **Every circle created afterwards gets the role automatically.** Talkspirit applies each main-role template the moment a new circle exists, so you never add these by hand. - **The role is pinned to the top of the circle's role list**, ahead of the others, carrying the **Core** badge. It stays pinned even when nobody fills it. - **Only a main role can be an assigner.** In a circle's settings, the assigner picker offers main roles and nothing else. - **The role cannot be flagged as hiring, and it cannot be invited into another circle** as a cross-circle role. ## What it does not change Marking a role as a main role grants nobody any extra authority. Creating a role, editing a circle and raising a proposal all depend on being a decision maker of that circle. Deleting a circle or changing its settings depends on being a circle admin. Neither of those follows from filling a main role. It does not make the role elected either. Electability is a separate box on the same template, with its own organisation-wide settings. ## Which main roles does Talkspirit provide? None. There is no ready-made set, and no built-in Lead Link, Rep Link, Facilitator or Secretary. Those are holacracy names, and where an organisation had them before, somebody created them as templates. You create the ones you want, named the way your organisation talks. Until you create at least one, a circle's settings read "No main roles defined for your organisation", and new circles arrive with no roles in them. ## Define a main role You need administrator rights, and this one is genuinely enforced: nobody else can create, edit or delete a role template. 1. In the Structure side panel, click **Structure settings** at the bottom, then **General**. 2. Open the **Role templates** tab. 3. Click **Add template**, then give it a name and a purpose. 4. Tick **Main role**, then click **Create template**. ![The Add template dialog, with the Main role checkbox first in a list of five role settings, above Electable, Manages assignments, Represents parent circle and Represents sub-circle.](/images/structure-governance/understanding-core-roles/01-add-template-main-role.png) Circles created from now on will carry the role. Circles that already exist will not. To add it to those too, reopen the template from its **Actions** menu, click **Save & apply to existing**, and tick **Also create the missing ones**. In each circle, the role then sits above the rest with its badge. ![A circle's Composition panel listing three roles, with Circle Lead first, marked Vacant and carrying a Core badge, followed by two roles that have members assigned.](/images/structure-governance/understanding-core-roles/02-core-badge-in-circle.png) ## Two things to know before you change one A circle's own settings list its main roles read-only. They are an organisation-level choice, so you change them on the template, never circle by circle. You also cannot promote a role that already exists: the only route to a main role is a template. Deleting a template deletes the template alone. The roles it already created stay in their circles, and the people assigned to them stay assigned. If you want those roles gone, delete each one in the circle that holds it. ## What's Next? - [Role Templates Overview](../structure-governance/role-templates-overview) - [Role Templates Library](../structure-governance/role-templates-library) - [Decision makers in a circle](../structure-governance/what-is-a-decision-maker-of-a-circle) - [Circle Admins](../structure-governance/who-are-circle-admins) - [Holding an election for an elected role](../structure-governance/how-to-hold-an-election-for-an-elected-role) --- ## Adding, editing, and deleting metrics URL: https://support.talkspirit.com/en/structure-governance/how-to-add-edit-and-delete-metrics Category: Structure & Governance · Section: Policies & publications · Type: Tutorial ## Adding, editing, and deleting metrics Add a metric from the **Metrics** tab of a circle or a role with **Add metric**, edit it from the three-dot menu on its row, and delete it in two stages: archive it first, then delete it from the archived list. A metric is a number the circle or role reports on a set frequency, such as "Open bugs older than 30 days", checked every week. ![The Metrics tab of the Product Development circle, with the Group, Filter and Add metric controls above a table of two weekly metrics showing Name, Latest Value, Recurrence and Role](/images/structure-governance/how-to-add-edit-and-delete-metrics/01-circle-metrics-tab.png) ## What do I need before I start? Metrics are switched on for the whole organisation by an administrator, in **Administration** under **Structure**, with the **Metrics** setting. When it is off, no circle, role or member page shows a **Metrics** tab at all. Metrics is deliberately not part of the Holacracy add-on, so the two settings are independent of each other. Who may do what follows the metric's owner: - **Members of the owning circle**, and **holders of the owning role**, can create, edit, archive, delete and record values. - **Assignees** listed on the metric can edit it, and record values when their **Can record** switch is on. They cannot archive or delete it. - **Administrators** can edit, archive and delete any metric, but they can only record values on metrics they own or are assigned to. - **Everyone else** sees the metric read-only. Opening it shows a **View only** badge and no **Edit** button. Guest accounts cannot create metrics, even in a circle they belong to. ## How do I add a metric? 1. Open the **Metrics** tab of a circle or a role. 2. Click **Add metric**. 3. Type a **Name**. It is the only required field. 4. Add a **Description** if you need one. 5. Choose the **Format**: Number, Percentage, Currency, Boolean or Text. Number is the default. 6. Choose the **Frequency**: Daily, Weekly, Twice a month, Monthly, Every two months, Quarterly, Twice a year or Yearly. 7. On a Number, Percentage or Currency metric, set a **Target value** and a **Target direction** (Above, Below or Exact). Fill in both or neither: a target value with no direction is refused when you click **Create**, and the message you get back is a raw technical error rather than a readable one. 8. A Number metric also takes a **Unit** such as "bugs" or "items". A Currency metric takes a **Currency code** such as EUR. 9. Under **Assignees**, add the members and roles responsible for the metric. Each one gets a **Can record** switch that decides whether they may enter values. 10. Click **Create**. ![The Create metric dialog, with Name marked required, a Description box, Format set to Number, Frequency set to Weekly, empty Target value and Target direction fields, a Unit field and an Assignees section](/images/structure-governance/how-to-add-edit-and-delete-metrics/02-create-metric-dialog.png) The metric belongs to the page you created it from. Adding from a circle always creates a circle metric, so to create a role metric, open the role first. On a circle, the list shows both: the circle's own metrics, plus the metrics of every role inside it, with the role's name in the **Role** column. To attach a file or a link, create the metric first, open it, and use the **Files** tab beside its comments. Files can come from your device, Google Drive, Dropbox, OneDrive, or a plain link. ## How do I record a value? 1. Click the three-dot menu at the end of the metric's row. 2. Select **Record value**. 3. Check the **Period start**, type the **Value**, and add a **Comment** if it helps. 4. Click **Save**. The value then appears in the **Latest Value** column, formatted with the metric's unit or currency. Every value you record is kept, and you can see the full list under **Recorded values** when you open the metric. ![The Record value dialog for the metric Open bugs older than 30 days, with a Period start of Aug 5 2026, an empty required Value field, and an optional Comment box](/images/structure-governance/how-to-add-edit-and-delete-metrics/03-record-value-dialog.png) **Note:** the **Recurrence** column reads "Not checked" until a value covers the current period. Today this only ever clears for daily, weekly and monthly metrics. A quarterly or yearly metric keeps showing "Not checked" however recently you recorded a value, so do not read it as a sign that something is missing. ## How do I edit a metric? Click the three-dot menu at the end of the row and select **Edit**, or open the metric and click **Edit** next to **Information**. Either way you get the same dialog, this time titled **Edit metric**, with every field of the create form. Clicking the metric's name opens its panel instead, where you can read its target, its assignees, its recorded values, and add comments or files. ![The three-dot menu on an active metric, open on Edit, Record value, Bring to a meeting, Copy URL and Archive](/images/structure-governance/how-to-add-edit-and-delete-metrics/04-metric-row-menu.png) ## How do I delete a metric? Deleting happens in two stages. You archive the metric first, then delete it from the archived list. 1. Click the three-dot menu at the end of the row, select **Archive**, and confirm. 2. Click **Filter** and switch **Archived** on. 3. Click the three-dot menu on the archived metric, select **Delete**, and confirm. **Important:** both stages are one-way. Deleting removes the metric and all of its recorded values, and cannot be undone. Archiving keeps the history, but the interface offers no way to bring an archived metric back, so treat it as final too rather than as a safe pause. ![The metrics list with the Archived filter on, showing one archived metric whose three-dot menu is open on Edit, Record value, Bring to a meeting, Copy URL and Delete](/images/structure-governance/how-to-add-edit-and-delete-metrics/05-archived-metric-delete.png) ## How do I review metrics in a meeting? Open a meeting whose template includes a **Metrics Review** section. The **Tactical Meeting** system template has one, and you can add a **Metrics** section to any template you build yourself. The section gathers the metrics of the circles and roles taking part, grouped by **Frequency** or by **Owner**. Reviewing them means recording each one's value for the period. There is no separate validation step, and you do not need the whole circle present. While the meeting is **in progress**, participants get an **Add metric** button and a three-dot menu on each row offering **Edit**, **Record value** and **Archive**. Before the meeting starts and once it has ended, the section is read-only. Deleting a metric is never offered inside a meeting: do it from the circle or role page. ![The Metrics Review step of a tactical meeting, third in a five-step rail, listing two weekly metrics with their Frequency, Latest value and Owner](/images/structure-governance/how-to-add-edit-and-delete-metrics/06-meeting-metrics-review.png) ## How do I find one metric in a long list? The toolbar above the list gives you four ways to narrow it down: - **Group** by **Recurrence**, which is the default, or by **Role** on a circle page. Choose **None** for a flat list. - **Filter** by recurrence, by **Status** (Checked or Not checked), by role, and with the **Archived** switch. - **Search** by name with the magnifying glass. - **Sort** by clicking the **Name**, **Recurrence** or **Role** column headings. ## Where else do metrics appear? A member's profile has its own **Metrics** tab. It is read-only, and in practice it stays empty: it lists metrics owned by the person rather than metrics assigned to them, and no screen in the product creates a metric owned by a person. To see what someone is responsible for, look at the metrics of the circles and roles they hold. **Note:** your organisation can rename *role* and *circle*, so the tab and column names on your screen may use different words. ## What's Next? - [Adding, editing, and deleting checklists](/structure-governance/how-to-add-edit-and-delete-checklists), the same mechanics, for the recurring actions a circle tracks. - [Tactical Meetings Overview](/structure-governance/introducing-tactical-meetings), the meeting where metrics are usually reviewed. - [What a circle page shows](/structure-governance/circle-page-tabs) - [Adding a role or a circle](/structure-governance/how-to-add-a-role-or-a-circle) --- ## Adding a role or a circle URL: https://support.talkspirit.com/en/structure-governance/how-to-add-a-role-or-a-circle Category: Structure & Governance · Section: Chart & circles · Type: Tutorial ## Adding a role or a circle A role holds a set of activities and responsibilities. A circle is a team of roles, and it can hold sub-circles of its own. You add either one from the circle it will live in, and the change travels as a **proposal**: it appears on the chart when the circle adopts the proposal, not when you fill in the form. Organisation administrators have a second, immediate route through **Architect mode**. > **In summary:** open the circle, select **Add role** or **Add sub-circle**, fill in the name and the governance fields, then **Save proposal**. Submit the proposal, and the new role or circle joins the chart when it is adopted. ## What you need You must be a **decision maker** of the circle you are adding to. Everyone assigned to a circle is one by default, whether they hold a role in it or were added to the circle without one, so in practice this is most people. Being an organisation administrator does not grant it: without an assignment in that circle, **Add role** and **Add sub-circle** do not appear on it. See [Decision makers in a circle](/structure-governance/what-is-a-decision-maker-of-a-circle). ## Add a role or a sub-circle 1. Open the circle in the **Structure** app, then click the three dots at the end of its header. 2. Select **Add role** or **Add sub-circle**. ![The Services circle page with the three-dot menu at the end of its header open, listing Copy URL, Assign member, Add role, Add sub-circle, Move circle, Settings and Delete.](/images/structure-governance/how-to-add-a-role-or-a-circle/01-add-role-menu.png) 3. The circle is already filled in on the first step. Click **Next**. 4. For a role, choose how to start: **Create from scratch**, **Copy from existing role**, or **Import role template**. Then click **Next**. **Create with AI** is shown on this step but is not available yet, so it stays greyed out. A circle goes straight to the form. ![Step 2 of the Create role dialog. Under From scratch, Create from scratch is selected and Create with AI is greyed out. Under From a model, Copy from existing role and Import role template.](/images/structure-governance/how-to-add-a-role-or-a-circle/02-create-role-methods.png) 5. Fill in the details. **Name** is the only required field. **Purpose**, **Domains** and **Accountabilities** are optional, and an administrator can hide any of them for your organisation. 6. Optionally click **Add reason (optional)** and say why the change is needed. 7. Click **Next**, name the proposal on the **Review proposal** step, then click **Save proposal**. ![The Create role step, headed by the note "Will be created in Services once the proposal is adopted", with a filled-in Name field and empty Purpose, Domains and Accountabilities fields above an Add reason (optional) link.](/images/structure-governance/how-to-add-a-role-or-a-circle/03-create-role-form.png) The confirmation reads **Proposal created!** with the status **Draft**. Nothing has changed on the chart yet. Click **View proposal**, then **Submit** to send it to the circle's decision makers. The role or circle is created at the moment the proposal is adopted, and a banner confirms that the changes have been applied. If your organisation has switched off **Require proposals for governance changes**, submitting adopts the proposal on the spot, so the new role or circle appears immediately. Your administrator sets this in **Structure settings**, and it can be overridden per circle. > **Note:** you can put several changes in one proposal. Use **Add another evolution** on the Review step, or open an existing draft proposal and add the new role or circle there. An alternative entry point is the **New** button at the top of the Structure panel, which offers **Add role** and **Add circle**. You pick the circle in the dialog, Talkspirit creates the proposal straight away, and its page opens with the form ready. The fields are the same, on a different screen. ## Add one straight to the chart in Architect mode Organisation administrators can bypass the proposal entirely. 1. Go to **Explore organisation** and select **Architect mode** in the header. 2. Choose **Live** to change the organisation directly, or **Draft** to collect changes and release them later with **Apply to organisation**. 3. Click a circle in the chart to open its panel. The orange **Architect mode** band offers **Add role** and **Add circle**. 4. Click one. The role or circle is created at once, named *Untitled role* or *Untitled circle*, and opens with its title ready to edit. Type the real name, then fill in the remaining fields in the panel. ![The Product Development circle panel with an orange Architect mode band across it carrying an Add role and an Add circle button, above the circle's Purpose, Domains and Accountabilities.](/images/structure-governance/how-to-add-a-role-or-a-circle/04-architect-mode-panel.png) ## Good to know - A new circle arrives with a copy of every **main role** your organisation has defined as a role template. Define none and it starts completely empty. - Create a circle in Architect mode and you become a member and a **Circle Admin** of it. Create one through a proposal and it starts with no members, and until someone is assigned to it nobody is a decision maker of it, so **Add role** does not appear on it. Assign the first member from its **Members** tab. - Add a sub-circle from an existing proposal's page and the form also offers **Roles: select roles to include in this circle**. Leave it empty. The proposal lists the roles you tick, but adopting it does not move them. Create the sub-circle first, then move each role in as a separate change. - Bringing a role in from another circle is a different action, **Invite a role**, offered on a proposal's page rather than in this dialog. It does not create a new role. ## What's Next? - [Creating a proposal](/structure-governance/how-to-create-a-proposal) - [Restructuring a sub-circle in a governance meeting](/structure-governance/how-to-restructure-a-circle-in-governance-meetings) - [Assigning or removing a member from a role](/structure-governance/how-to-assign-or-remove-a-member-from-a-role) - [Role Templates Overview](/structure-governance/role-templates-overview) --- ## Using Spark on a role or a circle URL: https://support.talkspirit.com/en/structure-governance/how-to-create-and-edit-a-circle-or-role-with-ai-assistant Category: Structure & Governance · Section: Chart & circles · Type: Tutorial · Tags: ai ## Using Spark on a role or a circle Spark writes the content of a role or a circle for you: its purpose, its domains and its accountabilities. It works inside the form rather than instead of it. You open the form the usual way, click the sparkle icon beside a field, and Spark drafts that field from what is already on the form. Spark does not create the role or the circle. There is a **Create with AI** tile in the role creation form, and it is greyed out in every organisation. Create the role or the circle yourself, then let Spark fill it in. ## Before you start The **AI assistant** must be switched on for your organisation. An administrator turns it on under **Administration** > **AI assistant** > **Activation**. Until then none of the sparkle icons described here appear at all. See [Enable the AI assistant for your organisation](/en/administration-security/how-to-enable-spark-for-your-organisation). You also need decision-making rights in the circle concerned to open the forms below. Being an organisation administrator is not enough on its own: those rights come from an assignment in that circle. One thing stays open to everyone who can see a role, and it is described at the end of this article: **Review accountabilities**. ![The Edit role dialog, with a sparkle icon beside Purpose, Domains and Accountabilities. The Purpose icon is outlined and its tooltip reads "Suggest purpose".](/images/structure-governance/how-to-create-and-edit-a-circle-or-role-with-ai-assistant/01-edit-role-dialog-spark-icons.png) ## How do I use Spark on a role? 1. Open the role's page, open the **...** menu in the header and click **Edit**. 2. Click the sparkle icon beside **Purpose**. The icons carry no text, so hover one to see what it does: this one reads **Suggest purpose**. Spark starts drafting as soon as you click it. 3. Read the draft, then click **Accept** to put it in the field, **Refine** to ask for changes, or **Dismiss** to throw it away. Clicking outside the popover will not close it while a draft is on screen, which is deliberate: use **Dismiss**. ![The Spark popover showing a generated purpose, a token count, and the Accept, Refine and Dismiss buttons along the bottom.](/images/structure-governance/how-to-create-and-edit-a-circle-or-role-with-ai-assistant/02-spark-suggestion-accept-refine-dismiss.png) 4. **Refine** opens a **What would you like to change?** box. Type your instruction, then click **Regenerate**. This is the only way to ask for another version. There is no one-click regenerate beside the field. 5. **Suggest domains** and **Suggest accountabilities** return a list rather than a paragraph. Every item is ticked to begin with, with **Select all** and **Deselect all** above the list. Untick what you do not want and click **Add selected**, which counts your selection. The items you keep are added to what is already on the form, they do not replace it. ![The Suggest domains popover, showing four suggested domains as ticked checkboxes above the buttons Add selected (4), Refine and Dismiss.](/images/structure-governance/how-to-create-and-edit-a-circle-or-role-with-ai-assistant/03-suggest-domains-list-add-selected.png) 6. Finish the form as usual, then read "What happens to my changes" below. ## How do I use Spark on a circle? The same three icons, in the same places. Open the circle's page, open the **...** menu and click **Edit**. The dialog that opens is called **Propose changes to** the circle's name, and it carries a sparkle icon beside **Purpose**, **Domains** and **Accountabilities**. Hovering the Purpose, Domains or Accountabilities card on the circle's page reveals a **Propose changes** control as well. It opens the same dialog, scrolled to that section. ## Can Spark create a role or a circle for me? Not on its own, but it can draft the new role's content while you create it. **Where the sparkle icons are, and are not.** Add the role from the **New** button in the Structure module and choose **Add role**. You pick the circle, the proposal is created, and you land on the proposal's page with the role's card already open. That card carries the same three sparkle icons, so you can type the name and let Spark draft the purpose, domains and accountabilities before you submit. Adding a role from the circle's own **...** menu takes you through a different form, and that one has no sparkle icons. Neither does the card for a new circle: a circle's content has to be written by hand. **Create with AI does nothing.** The **Create role** step offers four tiles: **Create from scratch** and **Create with AI** under "From scratch", **Copy from existing role** and **Import role template** under "From a model". **Create with AI** is greyed out and cannot be selected. This is not a permission problem, and switching the AI assistant on does not enable it. ![The Create role step of the wizard, showing Create from scratch selected and the Create with AI tile greyed out beneath it.](/images/structure-governance/how-to-create-and-edit-a-circle-or-role-with-ai-assistant/04-create-with-ai-tile-greyed-out.png) ## What happens to my changes? Accepting a suggestion only fills the field in. Nothing is recorded until you use the buttons at the bottom of the form: - **Save as proposal** puts your changes into a new draft proposal without submitting it. The chevron beside it offers **Add to a proposal**, to attach them to a draft you already have. - The primary button reads **Submit for review**, or **Validate** in circles that set their own auto-validation delay instead of following the organisation default. Both do the same thing: they submit the proposal. - On your organisation's top-level circle there is no proposal at all. The button reads **Save** and the change applies straight away. Every button stays greyed out until you actually change something, so a form you have only opened looks inert. That is expected, not a fault. ## Can Spark check accountabilities I have already written? Yes. On a role's page, hover the **Accountabilities** card and click the sparkle icon whose tooltip reads **Review accountabilities**. Spark returns a clarity check: a score, a list of what it finds ambiguous, and a list of suggested improvements. It only reads the role, so it stays available to anyone who can see it, including people with no decision-making rights. ## Does Spark work with role templates? Yes, on the proposal page. The role's card there has its own template picker, and importing a template simply pre-fills the card, so the sparkle icons behave exactly as they do on any other role. The wizard's **Import role template** tile leads to a form with no sparkle icons, like the rest of the wizard. **Note:** an organisation can rename its own governance terms, and it can hide some of them altogether, so "proposal", "purpose", "domains" and "accountabilities" may read differently on your screen, or not appear on the form at all. A field that is hidden has no sparkle icon either. ## What's Next? - [Adding a role or a circle](/en/structure-governance/how-to-add-a-role-or-a-circle) - [Editing a role or a circle](/en/structure-governance/how-to-edit-a-role-or-a-circle) - [Creating a proposal using Spark](/en/structure-governance/how-to-create-a-proposal-with-ai-assistant) - [Submitting and tracking a proposal](/en/structure-governance/how-to-submit-and-track-a-proposal) - [Governance Meetings Overview](/en/structure-governance/introducing-governance-meetings) --- ## Editing a role or a circle URL: https://support.talkspirit.com/en/structure-governance/how-to-edit-a-role-or-a-circle Category: Structure & Governance · Section: Chart & circles · Type: Tutorial ## Editing a role or a circle You edit a role or a circle from its own page in **Structure**, where one dialog holds its name, purpose, domains and accountabilities. The change does not land on the chart when you save it. It travels as a governance proposal, and the chart only changes once that proposal is adopted. ## Who can edit In the interface, the **Edit** action appears when you are a **decision maker** of the circle concerned: - To edit a **role**, you need to be a decision maker of the circle that holds it. - To edit a **circle**, you need to be a decision maker of its **parent** circle. Being an organisation administrator is not enough on its own. An administrator who holds no decision-maker assignment in that circle sees no **Edit** action there. That gate is wider than it sounds. Every member assigned to a circle counts as a decision maker of it until someone sets them as a non-decision maker, so most circle members can already edit the roles around them. One case is out of reach: an **(invited)** role belongs to the circle that owns it. Open it from the circle it was invited into and there is no **Edit** action, because it is edited where it lives. ## Edit a role or a circle 1. Open the role or circle page from the chart, from the directory, or from a search result. 2. Click the three-dot **More actions** button in the page header, then **Edit**. ![The More actions menu open on a role page called Product Manager. Below Copy URL, Add member and Add stakeholder sits a group of four items: Edit, Mark as hiring, Move role and Extend role to a circle, with Delete last.](/images/structure-governance/how-to-edit-a-role-or-a-circle/01-role-more-actions-edit.png) 3. Change the **Name**, **Purpose**, **Domains** and **Accountabilities**. Name is a single line and Purpose is a rich-text field. Domains and accountabilities are lists: use the **Add** control under each one to create an entry, so every domain and every accountability stands on its own. 4. Optionally, fill in the reason field at the bottom, labelled **Reason** on a circle and **Why do you want to edit this role?** on a role. It is carried on the proposal for circle members to read. 5. Choose how the change travels, using the buttons at the bottom of the dialog. ![The Edit role dialog for the Product Manager role in the Product Development circle. It holds a required Name field, a Purpose field, a Domains list with one entry, an Accountabilities list with four entries, and an optional reason field. The footer offers Cancel, a Save as proposal button with a chevron beside it, and Submit for review.](/images/structure-governance/how-to-edit-a-role-or-a-circle/02-edit-role-dialog.png) You can also start from the field itself. On the **General** tab, hover **Purpose**, **Domains** or **Accountabilities** and click **Propose changes**. The same dialog opens: on a circle it scrolls to the section you clicked, on a role it opens at the top. > **Note:** An administrator can rename or hide **Purpose**, **Domains** and **Accountabilities** for the whole organisation, so your dialog may use other words or show fewer fields. ## How the change travels The dialog offers three ways out: - **Submit for review** creates the proposal and submits it to the circle in one step. The button reads **Validate** instead in a circle that sets its own auto-validation delay, but it does the same thing. - **Save as proposal** keeps it as a draft. Use this when the reorganisation needs more than one change: you land on the proposal page and can add further changes before submitting. A draft is the only place the change itself can still be reworked, so check the wording before you submit: see [Submitting and tracking a proposal](/structure-governance/how-to-submit-and-track-a-proposal). - **Add to a proposal**, in the arrow beside **Save as proposal**, attaches the change to one of your existing drafts for the same circle. All three take you to the proposal, never to a changed chart. What happens next depends on your organisation's **Proposal adoption** setting: proposals are adopted manually by someone in the circle, immediately on submission, or through a review period that closes with no objection. Administrators set this in **Structure settings** > **General** > **Decision settings**, and a circle can override it in its own settings. On the review-period setting, a circle with only one decision maker skips the wait, because there is nobody left to object. Two cases apply the change the moment you press the button, and one only looks as though it does: - **The top-level circle**, the one with no circle above it, has no parent circle to propose to. Editing it is direct, and its dialog ends in **Save**: see [Editing the top-level circle](/structure-governance/edit-the-top-level-circle). - A circle whose governance change mode is set to **Direct modification** still records a proposal, but adopts it on submission, so the chart changes at once. - **Architect mode**, which administrators switch on from **Explore organisation** to edit the structure directly, is paused on the full role and circle pages. The proposal route still applies there. ## What this dialog does not cover - **Custom fields and governance fields** have their own rules: see [Managing Custom Fields for Roles and Circles](/structure-governance/manage-custom-fields-for-roles-and-circles) and [Editing governance fields for roles and circles](/structure-governance/how-to-edit-core-and-custom-governance-fields-for-roles-and-circles). - **Attachments** are added on the **Attachments** tab and take effect at once: see [Adding attachments to roles and circles](/structure-governance/adding-attachments-to-roles-and-circles). - **Members** are managed on the **Members** tab, not here. - **Policies** are documents rather than fields: see [Adding or editing a policy](/structure-governance/how-to-add-or-edit-a-policy). - **Moving** a role or circle, and **turning** a role into a circle, are separate actions in the same **More actions** menu (**Move role** and **Extend role to a circle**). - **Role templates** are edited from **Structure settings**, not from a role. Pushing a template's wording onto the roles it created is an administrator action: see [Role Templates Overview](/structure-governance/role-templates-overview). - **Editing during a meeting** goes through a proposal on the agenda item: see [Restructuring a sub-circle in a governance meeting](/structure-governance/how-to-restructure-a-circle-in-governance-meetings). ## What's Next? - [Moving a role or circle to another circle](/structure-governance/how-to-move-a-role-or-circle-from-one-circle-to-another) - [Transforming a role into a circle, or a circle back into a role](/structure-governance/how-to-transform-a-role-into-a-circle-and-back) - [Creating a proposal](/structure-governance/how-to-create-a-proposal) - [Deleting a role or a circle](/structure-governance/how-to-delete-a-role-or-a-circle) --- ## Deleting a role or a circle URL: https://support.talkspirit.com/en/structure-governance/how-to-delete-a-role-or-a-circle Category: Structure & Governance · Section: Chart & circles · Type: Tutorial ## Deleting a role or a circle You delete a role or a circle from its own page in **Structure**, using the three-dot **More actions** menu in the page header. In most organisations the deletion does not land on the chart when you confirm it: it travels as a governance proposal and applies once that proposal is adopted. What you should settle before you start is the other half. Deleting a circle takes everything under it, and the interface has no way to bring any of it back. > **Warning:** There is no undo. Nothing in the interface restores a deleted role or circle, and the confirmation dialog does not list what the deletion will take with it. Check the circle's **Roles** list and its **Meetings**, **Goals**, **Projects** and **Metrics** tabs first. If you are reorganising rather than removing, move the pieces out before you delete, or use **Move circle** instead. ## What deleting takes with it Deleting a **role**: - Every member's assignment to that role ends, and each is recorded as having left it. - Its purpose, domains and accountabilities go with it. - Copies of it invited into other circles are deleted too. - Its documents, including any policy attached to it, are **archived** rather than destroyed. An active proposal publishing one of those documents is withdrawn. - Tensions raised from the role, or assigned to it, are kept. They lose their link to the role. Deleting a **circle** does all of the above for the circle and for everything beneath it, at every level: - All its roles and all its sub-circles are deleted, and every assignment to them ends. - Its future scheduled meetings are cancelled, which also removes them from attendees' connected calendars. Meetings that already happened are kept as history. - Notification preferences set on the circle are removed. Two things do **not** follow the circle, and nothing moves them for you: **Goals** and **Metrics** owned by the circle, and **Projects** and boards assigned to it. They are not deleted, and they are left pointing at a circle that no longer appears in the chart. Reassign them before you delete. For a fuller walk through the circle case, see [What happens when you delete a circle](/structure-governance/what-happens-when-deleting-a-circle). ## Who can delete, in the interface The **Delete** action appears when you are a **decision maker** of the circle concerned: - To delete a **role**, you need to be a decision maker of the circle that holds it. - To delete a **circle**, you need to be a decision maker of its **parent** circle. Every member assigned to a circle counts as a decision maker of it until someone sets them otherwise, so this is a wider group than it sounds. See [Decision makers in a circle](/structure-governance/what-is-a-decision-maker-of-a-circle). > **Note:** Being an organisation administrator is not enough on its own. A circle's **More actions** menu does show **Delete** to administrators, but the deletion is submitted as a proposal to the parent circle, and only a decision maker of that circle can create one. An administrator who holds no assignment there gets a permission error on submitting, not a deleted circle. Ask for a decision-maker assignment in the parent circle, or ask someone who has one to submit. The **top-level circle** cannot be deleted. Its **More actions** menu offers no **Delete** at all, because there is no parent circle for the deletion to be proposed to. ## Delete a role or a circle 1. Open the role or circle page from the chart, from the directory, or from a search result. 2. Click the three-dot **More actions** button in the page header, then **Delete**. ![The More actions menu open on a circle page in Structure, with Delete at the bottom of the list in red](/images/structure-governance/how-to-delete-a-role-or-a-circle/01-circle-actions-menu-delete.png) 3. Read the dialog. **Delete circle** and **Delete role** both show you the name, purpose, domains and accountabilities of what you are about to remove, and nothing else. The roles, sub-circles, members and meetings that go with it are not listed here. ![The Delete circle dialog, showing the circle name, its purpose, its domains and its accountabilities, an optional reason field, and the Cancel, Save as proposal and Submit for review buttons](/images/structure-governance/how-to-delete-a-role-or-a-circle/02-delete-circle-dialog.png) 4. Optionally answer **Why are you deleting this circle?**. The reason is carried on the proposal for circle members to read. 5. Choose how the deletion travels, using the buttons at the bottom. ## How the deletion travels The dialog offers three ways out, and all three take you to a proposal rather than to a changed chart: - **Submit for review** creates the proposal and submits it to the circle in one step. - **Save as proposal** keeps it as a draft, so you can add more changes before submitting. Use this when the deletion is one move in a larger reorganisation. - **Add to a proposal**, in the arrow beside **Save as proposal**, attaches the deletion to one of your existing drafts for the same circle. In some circles the primary button reads **Validate** instead of **Submit for review**. It does the same thing: it creates the proposal and submits it. It does not mean the deletion is applied on the spot. What happens after submission depends on your organisation's **Proposal adoption** setting: the proposal is decided by the circle, adopted immediately, or adopted at the end of a review period if nobody objects. Administrators set this in **Structure** > **Structure settings** > **Decision settings**, and a circle can override it. See [Decision Settings](/structure-governance/what-are-decision-settings). Two cases apply the deletion at once: - A circle whose **governance change mode** is set to **Direct modification**. You still fill in the dialog and press **Submit for review**, and the proposal is still recorded, but it is adopted the moment you submit it. There is no review round, so nobody gets a chance to object. - **Architect mode**, which administrators switch on from **Explore organisation**. Deleting from a role or circle **peek** there skips this dialog: it shows a short confirmation, *Are you sure you want to delete this circle?*, and applies the deletion when you click **Delete**. That confirmation lists nothing either. ## Deleting during a governance meeting A deletion can also be one of the changes carried by a proposal built on a meeting agenda item, using the **Delete a role** or **Delete a sub-circle** card in the proposal wizard. The chart changes when the proposal is adopted, not when the meeting closes. The proposal articles own that route: see [Restructuring a sub-circle in a governance meeting](/structure-governance/how-to-restructure-a-circle-in-governance-meetings) and [Creating a proposal](/structure-governance/how-to-create-a-proposal). ## Instead of deleting If the work still exists and only its place in the chart is wrong, do not delete: - **Move circle** and **Move role** keep the entity and its assignments intact. See [Moving a role or circle to another circle](/structure-governance/how-to-move-a-role-or-circle-from-one-circle-to-another). - A sub-circle that has grown too heavy can be **reduced to a role**, or reorganised by moving roles in and out of it, through a proposal. ## What's Next? - [Editing a role or a circle](/structure-governance/how-to-edit-a-role-or-a-circle) - [Moving a role or circle to another circle](/structure-governance/how-to-move-a-role-or-circle-from-one-circle-to-another) - [Governance Meetings Overview](/structure-governance/introducing-governance-meetings) - [Submitting and tracking a proposal](/structure-governance/how-to-submit-and-track-a-proposal) --- ## Can I duplicate a circle? URL: https://support.talkspirit.com/en/structure-governance/how-to-duplicate-a-circle Category: Structure & Governance · Section: Chart & circles · Type: Reference ## Can I duplicate a circle? No. Talkspirit has no **Duplicate** action for a circle, and the form that creates one offers no way to copy an existing circle. A circle's three-dot menu offers **Copy URL**, **Assign member**, **Add role**, **Add sub-circle**, **Edit**, **Move circle**, **Settings** and **Delete**, and your rights decide how many of those you see. None of them copies the circle. If you used **Copy from existing circle** in Holaspirit, that is the button that has not come across. Reuse happens one level down, on roles. A role definition travels between circles as a **role template**, and inside a single circle **Copy from existing role** gives you a second role modelled on one already there. > **In summary:** create the new circle as usual, then add its roles from role templates. There is no one-click way to clone a whole circle. Everything below goes through **Add role**, so you need to be a **decision maker** of the circle you are adding to. Everyone assigned to a circle is one by default, and being an organisation administrator does not grant it on its own. See [Decision makers in a circle](/structure-governance/what-is-a-decision-maker-of-a-circle). ## Main roles arrive on their own A new circle is not always empty. It is created holding a copy of every role your organisation has marked as a **main role**, whichever way you created it. If your organisation has defined no main roles, the circle starts empty. See [Main roles and the Core badge](/structure-governance/understanding-core-roles). ## Reuse a role across circles: role templates A role template is a named purpose, set of domains and set of accountabilities, stored at organisation level. It is the only way to copy a role definition into a different circle. 1. Open the circle that will hold the role, click the three dots at the end of its header, then select **Add role**. 2. The circle is already filled in. Click **Next**. 3. Under **From a model**, choose **Import role template**, then click **Next**. 4. Pick the template. **Name**, **Purpose**, **Domains** and **Accountabilities** fill in, and you can edit any of them before saving. 5. Continue through the proposal as you would for any new role. Templates live in **Structure settings**, on the **Role templates** tab. That tab only appears if you may manage templates, so ask an administrator if you cannot see it. See [Role Templates Overview](/structure-governance/role-templates-overview). ## Copy a role inside a circle **Copy from existing role** is the closest thing to a duplicate the product has, and it carries one limit worth knowing before you plan around it: **it only lists roles from the circle you are adding to**. It cannot pull a role in from another circle, so it will not help you rebuild one circle inside another. 1. Open the circle, click the three dots at the end of its header, and select **Add role**. 2. Click **Next**, choose **Copy from existing role**, then click **Next**. 3. Choose the source role in **Role to copy**. ![Step 3 of 3 of the Create role dialog for the Product Development circle. Role to copy is set to Product Manager, Name reads "Product Manager (copy)", and Purpose and Accountabilities are already filled in with the source role's wording.](/images/structure-governance/how-to-duplicate-a-circle/01-copy-from-existing-role.png) The form fills in with the source role's **Purpose**, **Domains** and **Accountabilities**, and the name becomes the original followed by *(copy)*. Edit whatever you want, then continue through the proposal. Those four fields are all that comes across. The members assigned to the source role, its attachments and any custom governance fields do not: the copy is a new, empty role that starts with the same wording. ## Sharing a role rather than copying it If you want one role working in two circles instead of two separate roles, use **Invite a role**, offered on a proposal's page. It projects the role into the second circle rather than copying it, so the definition stays in one place. To take a role out of one circle and put it in another, use **Move role**. See [Moving a role or circle to another circle](/structure-governance/how-to-move-a-role-or-circle-from-one-circle-to-another). ## Building a circle like one you already have 1. Create the sub-circle from the circle that will contain it. See [Adding a role or a circle](/structure-governance/how-to-add-a-role-or-a-circle). 2. **Assign the first member.** A circle created through an adopted proposal arrives with no members at all, so nobody is a decision maker of it yet and **Add role** does not appear on it. Open its **Members** tab and assign someone before you go further. A circle created directly in Architect mode does not have this problem, because whoever created it becomes a member and a Circle Admin of it. 3. Add each role, importing a template where one exists and creating the role from scratch where it does not. If you build similar circles often, the time is best spent once, on turning their shared roles into templates. Every circle you create afterwards then starts with the main roles already in place. ## What's Next? - [Adding a role or a circle](/structure-governance/how-to-add-a-role-or-a-circle) - [Role Templates Overview](/structure-governance/role-templates-overview) - [Decision makers in a circle](/structure-governance/what-is-a-decision-maker-of-a-circle) - [Moving a role or circle to another circle](/structure-governance/how-to-move-a-role-or-circle-from-one-circle-to-another) --- ## Transforming a role into a circle, or a circle back into a role URL: https://support.talkspirit.com/en/structure-governance/how-to-transform-a-role-into-a-circle-and-back Category: Structure & Governance · Section: Chart & circles · Type: Tutorial ## Transforming a role into a circle, or a circle back into a role When the work a role carries outgrows one person, extend it into a circle. The role menu does it in one step and the change lands straight away. The return journey is not symmetrical: no circle menu offers a "reduce" entry, so turning a circle back into a role is a change you propose to the circle above it, and adopting that proposal deletes everything inside the circle you did not move out first. ## What you need **Extend role to a circle** appears in the role menu only when the interface treats you as able to take part in governance in the circle that holds the role, which in practice means being a decision maker there. Edit, Move role and Delete follow the same rule, so a viewer without that status sees a shorter menu. Reducing lives inside a proposal, and creating a proposal on a circle requires you to be a decision maker of that circle. ## Extend a role into a circle 1. Open the role page. 2. Click **More actions**, the three dots at the top right. 3. Select **Extend role to a circle**. ![The role page More actions menu, listing Copy URL, Add member, Add stakeholder, Edit, Mark as hiring, Move role, Extend role to a circle, and Delete in red](/images/structure-governance/how-to-transform-a-role-into-a-circle-and-back/01-role-menu-extend-role-to-a-circle.png) 4. Write a message describing the decision if you want one recorded on the change. It is optional. 5. Click **Validate**. ![The Extend role to a circle dialog, explaining that the role will be transformed into a circle, with an optional Message field and the Cancel and Validate buttons](/images/structure-governance/how-to-transform-a-role-into-a-circle-and-back/02-extend-role-to-a-circle-dialog.png) The role becomes a circle where it stood, and you land on the new circle's page. There is no proposal, no vote and no step after this dialog, even in an organisation where every other structural change goes through the proposal workflow. **Copy the purpose, domains and accountabilities somewhere first.** Those three fields do not survive the transformation: the new circle starts with them empty and you have to type them back in. Everything else moves across in place, including the name, the position in the chart, the people assigned and their decision maker and circle admin status, the working agreements and other documents, the custom fields and any tension pointing at the role. The new circle also starts without your organisation's core roles. A circle created through a proposal receives them automatically, this one does not, so add them yourself if your organisation uses them. ## Extend a role from a proposal instead Where the change should be reviewed rather than applied on the spot, propose it. On a draft proposal, click **Add evolution** and choose **Extend a role to a circle**, under **Change existing**. The picker offers the roles sitting directly in the proposal's circle, and the change applies when the proposal is adopted. > **Note:** The optional step offering to move roles into the new circle names them on the proposal but does not move them. For the roles that should end up inside the new circle, add a [Restructure a sub-circle](/structure-governance/how-to-restructure-a-circle-in-governance-meetings) evolution as well. ## Reduce a circle back into a role This one is only an evolution on a proposal, and the proposal has to sit on the **parent** circle: the picker offers the direct sub-circles of the circle the proposal is on, and nothing deeper. 1. Open a draft proposal on the circle that contains the sub-circle, or create one. 2. Click **Add evolution**, then **Reduce a sub-circle to a role**, under **Change existing**. 3. Choose the sub-circle from **Select the circle to reduce to a role**. 4. A checklist of that sub-circle's roles appears. Tick every role that has to survive: those move up into the parent circle, and the rest go down with the sub-circle. ![The Reduce to role card on a draft proposal, with a sub-circle chosen in the Select the circle to reduce to a role list and its child roles offered as tick boxes above Cancel and Confirm](/images/structure-governance/how-to-transform-a-role-into-a-circle-and-back/03-reduce-sub-circle-to-a-role-form.png) 5. Click **Confirm**, then submit the proposal and adopt it. Nothing changes in the chart until the proposal is adopted, so a draft you abandon costs nothing. ### What reducing destroys The change is a deletion followed by a creation, not a conversion. Read this before you confirm: - The sub-circle and **everything below it** goes: its own sub-circles, everything inside those, and every role you left unticked. - Everyone assigned to what was deleted is unassigned, with an exit recorded on their history. - Roles invited from another circle cannot be moved out. They are absent from the tick list and they go with the circle. - The role that replaces the circle is brand new and empty. It keeps the name and nothing else. - Documents on what was deleted are archived rather than destroyed, and future scheduled meetings of the circle are cancelled, including in members' external calendars. - Projects, goals and metrics that named the circle are neither deleted nor reassigned. They keep pointing at something that has left the chart. There is no undo in the interface. Rebuilding a circle you reduced by mistake means creating it again by hand. ## What's Next? - [Restructuring a sub-circle in a governance meeting](/structure-governance/how-to-restructure-a-circle-in-governance-meetings) - [Deleting a role or a circle](/structure-governance/how-to-delete-a-role-or-a-circle) - [Creating a proposal](/structure-governance/how-to-create-a-proposal) - [Governance Meetings Overview](/structure-governance/introducing-governance-meetings) --- ## Moving a role or circle to another circle URL: https://support.talkspirit.com/en/structure-governance/how-to-move-a-role-or-circle-from-one-circle-to-another Category: Structure & Governance · Section: Chart & circles · Type: Tutorial ## Moving a role or circle to another circle You move a role or a sub-circle from its own page in **Structure**, with **Move role** or **Move circle** in the **More actions** menu. Nothing changes on the chart when you confirm. The move travels as a governance proposal, and the role or circle appears under its new parent once that proposal is adopted. ## Who can move a role or a circle In the interface, the action appears when you are a **decision maker** of the circle concerned: - To move a **role**, you need to be a decision maker of the circle that holds it. This is the same gate as **Edit**, and being an organisation administrator is not enough on its own. - To move a **circle**, you need to be a decision maker of the circle **above** it. Administrators and circle admins are shown the action as well, but the proposal is created in that parent circle and creating it there is decision-maker only, so an administrator holding no assignment in the parent circle sees **Move circle** and hits an error on submitting. Two things follow from where the proposal is created: - The **top-level circle** has nothing above it, so its page carries no **Move circle** at all. - You need no rights in the destination. The move is decided by the decision makers of the circle the role or sub-circle sits in **today**. ## Move a role or a circle 1. Open the role or circle page from the chart, from a search result, or from the list of roles on its circle. 2. Click the three-dot **More actions** button in the page header, then **Move role** or **Move circle**. ![The More actions menu open on a role page called Product Manager, in the Product Development circle. Below Copy URL, Add member and Add stakeholder sits a group of four items: Edit, Mark as hiring, Move role and Extend role to a circle, with Delete last.](/images/structure-governance/how-to-move-a-role-or-circle-from-one-circle-to-another/01-role-more-actions-move-role.png) 3. Choose the destination under **Move to circle**. The list holds the circles of your organisation, minus its current parent. Type in the search box above it to narrow it down. 4. Optionally, fill in **Reason (optional)** to explain the move. It is carried on the proposal for the circle to read. 5. Choose how the move travels, using the buttons at the bottom of the dialog. ![The Move role dialog for the Product Manager role. Under the title it reads Move Product Manager to a different circle, this will create a governance proposal. A collapsed bar carries the role name, then a Move to circle label, a Search circles box and a list of six circles with Services ticked, then an optional Reason field. The footer offers Cancel, Save as proposal with a chevron beside it, and Submit.](/images/structure-governance/how-to-move-a-role-or-circle-from-one-circle-to-another/02-move-role-dialog.png) The bar above the picker carries the name of what you are moving. Expand it to check the purpose, domains and accountabilities that travel with it. On a circle it lists what the circle holds instead. ## How the move travels The dialog offers three ways out, the same three as the edit dialog: - **Submit** creates the proposal and submits it to the circle in one step. The button reads **Validate** instead in a circle that sets its own auto-validation delay, and it does the same thing. - **Save as proposal** keeps it as a draft. Use this when the reorganisation needs more than one change: you land on the proposal page and can add others before submitting. - **Add to existing proposal**, in the arrow beside **Save as proposal**, attaches the move to one of your own drafts for the same circle. All three take you to the proposal, never to a changed chart. Adopting the proposal is what moves the role or the circle, and when that happens depends on your organisation's **Proposal adoption** setting: see [Submitting and tracking a proposal](/structure-governance/how-to-submit-and-track-a-proposal). > **Note:** On the proposal, a role move is listed as **Role invitation**. That badge is a mislabel, and the **From** and **To** circles shown under it are correct. A sub-circle move is listed as **Circle move**. **Architect mode**, which administrators switch on from **Explore organisation**, moves a role or circle straight away with no proposal. It is paused on the full role and circle pages, so the route above always goes through a proposal. ## What travels with a circle Choose a destination for a circle and the dialog tells you what else the move carries, under **If approved, this proposal will also move:** followed by the number of sub-circles, roles and members it holds. All of it moves with the circle, and nothing stays behind in the old parent. ![The Move circle dialog for the Services circle. Its description says the proposal is created in the current parent circle, General, and that only its decision makers can approve it. Product Development is ticked in the destination list, and below it a banner headed If approved, this proposal will also move lists 1 sub-circle, 3 roles and 2 members.](/images/structure-governance/how-to-move-a-role-or-circle-from-one-circle-to-another/03-move-circle-dialog-impact.png) ## Moving during a governance meeting A meeting moves roles through the same mechanism, from a **Restructure a sub-circle** change added to a proposal on the agenda item you are processing: see [Restructuring a sub-circle in a governance meeting](/structure-governance/how-to-restructure-a-circle-in-governance-meetings). That form reaches the direct sub-circles of the proposal's circle and nothing deeper, and it treats roles and sub-circles differently: a sub-circle can be moved **in**, never out. To take a sub-circle out of another sub-circle, use **Move circle** on its own page, as above. ## What's Next? - [Restructuring a sub-circle in a governance meeting](/structure-governance/how-to-restructure-a-circle-in-governance-meetings) - [Editing a role or a circle](/structure-governance/how-to-edit-a-role-or-a-circle) - [Submitting and tracking a proposal](/structure-governance/how-to-submit-and-track-a-proposal) - [Deleting a role or a circle](/structure-governance/how-to-delete-a-role-or-a-circle) --- ## Restructuring a sub-circle in a governance meeting URL: https://support.talkspirit.com/en/structure-governance/how-to-restructure-a-circle-in-governance-meetings Category: Structure & Governance · Section: Chart & circles · Type: Tutorial ## Restructuring a sub-circle in a governance meeting You restructure a sub-circle from the meeting itself, through a proposal on the agenda item you are processing. Moving roles and sub-circles in or out of a sub-circle is one kind of proposed change a proposal can carry, and adopting the proposal applies the move to the organisation straight away. Two things decide what you can reach: - **The meeting has to be in progress.** Creating a proposal from an agenda item is a live-meeting action. Before the meeting starts, the item offers **Link existing** only, so a proposal drafted earlier can still be brought in. - **The proposal has to sit on the parent circle,** and you have to be a decision maker of that circle. The picker offers the direct sub-circles of the proposal's circle and nothing deeper: to restructure a sub-circle of Services, the proposal goes on Services. ## Add the change to a proposal 1. Start the governance meeting and open the agenda item you want to process, in the **Agenda** section. 2. Click **Actions**, then **New proposal**. 3. Check the circle on the chip under the title. It is pre-filled with the first circle invited to the meeting. Change it if the sub-circle you want to restructure sits elsewhere. 4. Click **Create**. The proposal is linked to the item and appears in its notes. 5. Open it, then click **Add evolution** and choose **Restructure a sub-circle**, under **Change existing**. ![The Add evolution chooser, listing Create new cards for a role and a sub-circle above eight Change existing cards, among them Restructure a sub-circle described as Move roles and sub-circles in or out of a sub-circle](/images/structure-governance/how-to-restructure-a-circle-in-governance-meetings/01-add-evolution-chooser.png) The card is greyed out when the proposal's circle holds no sub-circle, and its tooltip says so. ## Choose what moves 1. Pick the target from **Select the sub-circle to restructure**. 2. Under **Move in**, tick the sub-circles and the roles that should move inside it. Both lists hold its siblings, that is whatever sits directly in the parent circle. 3. Under **Move out**, tick the roles that should leave it and return to the parent circle. 4. Click **Confirm**. ![The Restructure sub-circle form on a draft proposal, with a sub-circle chosen at the top, a Move in group whose role list has one role ticked, and a Move out group listing the roles already inside the sub-circle, above Cancel and Confirm](/images/structure-governance/how-to-restructure-a-circle-in-governance-meetings/02-restructure-sub-circle-form.png) Each box you tick becomes one entry in the **Evolutions** list, showing the circle the role moves **From** and the circle it moves **To**. Nothing has changed in the chart yet. Add more evolutions to the same proposal if the reorganisation also creates, edits or deletes a role or a circle. > **Note:** A role move is badged **Role invitation** on the list, and sub-circles can be moved in but not out. To take a sub-circle out of a sub-circle, use [Moving a role or circle to another circle](/structure-governance/how-to-move-a-role-or-circle-from-one-circle-to-another). Restructuring is also how you populate a sub-circle you have just created. Ticking roles while defining a new sub-circle names them on the proposal but does not move them, so add a **Restructure a sub-circle** evolution for the roles that should go inside it. ## Decide it in the room 1. Click the expand arrow at the top of the proposal to open it in full page. **Submit** lives there, not on the panel that opens over the meeting. The **Back** link returns you to the meeting. 2. Click **Submit**, then confirm. A proposal carrying no evolution cannot be submitted, and the disabled button says so. 3. The proposal switches to its meeting layout: the proposed changes on the left, now read-only, and the workflow on the right. 4. Advance through the steps with **Advance to next step**. 5. On the last step, click **Adopt**. Adopting applies every evolution to the organisation immediately. The roles and sub-circles you moved appear under their new parent, and the proposal moves to **Adopted**. **Reject** ends the process instead and changes nothing. By default an in-meeting proposal carries two steps, **Present Proposal** and **Decision**, so **Adopt** becomes available after one advance. An administrator can switch the organisation to the full validation workflow, which adds clarifying, reaction, objection and integration rounds before the decision. ## If the meeting ends first Closing the meeting does not apply the restructuring. The proposal keeps its changes and its position in the workflow, and you can reopen it from **Structure** > **Proposals** and adopt it there with the same controls. Organisations that turn on automatic validation behave differently: the proposal is detached from the meeting and then either adopted at once or sent into the asynchronous consent round, depending on which mode is set. Ask your administrator which one applies to you. ## What's Next? - [Moving a role or circle to another circle](/structure-governance/how-to-move-a-role-or-circle-from-one-circle-to-another) - [Transforming a role into a circle, or a circle back into a role](/structure-governance/how-to-transform-a-role-into-a-circle-and-back) - [Creating a proposal](/structure-governance/how-to-create-a-proposal) - [Bring an item to a meeting agenda](/structure-governance/how-to-use-bring-to-meeting) --- ## What happens when you delete a circle URL: https://support.talkspirit.com/en/structure-governance/what-happens-when-deleting-a-circle Category: Structure & Governance · Section: Chart & circles · Type: Reference ## What happens when you delete a circle Deleting a circle takes everything beneath it: every role, every sub-circle, and every assignment to them, at every level. A few things survive in a changed form, three things are left behind untouched, and nothing in the interface brings any of it back. The confirmation dialog lists none of this, so this article is the list. > **In summary:** deleting a circle ends every assignment under it, cancels its future meetings, archives its working agreements and keeps its tensions without their link. Goals, metrics and projects assigned to the circle are neither deleted nor reassigned, so move them before you delete. > **Warning:** There is no undo. Nothing in the interface restores a deleted circle, and the deletion applies to the whole branch beneath it, not only the circle you selected. In most organisations the deletion is not applied when you confirm it. It travels as a governance proposal and lands on the chart once that proposal is adopted. See [Deleting a role or a circle](/structure-governance/how-to-delete-a-role-or-a-circle) for the procedure and for how the proposal travels. Everything below describes what happens at that moment. ## What goes with the circle | What | What happens to it | |---|---| | Its roles and sub-circles | Deleted, at every level beneath the circle | | Assignments to the circle and to those roles | Ended, and each member is recorded as having left | | Copies of its roles invited into other circles | Deleted with the original | | Its purpose, domains and accountabilities | Deleted with the circle | | Its notification preferences | Removed outright, for the circle and everything beneath it | | Its meetings scheduled from now on | Cancelled, and removed from attendees' connected calendars | | Sharing granted to the circle or its roles | Withdrawn from every working agreement that named them, including agreements owned by other circles | Everyone who loses an assignment is notified, in the app and by email, with one message per assignment lost: *You have been removed from the circle Product Development*. A member who held the circle and two roles inside it receives three. On a large circle this arrives as a burst, so tell the people concerned before you submit the deletion rather than after. ## What is kept Three things survive the deletion, in a changed form: - **Meetings that already happened** stay as history, with their reports and their attendance. Only meetings scheduled in the future are cancelled. - **Working agreements and policies** attached to the circle are **archived**, not destroyed. You can still find them in **Structure** > **Working agreements** using the **Archived** filter. An active proposal that was publishing one of them is withdrawn. - **Tensions** raised from the circle's roles, or assigned to them, are kept. They lose their link to the role, and that link cannot be re-established. ## What is left behind Three things do not follow the circle, and nothing moves them for you: - **Goals** owned by the circle - **Metrics** owned by the circle - **Projects** assigned to the circle They are not deleted. They keep pointing at a circle that no longer appears in the chart, which is the worst of both outcomes: the work is still there and its owner is gone. Reassign them before you delete. ## Before you delete ![The Product Development circle page in Structure, showing its tab bar: General, Members, Working agreements, Attachments, Metrics, Checklists, Projects, Goals and Meetings](/images/structure-governance/what-happens-when-deleting-a-circle/01-circle-tabs.png) Open the circle's own page and work through its tabs. Nothing here happens automatically. 1. On **Goals**, open each goal and change its **Owner** to another circle. See [Adding, editing, or deleting a goal](/goals-analytics/how-to-add-edit-or-delete-a-goal). 2. On **Metrics**, do the same for each metric. See [Adding, editing, and deleting metrics](/structure-governance/how-to-add-edit-and-delete-metrics). 3. On **Projects**, replace the circle in each project's assignees. 4. On **Meetings**, note any recurring meeting you want to keep. It will be cancelled, and recreating it elsewhere is your job. 5. Move out any role or sub-circle worth keeping, using **Move role** or **Move circle**. Moving keeps the role and its assignments intact. See [Moving a role or circle to another circle](/structure-governance/how-to-move-a-role-or-circle-from-one-circle-to-another). If the work still exists and only its place in the chart is wrong, move the circle instead of deleting it. ## Who can delete a circle You need to be a **decision maker of the parent circle**, because the deletion is submitted as a proposal there. Every member assigned to a circle counts as a decision maker of it until someone sets them otherwise, so this is a wider group than it sounds. > **Note:** Being an organisation administrator is not enough on its own. **Delete** does appear in a circle's **More actions** menu for administrators, but an administrator who holds no assignment in the parent circle gets a permission error on submitting. Ask for an assignment in the parent circle, or ask someone who holds one to submit the deletion. The **general circle** cannot be deleted, because it has no parent circle for the deletion to be proposed to. ## What's Next? - [Deleting a role or a circle](/structure-governance/how-to-delete-a-role-or-a-circle) - [Moving a role or circle to another circle](/structure-governance/how-to-move-a-role-or-circle-from-one-circle-to-another) - [Decision makers in a circle](/structure-governance/what-is-a-decision-maker-of-a-circle) - [Circles in Talkspirit](/structure-governance/circle-overview) --- ## Assigning or removing a member from a role URL: https://support.talkspirit.com/en/structure-governance/how-to-assign-or-remove-a-member-from-a-role Category: Structure & Governance · Section: Roles & assignments · Type: Tutorial · Tags: permissions ## Assigning or removing a member from a role You assign and remove the people who fill a role from the role's own page, in the **Members** list. A role can be filled by several people at once, and there is no limit on how many. One thing to know before you start, because nothing on screen says it: assigning someone to a role also makes them a **decision maker** of the circle that contains it. That is the permission that lets them create roles and open proposals in that circle. It is on by default, and the assignment form gives you no way to turn it off. ## What you need Open a role and look for the **Add member** button under its Members list. If it is there, you can assign; if the list has no button and no menus, you cannot. In the interface, the button appears when you are an administrator, when you hold an assigner role in the circle that contains this role, when you are an admin of that circle, or when your organisation allows all members to assign roles. Two starting states are more open than you might expect. A circle that has no circle admin yet can be managed by any of its members, and a circle with no members at all can be managed by anyone in the organisation. This is deliberate, so that a new organisation chart can be built at all, but it means the first circles you create are not protected until someone is made their admin. If your organisation has renamed circles or roles, you will see your own words in place of the labels below. ## Assign a member to a role 1. Open the role page. 2. Under **Members**, click **Add member**. A dialog headed **Manage members on** the role's name opens. 3. Start typing a name in the search box. 4. Click the person in the results list. They are assigned straight away, with no separate confirmation, and their name moves into the **Assigned members** list below. 5. Repeat for anyone else, then close the dialog. ![The Manage members on Support dialog: a Search member box above an Assigned members list of two people, each with a Scope box and a cross to remove them](/images/structure-governance/how-to-assign-or-remove-a-member-from-a-role/01-manage-members-dialog.png) You can also assign from a circle's page: on the row of any role in the circle, open the three-dot menu and choose **Add member**. It opens the same dialog. ### Giving each person a Scope When several people fill the same role, a **Scope** says which part of it is theirs. In the **Manage members** dialog, each assigned person has a Scope box next to their name: type into it and click away to save. On the Members list itself, use the three-dot menu next to the person and choose **Edit scope**. Scope is free text, so it can be a region, a product, a customer segment, or anything else your circle finds useful. ## What an assignment also does Beyond filling the role, one assignment has two side effects. **The person becomes a member of the circle** that contains the role. You do not have to add them to the circle separately, and they will appear on the circle's **Members** tab with the role's name beside them. **The person becomes a decision maker of that circle.** In Talkspirit, decision maker is the permission that governs the circle's contents: creating roles, and creating and voting on proposals there. Being an organisation administrator does not grant it. An assignment does, for the circle the role sits in. To change it, go to the **circle** page, open the **Members** tab, then the three-dot menu on that person's row, and choose **Set as Non-Decision Maker**. Three things to expect there: - The menu item exists only on a circle's Members tab. A role's own Members list has no decision-maker control. - Changing the flag is narrower than assigning. An administrator can, and so can an admin of that circle. Holding one of the circle's assigner roles is enough to see the menu item but not always enough to use it, so it can come back with a permission error. - Nothing marks a decision maker. The tab labels only the exception, as **Non-Decision Maker** beside the name, in a column with no heading. An unlabelled member is a decision maker. ![The Members tab of a circle: two member rows with their roles, and one row's three-dot menu open showing Copy URL, Downgrade to member, Set as Non-Decision Maker and Remove from circle](/images/structure-governance/how-to-assign-or-remove-a-member-from-a-role/02-circle-members-decision-maker-menu.png) If the change matters for your organisation, review a circle's Members tab after a round of assignments rather than trusting the default. ## Remove a member from a role 1. Open the role page. 2. Under **Members**, open the three-dot menu next to the person. 3. Click **Unassign**. 4. Confirm in the dialog by clicking **Unassign** again. ![A role page with the Members panel on the right: two members, an Add member button below them, and one member's three-dot menu open showing Edit scope and Unassign](/images/structure-governance/how-to-assign-or-remove-a-member-from-a-role/03-role-member-row-menu.png) From the **Manage members** dialog, the cross beside a name removes them immediately, with no confirmation step. Use the Members list if you want the confirmation. ### What happens next - **The role stays.** If nobody else fills it, it is shown as **Vacant** in its circle's role list and can be found with the Vacant filter. - **The person keeps their circle membership.** Removing them from their only role in a circle does not remove them from the circle, so they remain a member of it and a decision maker of it. If that is not what you meant, remove them from the circle as well. - **The role keeps everything attached to it.** Its purpose, domains, accountabilities, goals, metrics, checklists and working agreements belong to the role, not to the person, so they wait for the next holder. - **Time spent** recorded against that role is deactivated. - **Meeting participation** they had through the role is removed. - **Open proposals stop waiting for them.** If a proposal in the circle needed their consent, they are dropped from the list of people it is waiting on, and it can complete without them. - **They are notified**, by email and in the app: "You have been removed from the role", with the role's name. Nobody is notified when they remove themselves. Removing someone from a **circle** works in the other direction: it also unassigns them from every role they hold in that circle. Those knock-on removals are silent, so the person receives one notification about the circle and none about the roles. ## Elected roles Some roles are filled by election rather than by assignment. On one of those, the button reads **Nominate a member** instead of **Add member**, and the dialog asks for an **End of mandate** date. Where your organisation has elections switched on, a direct assignment to an elected role only works as a temporary mandate: leave the end date empty and the assignment is refused, with a message telling you the role must be filled through an election or given an expiry date. To run the real thing, see [Holding an election for an elected role](/structure-governance/how-to-hold-an-election-for-an-elected-role). ## Where the rules are set **For one circle:** open the circle, choose **Settings** from its menu, and use the **Role Configuration** section on the **General** tab. **Elected roles** marks which roles need an election. **Assigner roles** names the roles whose holders may assign members in that circle, and only main roles can be chosen. The **Settings** entry appears for anyone who can manage that circle's members, not only for administrators. **For the whole organisation:** in **Structure settings**, open **General**, then the **Circles settings** tab. Under **Circle defaults**, **Role assignment** carries the "All members can assign roles" switch, and **Role elections** decides whether elections are available at all. Each has an option to let individual circles override it. This page needs administrator rights. ## What's next? - [Decision makers in a circle](/structure-governance/what-is-a-decision-maker-of-a-circle) - [Applying or resigning from a role](/structure-governance/how-do-i-apply-or-resign-from-a-role) - [Adding or removing a member without a role from a circle](/structure-governance/how-to-add-or-remove-a-member-without-a-role-from-a-circle) - [Circle Admins](/structure-governance/who-are-circle-admins) - [Configuring circle settings for my organisation](/structure-governance/how-to-configure-circle-settings-for-my-organization) --- ## Applying for a role, or leaving one URL: https://support.talkspirit.com/en/structure-governance/how-do-i-apply-or-resign-from-a-role Category: Structure & Governance · Section: Roles & assignments · Type: Tutorial · Tags: permissions ## Applying for a role, or leaving one You apply for a role from the role's own page, and only when that role is marked as **Hiring**. Leaving works differently: there is no **Resign** anywhere in Talkspirit. The control is called **Leave**, it sits on the role's row inside the circle page, and it appears only if you are allowed to assign members in that circle. That last point is the one that surprises people, so it comes first: leaving a role needs the same permission as removing anyone else from it. If you do not have it, you cannot take yourself out, and someone who can has to do it for you. ## Apply for a role 1. Open the role's page. If it is open to applications, a **Hiring** badge sits next to its name. 2. Click the three dots in the top right. 3. Click **Apply**. ![The header of a role page named Developers with a Hiring badge, its three-dot menu open showing Apply at the top, then Copy URL, Add member, Add stakeholder, Edit, Remove hiring status, Move role, Extend role to a circle and Delete](/images/structure-governance/how-do-i-apply-or-resign-from-a-role/01-role-menu-apply.png) 4. In **Apply to** the role's name, add a **Message** if you want to. It is optional, holds up to 500 characters, and goes to the people who will read your application. 5. Click **Send application**. ![The Apply to Developers dialog: the line The people who can assign members will be notified of your application, an optional Message box with the placeholder Add a note for the assigners, and Cancel and Send application buttons](/images/structure-governance/how-do-i-apply-or-resign-from-a-role/02-apply-dialog.png) Any member can apply. There is no role or right you need first, only a role that is marked as hiring and that you do not already hold. ### What happens to your application Your application is a notification, not a record. Talkspirit tells the people who can assign members in that circle that you applied, and stores nothing else. There is no list of applications, no status to follow, and nothing on the role page changes apart from the confirmation message. The people notified are the holders of the circle's assigner roles and its circle admins. If the circle has no admin, or if it lets all its members assign, then every member of the circle is notified. Being an organisation administrator does not by itself put someone on that list: the notification stays inside the circle. If the circle has nobody who can assign, the application is refused with **No one can assign members yet. Please contact an administrator.** Apply twice in quick succession and the second attempt returns **Your application has already been sent.** If your application is accepted, someone still has to assign you to the role by hand. Applying never assigns you. ## Make a role open to applications If you can assign members in a circle, you decide which of its roles accept applications. 1. Open the role's page. 2. Click the three dots in the top right. 3. Click **Mark as hiring**. The **Hiring** badge appears beside the role's name, and **Apply** appears in the menu for everyone who does not hold the role. The same menu item then reads **Remove hiring status**. Core roles and roles invited from another circle cannot be marked as hiring. To find the roles that are hiring across the whole organisation, use the **Hiring** highlight on the organisation chart, described in [Highlights on the organisation chart](/structure-governance/understanding-highlights). ## Leave a role 1. Open the circle that contains the role. 2. Find the role in the **Composition** panel, on the right of the **General** tab. 3. Hover over its row and click the three dots. 4. Click **Leave**. ![The Composition panel of a circle listing Circle Lead, Product Manager and Developers, with the Product Manager row's three-dot menu open showing Edit role, Add member, Leave, Copy URL and Delete role](/images/structure-governance/how-do-i-apply-or-resign-from-a-role/03-role-row-leave-menu.png) You are removed immediately. There is no confirmation dialog and no reason to type. The same job can be done from the role's page: under **Members**, open the three-dot menu next to your own name and click **Unassign**. **If there is no Leave in the menu**, you do not have the right to assign members in that circle, and the server refuses the same action even if you find another way to it. Ask an administrator, one of the circle's admins, or a holder of one of its assigner roles to remove you. See [Assigning or removing a member from a role](/structure-governance/how-to-assign-or-remove-a-member-from-a-role). ### Two things to expect afterwards **Nobody is told, including you.** Talkspirit emails and notifies a person when someone else removes them from a role. That message is suppressed when you remove yourself, so leaving a role is silent. **You stay in the circle.** Leaving your last role in a circle does not remove your circle membership, and that membership carries decision-maker rights by default. Decision makers can create roles and open proposals in the circle, so you can keep real governance rights in a circle you thought you had left, with nothing on screen saying so. Check it: open the circle, go to its **Members** tab, and look for your own name. If you are listed and nothing beside it says **Non-Decision Maker**, you are still a decision maker there. To leave properly, you also have to be removed from the circle, which again needs someone who can assign members. ## What's next? - [Assigning or removing a member from a role](/structure-governance/how-to-assign-or-remove-a-member-from-a-role) - [Decision makers in a circle](/structure-governance/what-is-a-decision-maker-of-a-circle) - [Adding or removing a member without a role from a circle](/structure-governance/how-to-add-or-remove-a-member-without-a-role-from-a-circle) - [Viewing your roles](/structure-governance/how-can-i-see-my-roles) --- ## Viewing your roles and circles URL: https://support.talkspirit.com/en/structure-governance/how-can-i-see-my-roles Category: Structure & Governance · Section: Roles & assignments · Type: Tutorial ## Viewing your roles and circles The quickest list of your own roles is **My circles & roles**, a section that sits permanently in the left panel of the Structure module. For the fuller picture, including how much of your time each role takes and which circles you administer, open the **Roles** tab of your member profile. One note on wording. Your organisation can rename circle, role, purpose and the other governance words under **Administration > Terminology**, so if your organisation calls a circle a squad, read "squad" throughout. The defaults are used here. ## My circles & roles Open the **Structure** app from the navigation rail. The panel on the left starts with **My organisation**, and **My circles & roles** sits directly under it. It lists every circle you belong to, in alphabetical order. A circle with a chevron beside it holds roles of yours: click the chevron to unfold them, and your roles appear one level under, also in alphabetical order. Click any circle or role to open its page. Two things to expect. The section shows your circles only, so a parent circle you do not belong to is not drawn, and the tree is two levels deep rather than a full hierarchy. And which circles you left unfolded is remembered in your browser, not on your account, so another computer opens them collapsed. If you hold nothing at all, the section reads **No roles or circles assigned**. ![The Structure panel showing the My circles and roles section, with two circles unfolded to reveal the roles held inside each](/images/structure-governance/how-can-i-see-my-roles/01-my-circles-and-roles-panel.png) ## The Roles tab on your profile Open the **Members** app, find yourself in the list, and open your profile. **Roles** is the first tab and the one Talkspirit opens on. - **Current roles** groups your role cards under the circle each one belongs to. A card carries the role name, its purpose, and your scope when one has been set. Click the name to open the role. - An **Admin** badge on a card means you are an administrator of that circle. This is the only screen that gathers your circle-admin status across every circle at once. - **Time spent in roles** draws a coloured bar above the cards, one segment per role, with an **Over-allocated** badge if the segments add up to past 100%. It appears only once someone has recorded your allocations. - **No role in the circle** lists, at the bottom, the circles you belong to without holding a role in them. - **Roles history** runs down the right-hand side: every assignment, removal, election and scope change, with a **Filter** control for type and year. ![A member profile on the Roles tab, showing role cards grouped by circle with Admin badges, and the Roles history timeline on the right](/images/structure-governance/how-can-i-see-my-roles/02-member-profile-roles-tab.png) ## On the Cockpit, the chart and the directory The **Cockpit** carries a **My circles and roles** card that counts your circles and roles, then devotes one panel to each circle, listing your roles there under **Your roles**. **Explore the structure** on that card opens the chart. The chart itself, on **Structure > Explore organisation**, marks nothing as yours until you ask it to. Open **Filter** at the top right and switch on the **My roles** and **My circles** quick filters. The **Highlight** control beside it will not do this for you either: no view ships with the product, so it opens on **No views** until you or an administrator creates one. See [Managing chart custom views](/structure-governance/how-to-manage-chart-custom-views). The **Circles & roles directory** offers the same two quick filters, where they narrow the table instead of the canvas. ![The chart filter panel, showing the My roles and My circles quick filters](/images/structure-governance/how-can-i-see-my-roles/03-chart-quick-filters.png) ## Circles where you hold no role Belonging to a circle without holding a role in it is a normal state. The circle still appears in **My circles & roles** and under **No role in the circle** on your profile, and the circle's own **Members** tab lists you with **No roles** in the Roles column. It also carries rights. Everyone added to a circle becomes a **decision maker** of it unless somebody switches that off, and decision makers can create roles and raise proposals in the circle. Your profile does not show this, but the circle's **Members** tab does: it prints **Non-Decision Maker** beside anyone whose flag has been switched off. ## What's Next? - [Decision makers in a circle](/structure-governance/what-is-a-decision-maker-of-a-circle) - [Circle Admins](/structure-governance/who-are-circle-admins) - [Applying or resigning from a role](/structure-governance/how-do-i-apply-or-resign-from-a-role) --- ## Adding or removing a member without a role from a circle URL: https://support.talkspirit.com/en/structure-governance/how-to-add-or-remove-a-member-without-a-role-from-a-circle Category: Structure & Governance · Section: Chart & circles · Type: Tutorial · Tags: permissions ## Adding or removing a member without a role from a circle You can add someone to a circle without giving them a role. Open the circle, select the **Members** tab, and click **Add member**. To take them out again, use **Remove from circle** in the menu at the end of their row. One thing no screen tells you: anyone you add to a circle becomes a **decision maker** of it immediately, so they can create roles and open proposals there. It is on by default and the add dialog offers no way to switch it off. > **In summary:** circle, **Members** tab, **Add member** to add. The row's three dots, **Remove from circle**, to remove. Everyone you add can govern the circle until someone takes that status away. ## What you need Open the circle's **Members** tab and look for the **Add member** button. If it is there, you can add and remove members. If the tab shows only the list, you cannot. In the interface, that button appears when you are an administrator, when you hold a role that manages assignments in the circle, when you are an admin of that circle, or when your organisation lets all members assign. The server applies the same rule, so what the button offers you is what it will accept. Two starting states are wider than you might expect. A circle that has no circle admin yet can be managed by any of its members, and a circle with nobody in it at all can be managed by anyone in the organisation. This is deliberate, so that a new chart can be built at all. If your organisation has renamed circles or roles, you will see your own words in place of the labels below. ## Add a member without a role 1. Open the circle and select the **Members** tab. 2. Click **Add member**. A dialog headed **Manage members on** the circle's name opens. 3. Type a name in the **Search member** box. 4. Click the person in the results. They are added straight away, with no confirmation step, and their name moves into the **Assigned members** list below. 5. Repeat for anyone else, then close the dialog. ![The Manage members on Product Development dialog: a Search member box with the organisation's members listed below it, each ready to be clicked](/images/structure-governance/how-to-add-or-remove-a-member-without-a-role-from-a-circle/01-manage-members-dialog.png) They now appear on the **Members** tab with **No roles** in the Roles column, and they are notified in the app and by email: "You have been assigned to the circle", with the circle's name. Two other routes open the same dialog: - The circle's three-dot menu at the top of the page has **Assign member**. - On the **General** tab, the **Composition** panel lists the circle's roles and ends with a **No role attributed** row. Its three-dot menu has **Add member**. That row appears only once the circle already has a member with no role, so it cannot add the first one. ![The Composition panel of a circle: Product Manager and Developers, then a No role attributed row reading 1 member, with its three-dot menu open on Add member](/images/structure-governance/how-to-add-or-remove-a-member-without-a-role-from-a-circle/02-composition-no-role-attributed.png) ## What the person can do straight away Being added to a circle grants **decision maker** on it. That is the permission covering governance inside the circle: creating roles and sub-circles, editing and deleting the roles it holds, adding policies, and creating and voting on proposals. There is no setting for it in the add dialog, and nothing on the Members tab marks a decision maker, so the grant is easy to miss. If that is not what you intend, demote the person afterwards. On the **Members** tab, open the three dots on their row and choose **Set as Non-Decision Maker**. [Decision makers in a circle](/structure-governance/what-is-a-decision-maker-of-a-circle) covers what the status carries and who is allowed to change it. Demotion sticks. If you remove someone you had demoted and add them back later, they return demoted, because only a first assignment gets the default. Outside governance, the membership brings them into the circle's meetings as a participant. ## Remove a member from a circle 1. Open the circle and select the **Members** tab. 2. Open the three-dot menu at the end of their row. 3. Click **Remove from circle**. ![The Members tab of a circle: a member whose Roles column reads No roles, with their three-dot menu open showing Copy URL, Upgrade to circle admin, Set as Non-Decision Maker and Remove from circle](/images/structure-governance/how-to-add-or-remove-a-member-without-a-role-from-a-circle/03-members-tab-remove-from-circle.png) You can also remove someone from the **Manage members** dialog: the cross beside their name in the **Assigned members** list removes them at once, with no confirmation. ### What the removal takes with it - **Every role they held in that circle goes too.** Leaving the circle ends every assignment they hold inside it, in the same action. - **They receive one notification, about the circle.** The role removals it triggers are silent, so do not expect a message per role. - **Time spent** recorded against those roles is deactivated. - **They stop blocking open proposals.** If a proposal in the circle was waiting on their consent, they are dropped from the list, and it can complete without them. - **Their tasks are unassigned** on the boards they lose access to. - **Nothing that belongs to the roles is lost.** Purposes, domains, accountabilities, goals, metrics, checklists and working agreements sit on the role and wait for the next holder. - **Their decision-maker status in the circle ends with the membership.** ### Removing a role does not remove the membership The two directions are not symmetrical, and this is the part that catches people out. Removing someone from a **circle** removes their roles in it. Removing someone from their **last role** in a circle does not remove them from the circle. They stay a member of it, and they stay a decision maker of it, so they can still create roles and open proposals there. So if you mean to take someone out of a circle, take them out of the circle. Unassigning their roles one at a time leaves the membership, and its governance rights, in place. After a round of role changes, check the circle's **Members** tab: anyone still listed with **No roles** in the Roles column is in exactly that state. ## What's next? - [Decision makers in a circle](/structure-governance/what-is-a-decision-maker-of-a-circle) - [Assigning or removing a member from a role](/structure-governance/how-to-assign-or-remove-a-member-from-a-role) - [Circle Admins](/structure-governance/who-are-circle-admins) - [Configuring circle settings for my organisation](/structure-governance/how-to-configure-circle-settings-for-my-organization) --- ## Decision makers in a circle URL: https://support.talkspirit.com/en/structure-governance/what-is-a-decision-maker-of-a-circle Category: Structure & Governance · Section: Chart & circles · Type: Tutorial · Tags: permissions ## Decision makers in a circle A decision maker is a member of a circle who can change how that circle is organised: creating roles and sub-circles inside it, editing and deleting the roles it holds, adding policies, and creating and voting on proposals. Everyone assigned to a circle becomes a decision maker of it immediately. It is a status you take away from the few people who should not govern the circle, not one you hand out. > **In summary:** decision maker is the governance permission inside a circle, and it comes with every assignment. Remove it from the circle's **Members** tab with **Set as Non-Decision Maker**. ## What a decision maker can do In the interface, being a decision maker of a circle gives you: - **Add role** and **Add sub-circle** on the circle's page. - Edit and delete the roles listed inside the circle, and add a policy to it. - Create proposals for the circle, and vote on them. You get the status from any active assignment in the circle, and an assignment you hold through a role counts. So filling a role inside a circle makes you a decision maker of that circle even if nobody added you to the circle directly. Two things sit outside this. Moving or deleting a circle, and proposing changes to the circle's own purpose, domains or accountabilities, count as governing the circle *itself*, so they need the status in its **parent circle** instead. On the top circle of your organisation, that circle counts as its own parent. ## What a non-decision maker can still do Taking the status away removes governance authority and nothing else. A non-decision maker keeps their roles and their work, and can still: - Raise tensions and bring them to a meeting. - Attend the circle's meetings, write the notes, and be the meeting's note taker. - Work on the circle's projects, checklists, metrics and Goals. > **Note:** decision-maker status has no effect in the Meetings module. Nothing about attending, running, or writing up a meeting depends on it. ## How to remove or restore the status You need to be able to manage the circle's settings, which in practice means an organisation administrator or a **Circle Admin** of that circle. 1. Open the circle and select the **Members** tab. 2. Click the three dots at the end of the member's row. 3. Select **Set as Non-Decision Maker**. ![Members tab of a circle, with a member's three-dot menu open. Set as Non-Decision Maker is outlined, above Remove from circle and below Copy URL and Downgrade to member.](/images/structure-governance/what-is-a-decision-maker-of-a-circle/01-set-as-non-decision-maker.png) The member's row then reads **Non-Decision Maker** next to their name. Decision makers carry no badge, so an unmarked row means the person can govern the circle. ![The same Members tab after the change. One member's row now shows a Circle Admin badge and the words Non-Decision Maker; the other member's row carries no marking.](/images/structure-governance/what-is-a-decision-maker-of-a-circle/02-non-decision-maker-label.png) To give the status back, open the same menu and select **Set as Decision Maker**. Three details worth knowing before you start: - The menu lives on a **circle's** Members tab. A role's Members tab does not offer it. - A member appears as one row even when they hold several roles in the circle, so the change applies to every assignment they hold there. - The menu currently offers **Set as Non-Decision Maker** to a slightly wider group than the one that can complete it. If you hold a role that manages the circle's assignments, or your organisation lets all members assign, the item appears and the change is then refused. Only administrators and the circle's own **Circle Admins** can carry it through. ## Decision maker, circle admin, administrator Readers often merge these three. They are separate, and none of them implies another. | Status | What it covers | Where it is set | |---|---|---| | **Decision Maker** | Governance inside one circle: roles, sub-circles, policies, proposals, votes | The circle's **Members** tab only. On by default | | **Circle Admin** | The circle's own settings: privacy, decision mode, who may assign members | The circle's **Members** tab, or the **Circle Admins** list on the circle's settings page. Off by default | | **Administrator** | The whole organisation, including Structure settings and role templates | Administration | Being an organisation administrator does not make you a decision maker. In the interface, an administrator with no decision-maker assignment in a circle sees no **Add role** or **Propose changes** control there, and creating a proposal or casting a vote in that circle is refused outright. Being a **Circle Admin** does not grant it either: a circle admin can hand the status out, including to themselves, but does not hold it by virtue of the badge. If you have used Talkspirit's governance features for a while, you may know this status as **decision maker**. The same setting used to carry two labels: "decision maker" when the Holacracy add-on was switched on, and "decision maker" when it was off. There is now one name, **Decision Maker**, whether or not your organisation uses Holacracy. Unlike circle, role and proposal, it is not a term an administrator can rename, so it reads the same in every organisation. ## What's Next? - [Circle Admins](../structure-governance/who-are-circle-admins) - [Assigning or removing a member from a role](../structure-governance/how-to-assign-or-remove-a-member-from-a-role) - [Circles in Talkspirit](../structure-governance/circle-overview) - [Decision Settings](../structure-governance/what-are-decision-settings) --- ## Circle Admins URL: https://support.talkspirit.com/en/structure-governance/who-are-circle-admins Category: Structure & Governance · Section: Chart & circles · Type: Reference · Tags: permissions ## Circle Admins A circle admin is a member of one circle who can change how that circle is set up: its settings, who else is a circle admin, who counts as a decision maker in it, and whether the circle is deleted. The status applies to that circle alone and grants nothing anywhere else in your organisation. It is given in two ways: an existing circle admin adds you on the circle's Settings page, or you are assigned to a role whose template carries the **Grants circle admin** setting, in which case the status comes with the assignment. See [Creating and managing role templates](/structure-governance/role-templates-overview). Three things are easy to merge into one, and the product keeps them apart. - **Circle admin** covers one circle's configuration. That is this article. - **Decision maker** covers one circle's governance: adding roles, creating proposals, voting. Everyone assigned to a circle is a decision maker of it by default. See [Decision makers in a circle](/structure-governance/what-is-a-decision-maker-of-a-circle), which sets the three statuses side by side. - **Organisation administrator** is an organisation-wide status granted outside Structure, and it carries administrator rights everywhere. Neither of the first two implies the other. A circle admin who is not a decision maker cannot add a role to the circle, and a decision maker who is not a circle admin cannot delete it. If your organisation has renamed "circle", the labels follow the new word: rename circles to squads and you get "Squad Admin" and "Upgrade to squad admin". ## What a circle admin can do In the interface, a circle admin can: - Open the circle's **Settings** page and save its **Governance overrides**: how changes to roles and sub-circles are processed, the auto-validation delay, and who may edit a draft proposal. - Change the circle's **Privacy** settings, which control who outside the circle can see its operations and its attachments and working agreements. - Choose the circle's **Elected roles** and **Assigner roles**. - Add and remove the circle's other circle admins. - Set and unset **Decision Maker** on the circle's members. - Delete the circle. Circle admins also reach **Meetings** then **Templates** without needing meeting-creation rights, so they can manage the meeting templates scoped to the circles they administer. For what each of those settings does, see [Personalising a circle's settings](/structure-governance/personalizing-your-circles-settings). ## What a circle admin cannot do Being a circle admin does not let you add a role to the circle, edit the circle's own name, purpose, domains or accountabilities, create a proposal, or vote on one. Those all depend on being a decision maker of the circle, which is a separate status stored alongside circle admin on the same assignment. ## Where you can see who is a circle admin - **The circle's Members tab.** A grey **Circle Admin** badge sits beside the member's name, in a column that carries no heading. Members without the status show nothing there. - **The circle's Settings page, General tab.** The **Circle Admins** picker lists the circle's current admins and nobody else. - **A member's profile, Roles tab.** A role card shows an **Admin** badge where that assignment carries circle-admin status. Read it as circle admin, not as organisation administrator. ![The Members tab of the Services circle. Two rows: the first member has nothing beside their name, the second carries a grey Circle Admin badge in a column with no heading, between Name and Roles.](/images/structure-governance/who-are-circle-admins/01-circle-admin-badge-members-tab.png) There is no organisation-wide list of circle admins. To answer "which circles does this person administer", open their profile's **Roles** tab rather than checking circles one at a time. ## How someone becomes a circle admin - **By creating the circle directly.** Whoever adds a circle from the chart becomes a circle admin of it automatically. This does not happen for a circle created by adopting a proposal: that circle arrives with no members and therefore no circle admin, so somebody has to be added and appointed before it can be run. - **By being appointed**, from either surface below. - **Through a role.** A role can be configured so that whoever fills it becomes a circle admin of its circle. Nothing in the interface shows or sets that configuration, so if someone holds the status and neither created the circle nor was appointed, this is the reason. Contact support if you need it checked or changed. The person must already hold an active assignment in the circle, so add them to the circle first. ## How to appoint or remove a circle admin From the circle's **Members** tab: 1. Open the circle and select the **Members** tab. 2. Click the three dots at the end of the member's row. 3. Select **Upgrade to circle admin**. To take the status away, select **Downgrade to member**. The same menu carries a second, separate item for decision-maker status: **Set as Non-Decision Maker**, or **Set as Decision Maker** if the person has already been demoted. Two statuses, two menu items, and changing one leaves the other untouched. ![The row menu open on a member of the Services circle, listing Copy URL, Upgrade to circle admin, Set as Non-Decision Maker and Remove from circle.](/images/structure-governance/who-are-circle-admins/02-row-menu-upgrade-to-circle-admin.png) From the circle's **Settings** page: 1. Open the circle, click the three dots in the top right, and select **Settings**. 2. On the **General** tab, find the **Circle Admins** card. 3. Add or remove people in the picker. Each change saves immediately, so this card has no Save button. ![The Circle Admins card on a circle's settings General tab, holding one name as a removable chip in a picker that spans the card.](/images/structure-governance/who-are-circle-admins/03-circle-admins-picker-settings.png) ## Who can appoint a circle admin In the interface, those menu items and the **Settings** entry appear for organisation administrators, the circle's existing circle admins, anyone holding one of the circle's assigner roles, and, where your organisation has switched on all-members assignment, any member with an active assignment. A circle that has no circle admin yet is open to any of its members. Only organisation administrators and the circle's existing circle admins can complete the change. If the option is offered to you on any other basis, the save is refused. Ask an administrator, or an existing circle admin of that circle, to make the change for you. ## What's Next? - [Decision makers in a circle](/structure-governance/what-is-a-decision-maker-of-a-circle) - [Personalising a circle's settings](/structure-governance/personalizing-your-circles-settings) - [Deleting a circle](/structure-governance/what-happens-when-deleting-a-circle) - [Role Overview](/structure-governance/role-overview) --- ## Cross-circle roles in Talkspirit URL: https://support.talkspirit.com/en/structure-governance/cross-circle-roles-overview Category: Structure & Governance · Section: Roles & assignments · Type: Reference · Tags: permissions ## Cross-circle roles in Talkspirit A **cross-circle role** is an existing role from one circle that a second circle invites in, so the same piece of work takes part in both places. The invited copy appears in the chart under the circle that invited it, marked **(invited)**, and stays tied to the original role it came from. > **In summary:** Inviting a role creates a linked copy of it inside another circle. The circle that invites decides on its own, the original circle is not asked, and the copy inherits its name, purpose, domains and accountabilities from the original and follows every later change to it. ## The same idea under several names You will meet this concept under more than one label. They all mean the same thing: - In the Structure module, the copy carries the suffix **(invited)** after the role name, both in the circle's role list and at the top of the role page. - On the original role's page, an **Invited in** section lists the circles that have invited it. - In the org chart's **Status** highlights, the colour for these roles is called **Transversal**. - In public pages, the organisation statistics widget and the role picker call them **Cross-circle roles**. The French interface says *rôle transversal*, which is where the older English wording "transversal role" came from. > **Note:** Your organisation can rename **circle** and **role**, so these labels follow the words your organisation uses. ## Who can invite a role Inviting is decided entirely in the circle that receives the role. Nothing is asked of you in the circle the role comes from, and the original circle is never asked to approve. Two routes lead there in the interface: - **Through a proposal.** Add the **Invite a role** evolution to a governance proposal on the receiving circle. This is the route for anyone taking part in that circle's governance. - **Directly.** Administrators can turn on **Architect mode**, open the receiving circle and choose **Invite role** from its menu. Architect mode is reserved for administrators and skips the proposal workflow. The server accepts the change from an administrator, or from a **Decision Maker** in the receiving circle. Members are decision makers of the circles they belong to unless someone switches that off on their assignment, so in most organisations the people already working in a circle can invite a role into it. ## Which roles can be invited Almost any role in another circle can be invited. The limits are: - A **core role** cannot be invited. The role picker still lists core roles, so choosing one fails with an error message rather than being prevented up front. - A role that is already an invited copy cannot be invited on somewhere else. - A role cannot be invited into the circle it already sits in, nor into the same circle twice. - Only roles can be invited, not circles, and only into a circle. - An invited role cannot be marked as hiring, and cannot act as the circle's link to its parent circle or to a sub-circle. ## What the copy inherits The copy takes the original's **name**, **purpose**, **domains** and **accountabilities**, and keeps them in step: editing any of these on the original updates every copy of it. Deleting the original deletes every copy with it. That is why **Edit** is not offered on an invited role. An invited role is edited where it lives: change the original in its own circle, and the change reaches every circle that invited it. The receiving circle can remove the role it invited by deleting the invited copy. Only the copy goes; the original role is untouched. ![The Product Development circle's role list in the Structure module, showing "Holacracy Coach (invited)" alongside ordinary roles Facilitator, Secretary, Lead Engineer and Product Designer](/images/structure-governance/cross-circle-roles-overview/circle-role-list-invited-role.png) ## Who holds an invited role An invited role is assigned like any other role, and its holders are not restricted to the people holding the original. - If the original role has exactly one holder when the invitation is made, that person is assigned to the copy automatically. Otherwise the copy starts empty and the receiving circle assigns whoever it chooses. - Removing someone from the original role also removes them from every copy of it. - Adding someone to the original role afterwards does **not** add them to the copies. Holding an invited role places an assignment inside the receiving circle. The holder therefore counts as a **Decision Maker** in that circle, unless that is switched off on their assignment, and takes part in its governance in the same way as anyone else holding a role there. ## What's next - [Roles in Talkspirit](/structure-governance/role-overview) - [Adding, editing, or deleting a cross-circle role](/structure-governance/how-to-add-edit-or-delete-a-cross-circle-role) - [Main roles and the Core badge](/structure-governance/understanding-core-roles) - [Assigning or removing a member from a role](/structure-governance/how-to-assign-or-remove-a-member-from-a-role) --- ## Adding, editing, or deleting a cross-circle role URL: https://support.talkspirit.com/en/structure-governance/how-to-add-edit-or-delete-a-cross-circle-role Category: Structure & Governance · Section: Roles & assignments · Type: Tutorial · Tags: permissions ## Adding, editing, or deleting a cross-circle role A **cross-circle role** is an existing role that a second circle invites in, so the same work takes part in both places. Everything happens in the circle that receives the role. This article covers the three actions; [Cross-circle roles in Talkspirit](/structure-governance/cross-circle-roles-overview) explains what the invited copy is and which roles can be invited. > **In summary:** invite a role by adding the **Invite a role** evolution to a proposal on the receiving circle. You cannot edit the invited copy, only the original role in its own circle. Deleting the invited copy removes it from your circle and leaves the original untouched. ## Before you start You need to be a **Decision Maker** in the circle that will receive the role, or an administrator. Members are decision makers of the circles they belong to unless that has been switched off on their assignment, so in most organisations the people already working in a circle can invite a role into it. You need nothing at all in the circle the role comes from. That circle is not asked and is not notified. ## Invite a role through a proposal This is the route for everyone who takes part in a circle's governance. 1. Open a proposal on the circle that will receive the role, or create one. 2. Click **Add evolution**. 3. Under **Change existing**, choose **Invite a role**. ![The Add evolution chooser open on a proposal, showing the Invite a role card described as "Invite an existing role from another circle as a linked role in this one"](/images/structure-governance/how-to-add-edit-or-delete-a-cross-circle-role/01-add-evolution-invite-a-role.png) 4. Pick the role you want. The list shows roles from other circles with their home circle underneath, and a search box appears once there are more than five. ![The Role invitation panel on a proposal, listing roles from other circles with their home circle under each name](/images/structure-governance/how-to-add-edit-or-delete-a-cross-circle-role/02-invite-a-role-picker.png) 5. Confirm to stage the evolution on the proposal. The role is not invited yet. Like every other evolution, it reaches the chart when the proposal is **adopted**. > **Note:** the picker also lists roles that cannot be invited, such as main roles carrying the Core badge. Choosing one fails with an error message rather than being blocked in the list. [Cross-circle roles in Talkspirit](/structure-governance/cross-circle-roles-overview) has the full set of limits. ## Invite a role directly, as an administrator Administrators can skip the proposal entirely. 1. Go to **Explore organisation** and turn on **Architect mode**. The toggle sits at the top right of that page and nowhere else. 2. Open the receiving circle from the chart or the directory so it opens as a panel, not as a full page. Architect mode's direct actions only appear in the panel. 3. Open the circle's **More actions** menu and choose **Invite role**. 4. Select the role and confirm. The role is invited straight away, with no proposal and no vote. ## Edit a cross-circle role An invited role cannot be edited where it was invited. Its name, purpose, domains and accountabilities belong to the original role and follow it, and the server refuses any change to them on the copy. To change any of them, open the **original role in its own circle** and edit it there. Every circle that invited the role receives the change. The **(invited)** suffix after a role name tells you which of the two you are looking at, and the original role's page lists its host circles under **Invited in**. The role page hides **Edit** on an invited role, but the circle's role list still shows it in the role's menu. Use it there and the change is refused, so go to the original role instead. > **Note:** older documentation described adding extra domains and accountabilities to an invited role so it carries a wider scope in the circle that invited it. The interface has no control for this today. ## Delete a cross-circle role Deleting the invited copy and deleting the original role are two different acts with very different consequences. **To remove the role from your circle**, delete the invited copy the way you would delete any role: add the **Delete a role** evolution to a proposal on your circle, or choose **Delete role** from the role's menu in the circle's role list. Only the copy goes. The original role stays exactly where it is, still assigned, still doing its work in its own circle. **Deleting the original role deletes every invited copy of it**, in every circle that invited it, at the same time. If several circles depend on that role, tell them before you delete it. Either way, deleting ends the assignments on the role that disappears, so its holders stop counting in that circle. Nothing is moved: goals pointed at a deleted role are not transferred to the original, so re-attribute anything you want to keep before you delete. ## What's next - [Cross-circle roles in Talkspirit](/structure-governance/cross-circle-roles-overview) - [How do I add a role or a circle?](/structure-governance/how-to-add-a-role-or-a-circle) - [Assigning or removing a member from a role](/structure-governance/how-to-assign-or-remove-a-member-from-a-role) - [How do I delete a role or a circle?](/structure-governance/how-to-delete-a-role-or-a-circle) --- ## Building relations between roles and circles URL: https://support.talkspirit.com/en/structure-governance/building-relationships-between-roles Category: Structure & Governance · Section: Roles & assignments · Type: Tutorial ## Building relations between roles and circles A relation is a link Talkspirit works out for you. Mention a circle with **@** inside a role's or a circle's **Domains** or **Accountabilities**, and that circle's General tab lists the mentioning role or circle in its **Relations** section. Nothing else creates a relation, and nothing lets you write one by hand. ## What a relation is made of Talkspirit reads two fields, and only two: **Domains** and **Accountabilities**, on roles and on circles alike. Every **@** mention of a role or a circle inside them is recorded as a reference, and the circle on the receiving end shows the other side of it. Three things follow, and they are the ones people get wrong: - **Purpose, policies and custom fields do not count.** The **@** picker works in them and the mention still becomes a working link, but it never reaches Relations. - **Only circles display relations.** A role page has no Relations section, so mentioning a role creates a link without creating anything you can read back on that role afterwards. - **Typing a name is not mentioning it.** The reference travels with the chip you pick from the list, not with the words. Writing a circle's name by hand records nothing. ## Building one 1. Open the role or the circle that has the dependency, in **Structure**. 2. Start editing its **Domains** or its **Accountabilities**. In the interface those fields open for a decision maker: on a role, a decision maker of the circle the role sits in; on a circle, a decision maker of its parent circle. Everyone else reads them. 3. Type **@** and the first letters of the circle's name, then pick it from the list. 4. Save the field. Inside a governance field the picker offers members, roles and circles only. For the gesture itself, see [How do I mention roles?](/structure-governance/how-to-mention-roles). For how the change is saved, directly or as a proposal, see [How do I edit governance fields for roles and circles?](/structure-governance/how-to-edit-core-and-custom-governance-fields-for-roles-and-circles). ## Reading them back Open the circle you mentioned and stay on its **General** tab. **Relations** sits below the governance fields and the custom fields, with a count beside its title. ![The General tab of the Business Operations circle in Structure, with Purpose, Domains, Accountabilities, Policies and Strategy above an outlined Relations section showing a dash because nothing references this circle yet](/images/structure-governance/building-relationships-between-roles/01-relations-section-on-a-circle.png) Each line names the role or circle that mentioned this one, followed by its own parent circle, so two roles called the same thing stay apart. Click a line to open that role or circle. When nothing points at the circle, the section shrinks to a single row with a dash, which is what the frame above shows. The list is derived and read-only by design. Hover the section and a padlock appears in its header, marking it as calculated rather than authored. To change what it says, change the mention that produced it: remove the mention and the line goes with it. Everyone who can open Structure sees the same Relations. It is a shared view of the organisation, not a personal one. ## What relations do not do **They do not draw a chart.** Explore organisation offers three views, **Circles & roles**, **Hierarchy** and **Network**, and all three plot the same containment tree: which circle holds which role. None of them turns mentions into lines between roles, and no setting adds that. If you came looking for a relations chart, this section is the whole of it. See [How do I navigate my chart?](/structure-governance/how-to-navigate-your-chart). **They are not cross-circle roles.** A cross-circle role is an existing role invited to work inside a second circle, which is a real structural change with its own holders and permissions. A relation only records that one entity referenced another. See [What are cross-circle roles?](/structure-governance/cross-circle-roles-overview) and [How do I add, edit, or delete a cross-circle role?](/structure-governance/how-to-add-edit-or-delete-a-cross-circle-role). **They grant nothing.** A relation carries no rights, no reporting line and no obligation. It is a signpost between two governance texts, useful for spotting who has declared a dependency on a circle before you change it. ## What's Next? - [How do I mention roles?](/structure-governance/how-to-mention-roles) - [How do I edit governance fields for roles and circles?](/structure-governance/how-to-edit-core-and-custom-governance-fields-for-roles-and-circles) - [What are cross-circle roles?](/structure-governance/cross-circle-roles-overview) - [How do I navigate my chart?](/structure-governance/how-to-navigate-your-chart) --- ## Navigating your organisation chart URL: https://support.talkspirit.com/en/structure-governance/how-to-navigate-your-chart Category: Structure & Governance · Section: Chart & circles · Type: Tutorial ## Navigating your organisation chart Your organisation chart is on **Explore organisation**, the first entry under **My organisation** in the Structure panel. It draws every circle and every role in your organisation on a single canvas, and you can open any of them from there without leaving the page. One note on wording. Your organisation can rename circle, role, sub-circle, parent circle, purpose, domain, accountability and policy under Administration > Terminology, so if your organisation calls a circle a squad, read "squad" throughout. The defaults are used here. ## What is on the page? The chart fills the canvas, and four things sit around it: - **Top left**: the view buttons. - **Top right**: **Filter**, **Highlight** and a search box. - **Bottom left**: the name and purpose of the circle or role you are on, above a breadcrumb showing where it sits in the organisation. - **Bottom right**: the navigation lock, **Fit to view**, zoom, and a minimap. The rest of the Structure panel is worth knowing, because the chart is not the only way in. Under **My organisation** you also get the **Circles & roles directory**, which lists the same tree as a searchable table, plus **Proposals**, **Working agreements** and **Timetravel**. Below that, **My circles & roles** is a shortcut tree of the circles you belong to. ## How do I switch views? Three views show the same structure in different shapes. Click a button at the top left to switch. Your choice is remembered in your browser, so the page reopens on the view you used last. - **Circles & roles** draws the organisation as nested bubbles: circles inside circles, with roles as solid discs inside them. It is the shape most people mean by "the chart", and it is the one the sections below describe unless stated otherwise. - **Hierarchy** draws a classic top-down chart of cards, one card per circle or role. - **Network** lays circles and roles out as a network of connections. An administrator decides which views exist and which one members see first, so you may find fewer than three buttons. ![The Explore organisation page in the Hierarchy view, showing the organisation as a tree of circle cards, with the view buttons outlined at the top left and the expand, collapse, layout and zoom controls outlined at the bottom right](/images/structure-governance/how-to-navigate-your-chart/01-hierarchy-view-and-controls.png) The Hierarchy view opens partly folded. Use the small **+** and **-** on a card to open or close that branch, **Expand all** and **Collapse all** to do the whole tree at once, and the button beside them to switch between a vertical and a horizontal tree. ## How do I move around? In **Circles & roles**, the canvas behaves like a map: - **Drag** it to pan, and **scroll** to zoom. - Use **Zoom in**, **Zoom out** and **Fit to view** in the bottom-right corner. Fit to view returns you to the whole organisation. - Drag inside the **minimap** to jump elsewhere. The round button on its corner hides it, and a map button then appears in the rail to bring it back. - **Lock navigation** freezes the canvas, so a stray scroll cannot move it while you read. ![The chart navigation controls in the bottom-right corner: a padlock for navigation lock, a fit-to-view button, a plus and minus zoom pill, and the minimap showing the whole organisation as small discs](/images/structure-governance/how-to-navigate-your-chart/02-navigation-controls-and-minimap.png) With the chart itself focused, the arrow keys pan, `+` and `-` zoom, `0` fits the whole organisation back in view, and `Tab` steps through the nodes circle by circle. `Ctrl+Shift+G` (`Cmd+Shift+G` on a Mac) jumps to the search box. Talkspirit remembers where you left the chart in your browser, so returning to **Explore organisation** puts you back where you were rather than at the top. There is one thing the chart does not do: you cannot cut it down to a single branch. Zooming changes what you are looking at, not what the page holds, and the breadcrumb at the bottom left moves the camera rather than re-rooting the tree. ## What can I open from a node? Circles and roles reveal more detail as you zoom. A circle carries its name, and once it is large enough you see the roles and sub-circles inside it. A role carries its name and, below it, small stacked avatars of the people who fill it. A circle that has shrunk too small to read is drawn as a single filled disc, and it opens up again as you zoom in. Click a circle or a role. The chart centres on it and its details open in a panel beside the canvas: purpose, domains, accountabilities, policies, then a **Composition** tab listing the roles inside it, who holds each one, and its sub-circles. A role nobody holds reads **Vacant**, and a role that your organisation has set as a main role carries a **Core** chip. ![The Services circle open as a side panel, showing its purpose, empty Domains and Accountabilities, a Policies section, and a Composition tab listing three roles with their holders and one sub-circle](/images/structure-governance/how-to-navigate-your-chart/03-circle-panel-from-chart.png) From the panel header you can widen it to the full page, and once a circle or role is open the address in your browser points at it. Copy that link and a colleague lands on the same circle. ## How do I narrow down what I am looking at? Three controls sit at the top right, and two of them have their own article: - The **search** box dims every role that does not match what you type and leaves the matches in colour. It matches the names of circles and roles, and the names of the people who fill them. See [Using the chart search in Talkspirit](/structure-governance/how-to-use-the-chart-search). - **Filter** offers quick filters such as **My roles** and **My circles**, and, under **All filters**, filters on a member, a role, a circle, activity or full time equivalent. - **Highlight** lists the saved views your organisation has built, so one click can colour whole categories of role at once. Nothing is highlighted until you pick a view, and if nobody has made one yet the list reads **No views**. See [Managing chart custom views](/structure-governance/how-to-manage-chart-custom-views). ## Who can see the chart, and is anything hidden? Everyone who can open the Structure module sees the whole chart. There is nothing to buy for this: the chart, its three views and all of the navigation above come with Structure itself, and the Holacracy add-on changes nothing here. **A private circle is still on the chart.** Circle privacy restricts a circle's operations and its documents, not its existence, so a member who is not in the circle still sees the circle, its position and its roles. What they lose is access to its meeting reports, projects, goals, checklists and metrics, and to its attachments and working agreements. See [Setting my circle to private](/structure-governance/how-do-i-set-my-circle-private). Two things an administrator sets for everyone, from **Structure settings > Visualisation**: which views are enabled and which is the default, and whether member avatars are drawn on chart nodes at all. Administrators may also see an **Architect mode** button beside the page title. That is a separate way of working, for editing the structure directly instead of through a proposal, and it is covered in [Adding a role or a circle](/structure-governance/how-to-add-a-role-or-a-circle). ## What's Next? - [Managing chart custom views](/structure-governance/how-to-manage-chart-custom-views) - [Using the chart search in Talkspirit](/structure-governance/how-to-use-the-chart-search) - [Managing chart settings in Talkspirit](/structure-governance/managing-chart-settings) - [Circles in Talkspirit](/structure-governance/circle-overview) - [Roles in Talkspirit](/structure-governance/role-overview) --- ## Time travel: viewing your structure's history URL: https://support.talkspirit.com/en/structure-governance/time-travel Category: Structure & Governance · Section: Chart & circles · Type: Reference Time travel shows your organisation chart **as it was at any point in the past**. It is a read-only view inside the Structure module: you pick a date on a timeline and the chart redraws to the circles, roles and positions that existed then. Nothing you do here changes the live structure. **In summary:** open **Timetravel** from the Structure navigation, drag the history scrubber to a past date (or pick a change from the timeline), and the chart reconstructs that moment. You can narrow the timeline to a single year, step change by change, play the history back, and export it. ## How the history is built Every structural change is recorded as an entry in a modification history: creating a circle or a role, moving one, deleting one, restoring one, transforming a role into a circle (or the reverse), and inviting or removing a cross-circle role. Time travel replays those entries up to the date you choose and rebuilds the chart from them, so what you see is the exact shape of the organisation at that moment. Because the history is a running record of changes, **an entity that has since been deleted still appears on the dates when it existed.** If a circle was created in March and deleted in September, viewing August shows it in place; viewing October shows it gone. Deletions and restorations are themselves recorded, so the timeline is continuous. ![The Timetravel view reconstructing the Alpine Tech chart as it stood in July 2025, with the History panel on the right and the playback scrubber along the bottom.](/images/structure-governance/time-travel/01-timetravel-past-date.png) ## Moving through time - **Scrubber.** Drag the scrubber along the timeline to move the chart forward or backward in time. - **Timeline.** The modification history lists each change with its author, date and description (for example *Create circle "Marketing"* or *Move role "Facilitator"*). Select any entry to jump the chart to that moment. - **Filter by year.** The history panel carries a year selector, set to **All years** by default, so you can narrow a long history to the year a change happened in. - **Playback and export.** Play the history back as an animation, and export it to share how the structure evolved. ![The History panel with the "All years" selector above a list of changes grouped by year, each labelled with its operation: Create role, Create circle, Delete role, or a grouped "2 changes" entry.](/images/structure-governance/time-travel/02-history-panel-year-filter.png) ## What time travel cannot show Time travel can only reconstruct what is in the organisation's own change history. Data that was **permanently deleted in a legacy Holaspirit organisation before its migration** to Talkspirit left no entry in that history, so it cannot appear at any past date, even a date before it was removed. This is the one case where an item you remember existing will not show up: it was erased in the old product, not in Talkspirit. If you need a record of the current structure rather than a past one, export it instead of relying on time travel. ## Next steps - [Navigating your organisation chart](/en/structure-governance/how-to-navigate-your-chart) - [Exporting my organisation's data as an administrator](/en/administration-security/export-your-organisations-data-as-an-administrator) - [What happens when you delete a circle](/en/structure-governance/what-happens-when-deleting-a-circle) --- ## Using the chart search in Talkspirit URL: https://support.talkspirit.com/en/structure-governance/how-to-use-the-chart-search Category: Structure & Governance · Section: Chart & circles · Type: Tutorial · Tags: search ## Using the chart search in Talkspirit The search box on **Explore organisation** does one thing: it dims every role that does not match what you type, and leaves the matches in colour. There is no list of results to click through, and the chart does not move. Anyone who can open the chart can use it. Nothing has to be switched on first. ## Where the search box is It sits at the top right of the chart, after **Filter** and **Highlight**, collapsed to a magnifying glass until you click it. From anywhere on the page, `Ctrl+Shift+G` (`Cmd+Shift+G` on a Mac) puts your cursor straight into it. ![The top-right corner of the chart toolbar, with the Filter and Highlight buttons and, outlined, the collapsed search control shown as a magnifying glass icon](/images/structure-governance/how-to-use-the-chart-search/01-search-control-in-the-chart-toolbar.png) The box next to it, **Filter**, is a different control with a confusingly similar name. Filter holds the structured filters such as **My roles** and **My circles**. The two work together rather than against each other: when you set both, a role has to satisfy the filter *and* the search text to stay in colour. ## What typing does Type, and the chart repaints as you go. Roles that match keep their colour, every other role fades to grey, and circles keep their normal shade so the shape of the organisation stays readable. A circle that matches is filled in orange. ![The Circles and roles view with agent typed in the search box. Seven roles whose names contain the word stay orange while every other role is greyed out, and the circles keep their normal beige](/images/structure-governance/how-to-use-the-chart-search/02-search-dims-non-matching-roles.png) That is the whole effect. No suggestions drop down, no results panel opens, the chart does not zoom or centre on anything, and nothing is kept as a history of what you looked for. Getting to a match is still up to you: pan and zoom to the coloured node, or drag inside the minimap. The other two views dim in the same way. In **Network** the nodes that do not match fade to a pale outline, and in **Hierarchy** the cards that do not match go faint. ## What the search matches Two things, and only two: - the **name** of a circle or role - the **names of the people** assigned to it So typing part of a colleague's name lights up every role they hold. Matching is on a fragment rather than a whole word, so `mark` finds "Marketing", and it ignores capitals and accents, so `tresor` finds "Trésorier". It does not read what is written inside a circle or role. Purposes, domains, accountabilities and policies are not searched, so a keyword that appears only in an accountability finds nothing. To track something down by what a circle is responsible for, open the circles from the chart and read them, or narrow the canvas with **Filter** first. One view behaves differently. In **Hierarchy**, only names are matched, so searching a person's name returns nothing there. Switch to **Circles & roles** or **Network** to search by person. ## How do I clear the search? Click the cross at the right of the box, or press Escape while your cursor is in it. The colour comes back immediately. Until you do, your query stays. It is kept in your browser, separately for each view and each organisation, and it survives closing the tab. If you open **Explore organisation** and find half the chart already greyed out, look at the search box before assuming something is broken, because your last search is probably still sitting in it. Switching views is not a reset either, since each view remembers a query of its own. One last thing worth knowing: while a search is running, the colours of a saved **Highlight** view are set aside. Clear the box and they come back. ## What's Next? - [Navigating your organisation chart](/structure-governance/how-to-navigate-your-chart) - [Managing chart custom views](/structure-governance/how-to-manage-chart-custom-views) - [Managing chart settings in Talkspirit](/structure-governance/managing-chart-settings) - [Circles in Talkspirit](/structure-governance/circle-overview) --- ## Managing chart custom views URL: https://support.talkspirit.com/en/structure-governance/how-to-manage-chart-custom-views Category: Structure & Governance · Section: Chart & circles · Type: Tutorial ## Managing chart custom views A view is a saved set of highlights that colours roles and circles on your organisation chart, so you can see at a glance which roles are vacant, which ones are yours, or which ones match a rule your organisation has written. You build and apply views from **Highlight**, at the top right of **Explore organisation**. Nothing is coloured until you pick a view, and your organisation does not start with any. The list is empty until someone creates one, and no view is ever applied for you automatically. The word "view" does double duty here, so it is worth separating the two meanings. **Circles & roles**, **Hierarchy** and **Network** are the three chart views, which draw the same organisation in three shapes, and they are covered in [Navigating your organisation chart](/structure-governance/how-to-navigate-your-chart). This article is about the views you save yourself, which sit on top of whichever of the three you are looking at. If your organisation has renamed circles or roles under Administration > Terminology, read your own words for them throughout. ## Where do I find my views? Open **Explore organisation** and click **Highlight**, next to **Filter** and the search box at the top right. In a narrow window the button shows only its icon. The popover holds three things: a **Search view** box, a **+** button that creates a view, and the list itself. That list shows the views you created plus the views an administrator has shared with everyone. Your own views are private, so nobody else sees them, and you never see anybody else's. When nothing has been created yet the list reads **No views**. ![The Highlight popover open on Explore organisation, with a Search view box, an orange plus button, and two saved views listed underneath: Core and cross-circle roles, carrying the Transversal and Core highlights, and Open positions, carrying Vacant and Hiring, each highlight shown with its colour dot](/images/structure-governance/how-to-manage-chart-custom-views/01-highlight-popover-with-saved-views.png) ## How do I apply a view? Click it in the list. Every role and circle the view matches takes its highlight colour, and a legend appears: - In **Circles & roles**, the legend is a panel at the top right of the canvas. - In **Hierarchy** and **Network**, it is behind the information button in the controls at the bottom right. The legend lists each highlight in the view. Click a line to hide or show that colour on its own, use the eye button at the top of the panel to hide or show all of them at once, and the chevron to collapse the panel. In **Circles & roles**, the round cross on the corner of the panel closes the view. Clicking the selected view again in the list also switches it off. A role or circle that matches several highlights at once is drawn in diagonal stripes of each of their colours. Talkspirit remembers your choice in your browser, separately for each of the three chart views, so **Circles & roles** and **Hierarchy** can each carry a different one. ## Why did my colours disappear? Filters and the search box take priority over highlights. While a filter is active, or while there is text in the search box, roles that do not match are dimmed and the highlight colours step aside. Clear the filter, or empty the search box, and your colours come back. ## How do I create a view? 1. Click **Highlight**, then the **+** button. 2. In the **Create view** window, type a name in **Template name**. 3. Under **Chart legends**, click **Add highlight** and tick the highlights you want. Each one you tick is added to the list above the button. 4. On a highlight's row, use the colour button to change its colour, or the bin button to take it out again. 5. Click **Create**. **Create** stays greyed out until the view has both a name and at least one highlight. Once saved, the view appears in the list, and you apply it by clicking it. You can keep up to 100 personal views. ![The Create view window, with Template name filled in as Time allocation, the Share with organisation switch turned off, and a Chart legends section listing two full time equivalent highlights, each with its colour button and a bin button, above the Add highlight button](/images/structure-governance/how-to-manage-chart-custom-views/02-create-view-window.png) ## Which highlights can I choose? The **Add highlight** menu groups them: - **My roles and circles**: the roles you hold, and the circles you belong to. - **Status**: Vacant, Hiring, Core and Transversal. - **Activity**: active in the last 7, 30 or 90 days, or in the last year. - **Full time equivalent**: four thresholds on the total time allocated to a role or circle. - **My organisation**: the highlights your administrators have written from your own role and circle fields. See [Managing role and circle highlights as an administrator](/structure-governance/manage-highlights-as-an-admin). ## How do I edit, duplicate or delete a view? Point at a view in the list and click the **...** button on its row. - **Edit** reopens the form with the view's name and highlights ready to change. - **Duplicate** makes you a personal copy, named after the original with **(copy)** at the end. You can duplicate any view in your list, including a shared one. - **Delete** asks you to confirm first. A deleted view cannot be restored. **Edit** and **Delete** only appear on views you are allowed to change: the ones you created, plus, for administrators, the shared ones. ## What can only administrators do? Anyone can create a view for themselves. Two switches in the form appear only if you are an administrator: - **Share with everyone in the organisation** puts the view in every member's **Highlight** list. - **Set as the organisation default view**, offered once the view is shared, marks it as the organisation's reference view. It is then listed first and carries a **Default** badge. One thing to know about that default: it is a label, not an automatic setting. The chart deliberately opens with no view active, so every member, new or not, starts on a plain chart and chooses a view themselves. ## What's Next? - [Navigating your organisation chart](/structure-governance/how-to-navigate-your-chart) - [Using the chart search in Talkspirit](/structure-governance/how-to-use-the-chart-search) - [Role and Circle Highlights in Talkspirit](/structure-governance/understanding-highlights) - [Managing chart settings in Talkspirit](/structure-governance/managing-chart-settings) --- ## Managing chart settings in Talkspirit URL: https://support.talkspirit.com/en/structure-governance/managing-chart-settings Category: Structure & Governance · Section: Chart & circles · Type: Tutorial · Tags: admin ## Managing chart settings in Talkspirit Your organisation chart can be drawn three different ways. An administrator decides which of those views members can use, which one they land on, and whether member photos appear on the chart at all. It is all on one page: **Structure settings > Visualisation**. Only organisation administrators can change these settings, and the menu item does not appear for anyone else. There is nothing to buy for them either: none of this belongs to the Holacracy add-on and none of it depends on your plan. ## How do I open Visualisation settings? 1. Open the **Structure** app. 2. Click **Structure settings** at the bottom of the left panel. 3. Select **Visualisation**. ![The Structure settings menu open at the bottom of the Structure panel, listing General, Visualisation, Time spent in roles, Working agreements, Governance fields, Translation and Notifications, with the Visualisation settings page behind it](/images/structure-governance/managing-chart-settings/01-structure-settings-menu-visualisation.png) The page opens on the **Views** tab, next to **Highlight** and **Timetravel**. There is no **Save** button. Every switch and menu here saves the moment you change it, and Talkspirit confirms with **Visualisation settings saved successfully**. ## Which views can I enable? **Enabled views** lists the three ways of drawing your organisation, each with its own switch. All three are on to begin with. ![The Views tab of Visualisation settings: an Enabled views section with a switch turned on for Circles and roles, Hierarchy and Network, a Default view menu set to Circles and roles, and a Show Member Avatars switch turned on](/images/structure-governance/managing-chart-settings/02-visualisation-settings-views-tab.png) | View | What it draws | |---|---| | **Circles & roles** | Your organisation as nested circles, with roles inside them | | **Hierarchy** | A top-down tree of cards, one card per circle or role | | **Network** | Circles and roles laid out as a network of connections | Turn a switch off and that view's button disappears from **Explore organisation** for everybody. Turn it back on and the button returns. **At least one view must always be enabled.** Once you are down to a single view, its switch is locked and the page says so. If you disable the view that is currently the default, Talkspirit moves the default to the first view still enabled, so you never have to repair that by hand. > **Note:** If your organisation has renamed circle and role under **Administration > Terminology**, the first view is named after your own words instead. ## How do I set the default view? **Default view** is the menu below the switches. It offers only the views you have enabled, and it is locked while a single view is enabled, because there is nothing left to choose. The default is what a member sees the first time they open **Explore organisation**. After that their own choice wins: the view a member last used is remembered in their browser and reopens with them. So changing the default does not move colleagues who have already picked a view for themselves. It sets the starting point for everyone who has not. There is one case where a member is moved anyway. If you disable the view someone was using, their next visit puts them on the default instead. ## What else is on this page? **Show Member Avatars**, the third setting on the **Views** tab, is on to begin with. Turn it off and roles stop showing the photos of the people who hold them, on the **Circles & roles** and **Hierarchy** views. Names and everything else stay. The **Network** view never draws member photos, so this setting does not change it. Two more tabs sit beside **Views**: - **Highlight** is where you build the highlights your members then apply from the chart's **Highlight** menu. See [Managing chart highlights as an administrator](/structure-governance/manage-highlights-as-an-admin). - **Timetravel** holds a single switch, **Enable export**, which is off to begin with. Turn it on to let members export the Timetravel animation as an MP4 video or an animated GIF. ## What's Next? - [Navigating your organisation chart](/structure-governance/how-to-navigate-your-chart) - [Managing chart custom views](/structure-governance/how-to-manage-chart-custom-views) - [Using the chart search in Talkspirit](/structure-governance/how-to-use-the-chart-search) --- ## Editing the top-level circle URL: https://support.talkspirit.com/en/structure-governance/edit-the-top-level-circle Category: Structure & Governance · Section: Chart & circles · Type: Tutorial · Tags: permissions ## Editing the top-level circle The top-level circle is the one with no circle above it, the circle every other circle and role sits inside. It is the only circle in Structure whose edits land straight away: change its name, purpose, domains or accountabilities, press **Save**, and the chart shows the new wording at once. Every other circle sends the same edit to its parent circle as a governance proposal, and this one has no parent to send it to. Older articles called it the general circle or the anchor circle. A new organisation starts with one named **Anchor Circle**, and renaming it is one of the things this article covers. ## Who can edit it In the interface, **Edit** appears on the top-level circle when you are a **decision maker of that circle itself**. Everywhere else in Structure, editing a circle asks for decision-maker status in its parent circle. On this one the rule points at the circle itself, because it is its own governance target. Being an organisation administrator is not enough on its own. An administrator who holds no decision-maker assignment on the top-level circle sees no **Edit** action there. That gate is wider than it sounds. Every member assigned to a circle counts as a decision maker of it until someone sets them as a non-decision maker, so anyone assigned to the top-level circle, directly or through a role in it, can usually edit it. > **Note:** The **Propose changes** control that appears when you hover **Purpose**, **Domains** or **Accountabilities** is shown to every reader, whether or not they can edit. On the top-level circle it opens the same dialog as **Edit**, keeping its old name. If you hold no decision-maker assignment there, saving is refused. ## Edit the top-level circle 1. Open the top-level circle from the chart, from the **Circles & roles** directory, or from a search result. 2. Click the three-dot **More actions** button in the page header, then **Edit**. ![The More actions menu open on the top-level circle page, showing Copy URL, Assign member, Add role, Add sub-circle, Edit and Settings, with the Edit item highlighted](/images/structure-governance/edit-the-top-level-circle/more-actions-edit.png) 3. Change the **Name**, **Purpose**, **Domains** and **Accountabilities**. Name is a single line and Purpose is a rich-text field. Domains and accountabilities are lists: use the **Add** control under each one to create an entry, so every domain and every accountability stands on its own. 4. Click **Save**. ![The Edit dialog on the top-level circle, titled Edit Alpine Tech, with Name, Purpose, Domains and Accountabilities fields and Cancel and Save in the footer](/images/structure-governance/edit-the-top-level-circle/edit-dialog.png) **Save** stays greyed out until you change something, and the **Name** field cannot be left empty. Once you save, a confirmation names the circle, and the chart, the directory and every breadcrumb pick up the new wording. No proposal is created, and there is nothing for anyone to adopt. You can tell the two routes apart from the dialog itself. On the top-level circle it is titled **Edit** followed by the circle's name and reads *Changes are applied immediately*. On every other circle it is titled **Propose changes to** the circle's name, carries an optional **Reason** field, and ends in **Submit for review** instead of **Save**. ## What this dialog does not cover - **The reason field is absent.** There is no proposal to carry it, so nothing records why you made the change beyond the entry in the circle's activity. - **Governance fields are absent too.** Custom fields your organisation has marked as governed are not routed by the direct save, so they cannot be changed from this dialog on the top-level circle. Their **Propose changes** control opens the dialog without them. - **Members** are managed on the **Members** tab, and **attachments** on the **Attachments** tab. Neither goes through this dialog. ## Two things the top-level circle cannot do - **It cannot be moved or deleted.** Both actions are proposed to a parent circle, and there is none, so its **More actions** menu offers neither. See [Deleting a role or a circle](/structure-governance/how-to-delete-a-role-or-a-circle). - **Renaming it does not rename your organisation.** The two names are independent. An administrator changes the organisation's name under **Administration**, in the **Organisation name** field. ## What's Next? - [Editing a role or a circle](/structure-governance/how-to-edit-a-role-or-a-circle) - [Circles in Talkspirit](/structure-governance/circle-overview) - [How do I configure circle settings for my organisation?](/structure-governance/how-to-configure-circle-settings-for-my-organization) - [How do I add a role or a circle?](/structure-governance/how-to-add-a-role-or-a-circle) --- ## What a circle page shows URL: https://support.talkspirit.com/en/structure-governance/circle-page-tabs Category: Structure & Governance · Section: Chart & circles · Type: Reference ## What a circle page shows Opening a circle gives you one page, and everything the circle holds sits behind one of the tabs across its top. Four of those tabs are on every circle. Five more appear only if your organisation has switched them on, or if you have access to the app behind them, so the strip on your screen can be shorter than the one described here. ![The top of a circle page: the breadcrumb, the circle name, and the tab strip reading General, Members, Working agreements, Attachments, Metrics, Checklists, Projects, Goals and Meetings](/images/structure-governance/circle-page-tabs/01-circle-page-tab-strip.png) **Talkspirit does not call this page a dashboard.** The product keeps that word for one specific screen: **Circles dashboard** is a tab in Structure settings, and all it holds is a searchable list of every circle in the organisation with an **Add Circle** button. It is where an administrator creates a circle, not where anyone reads one. [Configuring circle settings for my organisation](/structure-governance/how-to-configure-circle-settings-for-my-organization) covers that page and the tabs beside it. ![The Circles dashboard tab in Structure settings, showing a card titled Circles list with a search box, an Add Circle button, and the organisation's circles listed alphabetically](/images/structure-governance/circle-page-tabs/02-circles-dashboard-settings-tab.png) ## Which tabs does every circle have? **General**, **Members**, **Working agreements** and **Attachments**. These four are on every circle in every organisation, and no setting removes them. ## Which tabs are conditional? Five more, each on its own condition: - **Metrics** appears when your organisation has switched metrics on. It does not need the Holacracy add-on. - **Checklists** appears when your organisation has the Holacracy add-on *and* has switched checklists on. - **Projects**, **Goals** and **Meetings** appear when you can open those apps at all. Two things follow from that. The strip is a configured list rather than a fixed one, so a colleague can see a tab you do not. And a tab you cannot see is not a restriction on the circle: it is your organisation's configuration, or your access to another app. ## What is on the General tab? The circle's own fields, one card each: **Purpose**, **Domains**, **Accountabilities** and **Policies**, followed by any custom fields your administrator has added, and closing with **Relations**. A field with nothing in it says so rather than disappearing, which is why an empty circle still shows every card. [Circles in Talkspirit](/structure-governance/circle-overview) explains what each field is for and who may change it. The General tab is also the only tab with a side rail down the right. The rail holds two things: - A **Map**, a small chart centred on this circle. You can collapse it to a single bar, or expand it to fill the window. - A **Composition** and **Activity** pair. Composition lists **Roles** with a count, each role showing who fills it or **Vacant**, and a **Core** chip on the roles that came from a main-role template. **Sub-circles** follows, also with a count. Members of the circle who hold no role sit at the foot of the Roles list under **No role attributed**, not in a section of their own. Activity shows what has changed recently. > **Note:** there is no separate "Main roles" section in the rail. Core roles are pinned to the top of the single Roles list instead. ## What do the other always-on tabs show? **Members** lists everyone assigned to the circle, whether through a role or with no role at all. The columns are Name, Roles, Scope and Time spent, and a member who is not a decision maker of the circle carries a **Non-Decision Maker** marker. The row menu is where you change someone's circle admin or decision-maker status, or remove them from the circle. **Working agreements** lists the circle's own documents, working agreements and policies among them. The columns are Name, Type, Role and Publish date, and a document nobody has published yet reads **Not published** rather than showing a blank date. **Sort**, **Group** and a search box sit above the table. ![The Working agreements tab of a circle, showing a table with Name, Type, Role and Publish date columns and one policy row that is not published](/images/structure-governance/circle-page-tabs/03-circle-working-agreements-tab.png) **Attachments** holds what the circle has pinned to itself: files you upload, grouped by kind, and links to documents that live elsewhere. You can read it as a grid, a list or a table. ## What do the conditional tabs show? **Metrics** and **Checklists** each list the circle's own items and let you record a value or tick an item without leaving the page. Opening one slides its detail out over the tab. Both also offer **Bring to a meeting**, which is how an item reaches a tactical meeting's agenda. **Projects** stacks two blocks: the circle's projects, with a **New project** button, and the tasks attached to the circle underneath. Clicking a project swaps the list for that project's board without taking you off the circle. **Goals** lists the goals the circle owns, and **Meetings** lists its meetings. All three are windows onto the other apps, filtered to this circle, so what you can do in them follows those apps' own rules. ## What can I do from the page itself? The breadcrumb above the circle name walks you back up through the parent circles to the top of the chart. Beside the tabs sit a translation control and a **More actions** menu. What that menu offers depends on your standing in the circle. **Copy URL** is always there. **Assign member** appears if you may assign roles, and **Add role** and **Add sub-circle** appear if you are a decision maker of the circle. **Edit** and **Move circle** cover the circle's own fields and its place in the chart. **Settings** appears if you may manage the circle's settings, and **Delete** sits at the foot, marked as destructive. > **Note:** on the circle at the top of your chart, Edit saves straight away and Move and Delete are absent. On every other circle, those entries open a proposal for the parent circle to decide, even though the menu still calls the first one Edit. Being an organisation administrator does not by itself put the governance entries in that menu. [Decision makers in a circle](/structure-governance/what-is-a-decision-maker-of-a-circle) explains why, and [Circle Admins](/structure-governance/who-are-circle-admins) covers the settings side. ## What's Next? - [Circles in Talkspirit](/structure-governance/circle-overview) - [Personalising a circle's settings](/structure-governance/personalizing-your-circles-settings) - [Decision makers in a circle](/structure-governance/what-is-a-decision-maker-of-a-circle) - [Configuring circle settings for my organisation](/structure-governance/how-to-configure-circle-settings-for-my-organization) --- ## Personalising a circle's settings URL: https://support.talkspirit.com/en/structure-governance/personalizing-your-circles-settings Category: Structure & Governance · Section: Chart & circles · Type: Tutorial · Tags: permissions ## Personalising a circle's settings Every circle has its own settings page, and what you set there applies to that circle alone. Your organisation sets the default for each of these settings, and a circle departs from it only where your organisation allows the override. Where it does not, the circle's control is read-only, or absent. > **In summary:** open the circle, click the three dots in its header, then **Settings**. The **General** tab holds **Role Configuration**, **Circle Admins** and **Governance Overrides**. The **Privacy** tab holds the two visibility selects. ## Open the settings page 1. Open the circle from the chart or from **Circles & roles directory**. 2. Click the three dots at the top right of the circle page. 3. Select **Settings**. The page is titled **Circle Settings** and carries two tabs, **General** and **Privacy**. It is a full page, not a side panel, and the cross at the top right takes you back to the circle. **Who can save what.** In the interface, the **Settings** entry appears to anyone who can manage the circle's assignments, which is a wider group than the people the server accepts. **Role Configuration** works for that whole group. **Circle Admins**, **Governance Overrides** and the **Privacy** tab are reserved to organisation administrators and to the circle's own circle admins: everyone else sees the controls, and the save comes back as a failure. See [Circle Admins](/structure-governance/who-are-circle-admins). ## Role Configuration Three fields, and each editable one applies the moment you change it. This card has no Save button. - **Main roles** is read-only. Administrators define main roles at organisation level, on role templates, and every main role appears at the top of the circle's role list. You cannot promote a role from here. - **Elected roles**: the roles this circle fills by election. Leave it empty if no role needs one. - **Assigner roles**: the roles that assign members to the circle's other roles. Only main roles can be selected. Where your organisation has not allowed circles to override a setting, the matching field turns read-only: **Elected roles** becomes a plain list, and **Assigner roles** is replaced by a line explaining that all members can assign. Where the setting is switched off org-wide, the field disappears: **Elected roles** is absent when elections are off, and **Assigner roles** is absent when every role must be elected. Leaving **Assigner roles** empty does not open assignment to everyone. With no assigner role, assignment falls to the circle's circle admins and to organisation administrators. Opening it to all members is an organisation-level decision, see [Configuring circle settings for my organisation](/structure-governance/how-to-configure-circle-settings-for-my-organization). ![The Role Configuration card on a circle's General tab: a read-only Main roles list showing Circle Lead, a read-only Elected roles list reading "No elected roles", and an editable Assigner roles select, each with its help text.](/images/structure-governance/personalizing-your-circles-settings/03-role-configuration.png) ## Circle Admins The **Circle Admins** card is a picker holding the circle's current admins. Add or remove someone and the change applies immediately. Only people who already hold an active assignment in the circle can be picked, so add them to the circle first. Whoever creates a circle becomes a circle admin of it automatically. Nothing else grants the status on its own: not the role that assigns members, not the role that links the circle to its parent, and not being a circle admin of the parent circle. Each circle keeps its own list, and the status never cascades to sub-circles. You can also read the status on the circle's **Members** tab, where a grey **Circle Admin** badge sits beside the name in a column that carries no heading. ## Governance Overrides This is where a circle departs from your organisation's decision settings. Every control carries a **Use org default** switch: leave it on and the circle follows the organisation, turn it off and the control below becomes editable. - **Governance change mode** decides how changes to this circle's roles and sub-circles are processed. **Via proposal** sends each change to the circle's decision makers, who can object before it is adopted. **Direct modification** applies it with no review round. - **Auto-validation delay** sets how many days a proposal waits before it is adopted with no objection, from 1 to 365. It appears only if your organisation has the Holacracy add-on. - **Proposal editing permissions** decides who may change a proposal that is still a draft: **Only the author**, **Author and circle leads**, or **All circle members**. Unlike the rest of the page, this card does not save on change. Click **Save** at the bottom of the card. The button stays greyed out until something has actually changed. > **Note:** a circle's **Governance change mode** wins over your organisation's default, including when the organisation requires proposals. It governs how a proposal raised in this circle is resolved. It does not change the route the edit form takes: outside Architect mode, editing a role or a circle still opens a proposal. ![The Circle Admins card holding one member, and the Governance Overrides card below it with Governance change mode set to Via proposal, an auto-validation delay of 7 days, proposal editing set to Only the author, all three on Use org default, and a greyed-out Save button.](/images/structure-governance/personalizing-your-circles-settings/02-circle-admins-and-governance-overrides.png) ## Privacy The **Privacy** tab holds one card, **Visibility Settings**, with two selects: **Operations visibility** and **Attachments & agreements visibility**. Set each to **All organisation members** or **Circle members only**. Each saves as soon as you pick a value, and a new circle starts with both at **Circle members only**. Neither select hides the circle itself. For what each one restricts, and the limits worth knowing before you rely on them, see [Setting a circle to private](/structure-governance/how-do-i-set-my-circle-private). ![The Privacy tab of Circle Settings, showing the Visibility Settings card with Operations visibility and Attachments & agreements visibility, both set to "Circle members only".](/images/structure-governance/personalizing-your-circles-settings/04-circle-privacy-visibility.png) ## What's next? - [Circle Admins](/structure-governance/who-are-circle-admins) - [Setting a circle to private](/structure-governance/how-do-i-set-my-circle-private) - [Configuring circle settings for my organisation](/structure-governance/how-to-configure-circle-settings-for-my-organization) - [Decision settings](/structure-governance/what-are-decision-settings) --- ## Configuring circle settings for my organisation URL: https://support.talkspirit.com/en/structure-governance/how-to-configure-circle-settings-for-my-organization Category: Structure & Governance · Section: Chart & circles · Type: Tutorial · Tags: admin ## Configuring circle settings for my organisation Circle settings define how every circle in your organisation works by default: who assigns roles, whether roles are filled by election, and how governance changes are adopted. You set them once under **Structure > Structure settings > General**, and they apply to every circle that has not personalised its own settings. Each one is a default that a circle can override only where you allow it, where you don't, the circle's own control is read-only or absent. You need administrator rights to open this page. ## Where do I manage circle settings? 1. Open the **Structure** app. 2. In the left navigation, open **Structure settings** and select **General**. The page is titled **General settings** and holds four tabs: **Circles settings** for the organisation defaults, **Circles dashboard**, **Role templates**, and **Decision settings**. **Note:** your organisation can rename *circle*, *role* and *main role*, so the words on your screen may differ from the default names used in this article. ![The Structure module panel with the "Structure settings" entry at the bottom outlined.](/images/structure-governance/how-to-configure-circle-settings-for-my-organization/01-structure-settings-entry.png) ## How do I set the role defaults for all circles? Open the **Circles settings** tab. It holds two cards, and every switch applies as soon as you set it. **Role assignment** - **All members can assign roles**: on, any member of a circle can assign members to that circle's roles. Off, assignment is reserved to the assigner roles each circle picks in its own settings, and only main roles can be picked there. **Role elections** - **Roles can be elected**: lets circles fill roles through an election. - **Roles must be elected**: makes election the only way to fill a role. Members already assigned keep their roles; new members must be elected. Both cards also carry **Allow circles to override this setting**, covered further down. ![The Circles settings tab showing the Role assignment and Role elections cards, with the "All members can assign roles", "Roles can be elected" and "Roles must be elected" switches and an "Allow circles to override this setting" switch beneath each of the first two.](/images/structure-governance/how-to-configure-circle-settings-for-my-organization/02-circles-settings.png) ## Where do main roles, circle links and assigner behaviour live? On the **Role templates** tab. Open a template to edit it: five switches decide how the roles created from it behave. - **Main role**: the role is grouped under **Main roles** at the top of the role list in every circle it belongs to, which makes it easier to find. - **Electable**: the role can be filled by election. - **Manages assignments**: the role assigns members to the other roles in its circle. - **Represents parent circle**: the role carries information from the parent circle down into this one. This is how the **Lead Link** is set up. - **Represents sub-circle**: the role brings the sub-circle's tensions up to the parent circle. This is how the **Rep Link** is set up. **Important:** a template change applies only to roles created from that template from now on. Roles that already exist stay exactly as they are, and a new circle is created with no template roles at all. To add the role to circles that already exist, use **Save & apply to existing** and tick **Also create the missing ones**. **Important:** deleting a role template deletes the template only. Every role already created from it stays in its circle, with its members still assigned. Nothing is cleaned up for you. If you want those roles gone, remove them circle by circle. ![The Role templates tab listing one template, with columns for Name, Main, Electable, Assigner, Rep. parent and Rep. child, and an "Add template" button.](/images/structure-governance/how-to-configure-circle-settings-for-my-organization/03-role-templates.png) ## How do I set how governance changes are adopted? Open the **Decision settings** tab and find the **Proposal adoption** card. 1. Leave **Require proposals for governance changes** off to keep **Evolutions are applied freely**, members change the structure directly, with no validation step. 2. Turn it on to switch to **Evolutions must be submitted to circle members**. Every governance change goes to the circle as a proposal. 3. With proposals required, choose when an unopposed proposal is adopted: **After** a number of **days, if no objections are raised**, or **Immediately**. ![The Proposal adoption card with "Require proposals for governance changes" switched on, showing the two adoption options: after a set number of days if no objections are raised, or immediately.](/images/structure-governance/how-to-configure-circle-settings-for-my-organization/04-proposal-adoption.png) ## How do I decide which settings circles can change? Two settings can be delegated to circle admins: role assignment and role elections. Each carries **Allow circles to override this setting** on its card in **Circles settings**. - On, circle admins set that setting for their own circle. - Off. The organisation's value applies, and the circle cannot change it. The circle is never shown a control it can't use: its elections control turns read-only, or disappears altogether when elections are switched off for the organisation, and its assignment control shows the notice *"The organisation settings define that all members can assign roles."* Decision settings work the other way round. There is no organisation switch for them, so every circle chooses for itself between **Use org default** and its own value. The **Allow circles to override this setting** switch under each card is what decides this. When it is on, each circle may choose for itself in its own **Circle Settings**; when it is off, the organisation-wide choice applies everywhere and the circle-level control is not offered. ## Which article covers what? - This article covers the organisation-level defaults, set once for every circle. - [Personalising a circle's settings](/structure-governance/personalizing-your-circles-settings) covers the circle-level side: what a circle admin changes when your organisation allows an override. - [Main roles and the Core badge](/structure-governance/understanding-core-roles) covers main roles: what ticking **Main role** on a role template changes, and where a circle shows them. They are set on the template, not on this page. - [Setting up consent decision-making for my organisation](/structure-governance/how-to-set-up-consent-decision-making-for-my-organization) goes deeper on the decision settings above. ## What's Next? - [What a circle page shows](/structure-governance/circle-page-tabs) - [Assigning or removing a member from a role](/structure-governance/how-to-assign-or-remove-a-member-from-a-role) - [Governance Overview in Talkspirit](/structure-governance/governance-overview) --- ## Setting a circle to private URL: https://support.talkspirit.com/en/structure-governance/how-do-i-set-my-circle-private Category: Structure & Governance · Section: Chart & circles · Type: Tutorial · Tags: permissions ## Setting a circle to private A circle's privacy is two controls on its **Privacy** tab: **Operations visibility** and **Attachments & agreements visibility**. Each one is set per circle, and the two do not have to match. What privacy never does is hide the circle itself. > **In summary:** open the circle, click the three dots, then **Settings**, then the **Privacy** tab, and set the two visibility selects. They restrict the circle's meeting reports and working agreements. They do not remove the circle from the chart. ## Privacy does not hide the circle Anyone who can open Structure sees the whole chart. A private circle keeps its name, its position in the hierarchy, its roles and its members visible to your entire organisation. There is no lock icon, no placeholder and no gap where the circle would be. A member who belongs to no part of that circle sees exactly what everyone else sees. Privacy restricts what a circle holds, not the fact that it exists. If you need part of your structure to be invisible to some people, no setting in Talkspirit does that today. ## Set the two visibility controls 1. Open the circle you want to change. 2. Click the three dots in the circle header, then click **Settings**. 3. Open the **Privacy** tab. 4. Set **Operations visibility** and **Attachments & agreements visibility**, each to **All organisation members** or **Circle members only**. Each select saves as soon as you pick a value, and a **Saved** confirmation appears. There is no Save button. ![The Privacy tab of a circle's settings, showing the Visibility Settings card with the Operations visibility and Attachments and agreements visibility selects, both set to All organisation members.](/images/structure-governance/how-do-i-set-my-circle-private/01-circle-privacy-tab.png) > **Note:** if your organisation has renamed "circle", the second option follows the new word, for example **Squad members only**. ## What each control does **Attachments & agreements visibility** governs the circle's working agreements. Set to **Circle members only**, a working agreement in this circle can no longer be opened up to the whole organisation: the **Public** option disappears from its sharing options, and any working agreement that was already public drops to restricted access the moment you switch. Only circle members, the author, people granted access individually, and administrators keep access. > **Warning:** files listed on the circle's **Attachments** tab are not covered, despite the label. Anyone who can see the circle can still list them. Do not rely on this setting to protect a sensitive file. **Operations visibility** governs the circle's meetings. Set to **Circle members only**, every meeting that already belongs to the circle becomes private in a single pass, past and future, including meetings an organiser had deliberately opened to the organisation. Afterwards only circle members and each meeting's own participants can open its reports. Two limits are worth knowing before you rely on it: - The pass runs once, at the moment you switch. Meetings created later take their visibility from your organisation's meeting default and from each meeting's own visibility field, not from this control. - Setting it back to **All organisation members** does not reopen the meetings it closed. They stay private until someone changes them one by one. ## Who can change these settings Organisation administrators, and the circle's own circle admins. In the interface the **Settings** entry appears to a wider group than that, so if your change comes back as **Failed to save**, you are in that wider group: ask an organisation administrator or one of the circle's circle admins to make the change for you. ## What's next? - [Circle Admins](/structure-governance/who-are-circle-admins) - [Personalising a circle's settings](/structure-governance/personalizing-your-circles-settings) - [Circles in Talkspirit](/structure-governance/circle-overview) --- ## Adding or editing a policy URL: https://support.talkspirit.com/en/structure-governance/how-to-add-or-edit-a-policy Category: Structure & Governance · Section: Policies & publications · Type: Tutorial · Tags: permissions ## Adding or editing a policy A policy in Talkspirit is a **document**, not a text field. It is one of the document types available under **Working agreements**, and it hangs off the circle or the role it governs. You add one from the **Policies** section on that circle's or role's page, write it in the document editor, then either publish it or send it through a governance decision. Optionally, a policy is scoped to one of the circle's **domains**. If you leave the scope alone, the policy covers all functions and activities within the circle. > **Note:** Your organisation can rename this vocabulary. An administrator who changes the term in Administration, under Terminology, sees their own word in place of "policy" everywhere in the app. ## Before you start **You need to be a decision maker in the circle**, or in the parent circle of the role. The **Add** control on the Policies section only appears for decision makers, and Talkspirit refuses the creation for anyone else when the policy type goes through governance. Being an organisation administrator does not grant this on its own: see [What is a decision maker of a circle?](/structure-governance/what-is-a-decision-maker-of-a-circle). **Know how your organisation handles policies.** Whether a new policy is published straight away or has to win consent first is a setting on the document type, not a fixed rule. Talkspirit ships the Policy type set to Governance, but organisations migrated from Holaspirit often carry a Policy type set to Direct instead. You do not have to guess. The dialog you use to create the policy tells you: when the type goes through governance, it shows the notice *"Saving this document will create a draft proposal for review by the circle."* An administrator can confirm it in **Structure settings**, under **Working agreements**, in the **Workflow** column: - **Direct** means you publish the policy yourself. - **Governance** means saving it creates a draft proposal that the circle reviews. ![The Document Types table in Structure settings, with Name, Slug, Status, Type and Workflow columns. Three types are listed, two with a Direct workflow and one with a Governance workflow](/images/structure-governance/how-to-add-or-edit-a-policy/04-document-type-workflow.png) ## Add a policy to a circle 1. Open **Structure**, then the circle. The **General** tab shows a **Policies** section under Purpose, Domains and Accountabilities. 2. Select **Add** at the right of the Policies heading. ![The General tab of a circle, with the Policies section showing a count, one existing policy and the Add control outlined at the right of the section heading](/images/structure-governance/how-to-add-or-edit-a-policy/01-policies-section-on-a-circle.png) In the **Add policy** dialog: 1. Give the policy a **Title**. This is the only required field. 2. Choose a **Domain** if the policy governs one. The list offers the circle's own domains; leave it on **All functions and activities within the circle** to scope the policy to the whole circle. 3. Select **Create**. ![The Add policy dialog, with a required Title field, a Domain selector set to All functions and activities within the circle, and Cancel and Create buttons](/images/structure-governance/how-to-add-or-edit-a-policy/02-add-policy-dialog.png) The document opens in the editor straight away, in **Draft**, with an empty body. Write the policy there. The editor saves as you type and shows **Saved** in the header, so nothing is lost if you step away. When the text is ready, use the button at the top right: - **Publish** puts the policy live immediately. This is what you get when the Policy type uses the Direct workflow. - **Submit for governance** appears instead when the type uses the Governance workflow. It wraps your draft in a policy proposal and takes you to that proposal, where you submit it to the circle. The document stays locked and shows an **Under governance review** banner until the proposal is accepted or rejected. Drafts are listed in the Policies section too, so your work in progress is visible there before it goes live. ## Add a policy to a role The role page works the same way. Open the role, find the **Policies** section on its **General** tab, and select **Add**. Two things differ: - The **Domain** list offers the role's own domains rather than the circle's. - The circle that reviews the policy, when the type requires governance, is the role's parent circle. ## Edit a policy 1. Open the circle or role that owns the policy. 2. Hover the policy in the **Policies** section and select the three-dot actions menu at the end of its row. 3. Select **Edit**. The document opens in the editor. ![A policy row in the Policies section with its actions menu open, offering Edit, Copy URL and Archive](/images/structure-governance/how-to-add-or-edit-a-policy/03-policy-row-actions.png) The same menu gives you **Copy URL**, to paste a link to the policy in a post or a task. **When the Policy type uses the Governance workflow**, editing a published policy does not touch the live version. Talkspirit copies it into a new draft and opens a new proposal for it, so the published policy stays in force until the circle adopts your change. You will see the new draft in the editor and the original still marked **Published**. You can also reach the editor from **Working agreements** in the Structure sidebar, which lists every document you have access to. Select the row to preview it, expand it to full page, then select **Edit**. ## Remove a policy Use **Archive** in the row's actions menu. Archiving takes the policy out of the circle's Policies section and out of the main list, and Talkspirit asks you to confirm. Nothing is destroyed: you can bring the document back from the Working agreements list. ## What's next? - [Publications Overview](/structure-governance/publications-overview) covers working agreements, document types and version history. - [Understanding Domains](/structure-governance/understanding-domains) explains what a policy can be scoped to. - [Adding a proposal from the Proposals page](/structure-governance/how-to-add-a-proposal-in-the-proposals-app) covers the proposal route, where a **Policy** proposal can carry a policy alongside other changes. - [Managing document types](/structure-governance/manage-publications-types) explains how an administrator sets the Direct or Governance workflow. --- ## Understanding Domains URL: https://support.talkspirit.com/en/structure-governance/understanding-domains Category: Structure & Governance · Section: Governance basics · Type: Reference ## Understanding Domains A domain is something a role or circle controls exclusively: an asset, a process, a list, a tool. Talkspirit stores domains as one of the four core governance fields carried by every role and every circle, next to **Purpose**, **Accountabilities** and **Policies**. Writing a domain down publishes who decides about that thing, so everyone else knows to ask that role first. One thing to be clear about from the start: Talkspirit records the agreement, it does not enforce it. Nothing in the product stops someone editing the website because another role holds a "Website" domain. What the domain does is make the ownership visible, quotable and open to challenge through governance. ## Where you see domains Open any role or circle and stay on the **General** tab. **Domains** is its own card, between **Purpose** and **Accountabilities**, with **Policies** below it. Entries show one per row and the card header carries a count. ![The General tab of the Marketing and Sales circle, showing a Purpose card, a Domains card with a count of 6 listing six domains one per row, and an Accountabilities card with a count of 3.](/images/structure-governance/understanding-domains/01-domains-card-on-a-circle-page.png) A role or circle with no domain shows **Not set** rather than hiding the card, so the field is always there to fill. Most organisations put domains on their circles first and only later push a few down onto individual roles, so an empty card early on is normal rather than a sign that something is missing. Two things vary between organisations, so your screen may not match this description: - An administrator can rename the field. "Domain" is only the default word, and an organisation that says something else can change it everywhere at once. - An administrator can hide the field for the whole organisation. If your role and circle pages carry no Domains card, that is why. Anything already stored comes back untouched if the field is shown again. ## What belongs in a domain Use a domain for something that needs a single decision maker: "the customer email list", "the recruitment process", "the company website", "the cloud hosting account". If too many people change the website independently, giving one role a "Website" domain settles who arbitrates. Do not use a domain to describe what a role cares about or is good at. That is what its purpose and its accountabilities are for. An accountability is an ongoing activity the role performs; a domain is a thing the role controls. "Publishing the release notes" is an accountability. "The release notes page" is a domain. ## Who can add or change a domain Domains are governed content, so the interface offers the edit affordance only to decision makers: - To change a **role's** domains, you need to be a decision maker of the circle that holds the role. - To change a **circle's own** domains, you need to be a decision maker of that circle's **parent** circle. The top-level circle is judged against itself. Hover over the Domains card and a **Propose changes** control appears. It opens the role or circle edit dialog carrying the same field list, and the footer offers **Save as proposal** and **Submit for review**. Your wording does not appear on the page until that proposal is adopted. Administrators holding structure administration rights work differently. With **Architect mode** on, they edit the field in place and the change applies immediately, with no proposal. ## Domains and policies A policy is a written rule attached to a domain. It either opens the domain up to other people, or narrows how it may be used. "Anyone may answer customer enquiries as long as they tell the account owner" is the first kind. "Any presentation must use the company deck" is the second. Add one from the **Policies** card on a role or circle page. The dialog asks for a title and a **Domain**, and the Domain list offers every domain that role or circle already holds. ![The Add policy dialog on a circle page, with a required Title field and a Domain field set to "All functions and activities within the circle".](/images/structure-governance/understanding-domains/02-domain-field-on-a-new-policy.png) You do not need a domain first. The Domain list always carries the option **All functions and activities within the circle**, and that option is the default. Choosing it means the policy applies to everything the circle already controls without anything being spelled out, which is why so many policies read that way. The top-level circle holds whatever the organisation owns, and there is nothing to gain from typing "Premises" or "Bank account" into a Domains card purely to have something to point a policy at. ## What Talkspirit does not do Three things people expect of a domain and will not find in the product: - **No request-permission workflow.** Asking the holder of a domain, and their duty to answer with a reason, belong to your governance practice, in a meeting or a message. There is no control for it. - **No delegation control.** A circle that wants one of its roles to hold a domain exclusively moves the wording: the domain goes on the role instead of on the circle. - **No links and no locks.** A domain is free text. It is not attached to a file, a board or an app, and nothing becomes read-only when you write one. ## What's Next? - [Editing governance fields on a role or a circle](../structure-governance/how-to-edit-core-and-custom-governance-fields-for-roles-and-circles) - [Adding or editing a policy](../structure-governance/how-to-add-or-edit-a-policy) - [Role Overview](../structure-governance/role-overview) - [Understanding Core Roles](../structure-governance/understanding-core-roles) - [Decision makers in a circle](../structure-governance/what-is-a-decision-maker-of-a-circle) --- ## Creating and managing role templates URL: https://support.talkspirit.com/en/structure-governance/role-templates-overview Category: Structure & Governance · Section: Roles & assignments · Type: Tutorial · Tags: admin ## Creating and managing role templates A **role template** is a reusable role definition: a name, a purpose, domains, accountabilities, and five settings that decide how the role behaves once it exists. Administrators create a template once, and anyone creating a role can start from it, so the same role does not have to be typed out circle by circle. Talkspirit provides no ready-made templates. A new organisation's list is empty, and every template in it was created by someone in your organisation. > **In summary:** open **Structure settings** in the Structure side panel, click **General**, then the **Role templates** tab. **Add template** creates one, and the **Actions** menu on a row edits, duplicates, syncs or deletes it. ## What you need Administrator rights, and this is one of the few places in Structure where the server enforces them rather than the interface alone. The **Role templates** tab appears only for administrators, and creating, editing, syncing or deleting a template is refused for anyone else. ## Open the role templates list 1. In the **Structure** side panel, click **Structure settings** at the bottom. 2. Click **General**. 3. Open the **Role templates** tab. ![The Role templates tab of General settings, with an Add template button and a table listing one template, Circle Lead, under the columns Name, Main, Electable, Assigner, Rep. parent and Rep. child, as the table looked before the Circle admin column was added.](/images/structure-governance/role-templates-overview/01-role-templates-tab.png) Each row is one template. **Name** carries the template's name with the start of its purpose underneath, and the five columns after it show its settings: a tick means on, a dash means off. ## Create a template 1. Click **Add template**. 2. Type a **Template name**. It is the only required field, and it becomes the name of every role created from the template. 3. Fill in **Purpose**, **Domains** and **Accountabilities**. These follow your organisation's governance fields, so they carry the names your administrator gave them, hidden ones do not appear, and custom role fields are here too. 4. Tick the settings the role should carry. 5. Click **Create template**. | Setting | Column | What it does | |---|---|---| | **Main role** | Main | Talkspirit adds the role to every circle created from then on and pins it to the top of that circle's role list with a **Core** badge. | | **Electable** | Electable | The role can be filled through an election. The box is greyed out when your organisation has switched elections off completely. | | **Manages assignments** | Assigner | The role can assign members to other roles in its circle. Tick **Main role** as well: on a template, the two go together. | | **Represents sub-circle** | Rep. child | Records that the role speaks for a sub-circle in the parent circle. It grants no rights of its own. | | **Grants circle admin** | Circle admin | Whoever is assigned to the role automatically becomes a circle admin of the circle the role sits in, for as long as the assignment lasts. See [Circle Admins](/structure-governance/who-are-circle-admins). | **Manages assignments** stays greyed out until **Main role** is ticked, and the form says so underneath it: only a main role can manage assignments. The other settings can be combined freely. Creating a template changes nothing that already exists. Only **Main role** reaches out on its own, and only into circles created after you tick it. **Grants circle admin** acts at assignment time: a member becomes a circle admin when assigned to a role created from the template, and if you change the setting later and apply it to existing roles, Talkspirit updates the members already holding those roles. See [Main roles and the Core badge](/structure-governance/understanding-core-roles). ## Edit, duplicate, sync or delete Every row carries an **Actions** menu at its end. ![The Actions menu open on the Circle Lead row, offering Edit template, Duplicate, Sync roles and Delete.](/images/structure-governance/role-templates-overview/02-template-actions-menu.png) - **Edit template** reopens the form. - **Duplicate** opens **Add template** pre-filled with a copy of everything, named after the original with `(Copy)` on the end. Rename it, then save. - **Sync roles** pushes the template's current state onto the roles it created, without opening the form first. - **Delete** removes the template. ## Push a change out to roles the template already created When you save an edit, Talkspirit asks which of the two you meant. - **Save** applies the change from now on and leaves existing roles alone. - **Save & apply to existing** saves, then opens the **Apply to existing** dialog. ![The Apply to existing dialog, listing six Circle Lead roles that will be updated and one circle that does not have the role yet, above the Update settings, Update content and Also create the missing ones options.](/images/structure-governance/role-templates-overview/03-apply-to-existing.png) The dialog lists the roles it will update and, underneath, the circles that do not have the role yet. **More options** opens the detail: - **Update settings** resets those roles' own settings to match the template. - **Update content** pushes the purpose, domains and accountabilities. Choose **Only the fields you changed** to keep other local edits, or **Overwrite all content** to replace everything, custom fields included. - **Also create the missing ones** adds the role to the circles listed above. It only does anything on a **Main role** template. Click **Apply** to run it. Only roles Talkspirit created from the template itself appear on that list. A role somebody started from a template by hand is a copy, so it is never listed here and no later edit reaches it. ## Start a role from a template Where you create the role, choose **Import role template** and pick one from the list. The full flow is in [Adding a role or a circle](/structure-governance/how-to-add-a-role-or-a-circle). Talkspirit copies the template's name, purpose, domains and accountabilities into the form, and you can change any of them before saving. It is a starting point and nothing more: the five settings are not carried across, and the new role is not tied to the template afterwards. ## Delete a template 1. Open the **Actions** menu and select **Delete**. 2. Confirm with **Delete**. The confirmation warns that the action cannot be undone, and the template is indeed gone from the list. Nothing else changes. Roles created from it stay in their circles, keep their settings and their **Core** badge, and the people assigned to them stay assigned. If you want those roles gone too, delete each one in the circle that holds it. ## What's Next? - [Main roles and the Core badge](/structure-governance/understanding-core-roles) - [Role Templates Library](/structure-governance/role-templates-library) - [Adding a role or a circle](/structure-governance/how-to-add-a-role-or-a-circle) - [Assigning or removing a member from a role](/structure-governance/how-to-assign-or-remove-a-member-from-a-role) --- ## Role Template Starter Definitions URL: https://support.talkspirit.com/en/structure-governance/role-templates-library Category: Structure & Governance · Section: Roles & assignments · Type: Reference ## Role Template Starter Definitions Talkspirit does not ship any role templates. A new organisation starts with an empty **Role templates** list, and the screen says as much: "No role templates available", followed by "Create your first template to get started". Every template your organisation has is one an administrator created. That is the honest answer to the question this page is usually opened for. What follows is the wording most organisations start from: the standard role definitions published by the Holacracy, Sociocracy, Scrum and Goal frameworks. Copy the purpose, domains and accountabilities you want into the template form and adapt them to your organisation. Nothing on this page is imported for you. For the procedure itself, creating a template, editing it, applying it to a role, see [Role Templates Overview](../structure-governance/role-templates-overview). ## Why create a template at all? A template is the only way to produce a **main role**. The main-role flag lives on the template, and a role inherits it at the moment it is created from that template. There is no control that promotes an existing role to a main role. Once a template is flagged, every circle you create afterwards gets that role automatically. Circles that already exist are left alone unless you choose **Save & apply to existing** on the template. "Main role" is the default wording. Your organisation can rename it, along with circle, role and purpose, in the terminology settings, so your screens may say something else. Holacracy calls these core roles. ## Why do I already see "Lead Link"? Two things put that name in front of you before any template exists. - The template **Name** field shows the placeholder "e.g., Lead Link, Facilitator". That is grey example text in an empty field, not a template you can select. - If you set your organisation up with the onboarding assistant, it creates roles with these names directly, typically a Lead Link in your root circle. Those are roles, not templates. Nothing links them to a template and they do not appear in the Role templates list. If you want a Lead Link template, you create it like any other, using the wording below. ## Holacracy 4.1 roles ### Lead Link **Purpose:** The Lead Link holds the Purpose of the overall Circle. **Domains:** Role assignments within the Circle. **Accountabilities:** - Structuring the Governance of the Circle to enact its Purpose and Accountabilities. - Assigning Partners to the Circle's Roles and monitoring fit. - Allocating the Circle's resources across its various Projects and Roles. - Establishing priorities and Strategies for the Circle. - Defining metrics for the Circle. - Removing constraints within the Circle to the Super-Circle enacting its Purpose. The Lead Link also holds all un-delegated Circle-level Domains and Accountabilities. ### Rep Link **Purpose:** Within the Super-Circle, the Rep Link holds the Purpose of the Sub-Circle. Within the Sub-Circle, the Rep Link's Purpose is: Tensions relevant to process in the Super-Circle channelled out and resolved. **Accountabilities:** - Removing constraints within the broader Organisation that limit the Sub-Circle. - Seeking to understand Tensions conveyed by Sub-Circle Members and discerning those appropriate to process in the Super-Circle. - Providing visibility to the Super-Circle into the health of the Sub-Circle. ### Facilitator **Purpose:** Circle governance and operational practices aligned with the Constitution. **Accountabilities:** - Facilitating the Circle's constitutionally-required meetings. - Auditing the meetings and records of Sub-Circles as needed and declaring a Process Breakdown when a pattern of behaviour conflicts with the Constitution. ### Secretary **Purpose:** Steward and stabilise the Circle's formal records and record-keeping process. **Domains:** All constitutionally-required records of the Circle. **Accountabilities:** - Scheduling the Circle's required meetings and notifying all Core Circle Members. - Capturing and publishing the outputs of the Circle's required meetings and maintaining a compiled view of the Circle's current Governance. - Interpreting Governance and the Constitution upon request. Source: [Holacracy Constitution 4.1](https://static1.squarespace.com/static/5d1239a79c02150001db74d4/t/5d23a0cb974b5f0001e989c7/1562616012223/Holacracy-Constitution-v4.1.pdf) ## Holacracy 5.0 roles Version 5.0 renames two of the four and rewrites their accountabilities. Talkspirit has no constitution-version setting, so pick the set your organisation practises and name your templates accordingly. See [What changes come with Holacracy 5.0?](../structure-governance/what-changes-come-with-holacracy-50). ### Circle Lead **Purpose:** The Circle Lead Role holds the overall Purpose of that broader Role, and all Accountabilities on that Role to the extent they are not covered by other Roles or processes within the Circle. **Domains:** Role assignments for the Circle's Roles. **Accountabilities:** - Assigning any Role within the Circle to anyone willing to fill it, including to multiple people at the same time. - Covering Unfilled Roles. - Defining Priorities and Strategies to resolve priority conflicts across Roles. ### Circle Rep **Purpose:** Tension relevant to process in a broader Circle channelled out and resolved. **Accountabilities:** - Seeking to understand Tensions conveyed by Role-fillers within the Circle. - Discerning Tensions appropriate to process within a broader Circle. - Processing Tensions within a broader Circle to remove constraints on the Circle. ### Facilitator **Purpose:** Circle governance and operational practices aligned with the Constitution. **Accountabilities:** - Facilitating the Governance Process and Tactical Meetings of the Circle or for its Roles. - Coaching other Circle Members on the Constitution's rules and processes. - Auditing the meetings and records of Sub-Circles on request and declaring a Process Breakdown if one is discovered. ### Secretary **Purpose:** Steward the Circle's governance records and stabilise its record-keeping process. **Domains:** All governance records of the Circle. **Accountabilities:** - Scheduling Governance Meetings and Tactical Meetings of the Circle. - Capturing and publishing the outputs of Governance Meetings and Tactical Meetings. - Requesting elections for elected Roles after each term expires. - Interpreting Governance and the Constitution upon request. Source: [Holacracy Constitution Beta 5.0](https://drive.google.com/file/d/1Ur01s8oCC__eZTm8ebjXERHD9Sh3RAHR/view) ## Sociocracy roles ### Leader **Purpose:** Provide guidance and prioritisation from the Circle's broader Circle. **Accountabilities:** - Oversees operations of the Circle. - Attends meetings of both the broader circle and their own. - Communicates the interests and decisions of the Circle's broader Circle. - Acts proactively in support of the Circle's effectiveness. ### Representative or Delegate **Purpose:** Participate in the governance decision-making of another team to enable the flow of information and influence. **Accountabilities:** - Attends meetings of both the broader circle and their own. - Stands for the interests of one team in another team. - Participates in governance decision-making of the team they link with. ### Delegator **Purpose:** Distribute the power to influence, to enable people to decide and act for themselves within defined constraints. **Accountabilities:** - Clearly defines domains of autonomy and responsibility. - Ensures there are opportunities for learning and development. - Conducts regular reviews to support effectiveness and decision-making. ### Logbook Keeper **Purpose:** Keep up-to-date records of all information the team requires. **Accountabilities:** - Records details of agreements, domain descriptions, selections, evaluation dates, and meeting minutes. - Keeps records up to date and ensures accessibility to everyone in the team. ### Facilitator **Purpose:** Facilitate a meeting to help the group maintain focus, keep on track, and draw out creativity and wisdom. **Accountabilities:** - Prepares an agenda of topics. - Holds the space, keeps the time, and navigates the agenda during the meeting. - Facilitates an evaluation at the end of the meeting. ### Coordinator **Purpose:** Coordinate a domain's operations. **Accountabilities:** Collaborate to synchronise work across multiple domains. ### Secretary **Accountabilities:** - Makes sure minutes are taken, approved, and stored. - Keeps track of all documents of the circle. - Supports agenda planning, room and IT preparations. - Supports the facilitator during meetings. Source: [Sociocracy 3.0](https://patterns.sociocracy30.org/index.html) ## Scrum roles ### Product Owner **Purpose:** Maximising the value of the product resulting from the work of the Scrum Team and maintaining an effective Product Backlog. **Accountabilities:** - Develops and explicitly communicates the Product Goal. - Creates and clearly communicates Product Backlog items. - Orders Product Backlog items. - Ensures the Product Backlog is transparent, visible, and understood. ### Scrum Master **Purpose:** Helping everyone understand Scrum theory and practice, both within the Scrum Team and the organisation. **Accountabilities:** - Coaches team members in self-management and cross-functionality. - Helps the Scrum Team focus on creating high-value Increments that meet the Definition of Done. - Causes the removal of impediments to the Scrum Team's progress. - Ensures that all Scrum events take place and are positive, productive, and kept within the timebox. Source: [Scrum Guide](https://www.scrumguides.org/scrum-guide.html) ## Goal Champion **Purpose:** Maintain and oversee the Goal framework, ensuring its successful integration within the business's regular cycle of planning and review. **Accountabilities:** - Performs as a Coach: explains how Goals work, the schedule of meetings, and the cadence. - Sets an example for what a good Goal process and implementation looks like. - Acts as the process watchdog to ensure smooth running and scheduling. - Handles onboarding of new employees into the Goal process. [Source](http://www.goalcoaching.com/2016/09/the-role-of-goal-champion-key-to.html) ## What's Next? - [Role Templates Overview](../structure-governance/role-templates-overview) - [Understanding Core Roles](../structure-governance/understanding-core-roles) - [Role Overview](../structure-governance/role-overview) - [What changes come with Holacracy 5.0?](../structure-governance/what-changes-come-with-holacracy-50) --- ## Managing custom fields for roles and circles URL: https://support.talkspirit.com/en/structure-governance/manage-custom-fields-for-roles-and-circles Category: Structure & Governance · Section: Chart & circles · Type: Tutorial · Tags: admin ## Managing custom fields for roles and circles A custom field is a field you define once and that then appears on **every** role, or on **every** circle, in your organisation. You define custom fields in **Structure settings**, on the **Governance fields** page. You need administrator rights. This article covers defining the fields themselves. To fill in a value on a particular role or circle, see [Editing governance fields for roles and circles](/structure-governance/how-to-edit-core-and-custom-governance-fields-for-roles-and-circles). ## Where do I find custom fields? 1. Open the **Structure** app. 2. Click **Structure settings** at the bottom of the left sidebar. 3. Select **Governance fields**. The page has two tabs, **Roles** and **Circles**, each listing the fields shown on that kind of page. ![The Governance Fields page in Structure settings, Circles tab, listing Purpose, Domains, Accountabilities, Policies and Strategy with their Kind, Type and Requires proposal columns](/images/structure-governance/manage-custom-fields-for-roles-and-circles/01-governance-fields-settings.png) The **Kind** column tells you which fields you may delete: - **Core** fields are Purpose, Domains, Accountabilities and Policies. They are built into the product. You can rename them, hide them and reorder them, but you cannot delete them or change their type. - **Custom** fields are the ones you create. Everything on this page applies to them. ## How do I create a custom field? 1. Open the **Roles** or **Circles** tab, depending on where the field should appear. 2. Click **Create new field**. 3. Enter a **Field name**. 4. Choose a **Field type**. 5. Check the **Entity type**. It is pre-filled from the tab you started on. 6. Add a **Description** if the name alone will not be clear. You have 500 characters. 7. Leave **Require proposal to edit** off, or switch it on to make the field governed. 8. Click **Save**. ![The Create a new custom field dialog, with Field name, Field type, Entity type set to Circle, Description with a 500 character counter, and a Require proposal to edit switch](/images/structure-governance/manage-custom-fields-for-roles-and-circles/02-create-a-new-custom-field.png) **Note:** a field belongs to roles **or** to circles, never to both. If you want the same information on both, create the field twice, once on each tab. **Note:** when **Require proposal to edit** is on, members can no longer type a value straight into the field. The value changes only when a governance proposal is adopted. This is how the four core fields already behave. Under **More options** you will find the **Field key**, the technical identifier used by exports, imports and the API. It is generated from the name, you can edit it while you are creating the field, and it cannot be changed afterwards. ## Which field type should I choose? | Type | What the field holds | |---|---| | **Select** | One value, chosen from options you define | | **Multi-select** | Several values, chosen from options you define | | **List** | A free-text list of items, like Domains and Accountabilities | | **Textarea** | Long free text | | **Boolean** | Yes or no | | **Number** | A number, with an optional minimum, maximum and step | **Select** and **Multi-select** need at least one option before you can save. Each option has a **Label**, which members see, and a **Value**, which is stored. ## How do I edit, hide or reorder a field? Every row has an actions menu at its right end. - **Edit** opens the field, where you can change its name, its description and its type. Only compatible types are offered, existing values are converted automatically, and the conversion cannot be undone. The type cannot be changed at all while a proposal that references the field is still open. - **Hide** removes the field from role and circle pages without losing anything. As the setting says, stored values are preserved and reappear when you turn it back on. A hidden field is marked **Hidden** in the list, and **Show** puts it back. - **Drag** a row by the handle on its left to reorder it. Core and custom fields share one order, and that order is the order they appear in on every role or circle page. ## How do I delete a custom field? 1. Open the row's actions menu and select **Delete**. 2. Read the count in the confirmation, then click **Delete**. ![The Delete Strategy confirmation dialog, warning that deleting removes the value from one item and that past proposals and change history stay readable](/images/structure-governance/manage-custom-fields-for-roles-and-circles/03-delete-field-confirmation.png) **Warning:** deleting a field clears its value from every role or circle that had one, and this cannot be undone. The dialog tells you how many items are affected. Past proposals and change history stay readable. If you only want the field off the page, hide it instead. Two situations stop a deletion, and both are recoverable: - **An active proposal references the field.** The dialog lists the proposals so you can open them. Resolve or withdraw them, then delete. - **The field requires a proposal to edit.** Turn off **Require proposal to edit** first, or choose **Hide instead** to keep the field and its history. Core fields cannot be deleted in any situation. ## What's next? - [Editing governance fields for roles and circles](/structure-governance/how-to-edit-core-and-custom-governance-fields-for-roles-and-circles) - [How do I edit a role or a circle?](/structure-governance/how-to-edit-a-role-or-a-circle) - [Managing chart highlights as an administrator](/structure-governance/manage-highlights-as-an-admin) - [Managing custom fields for members](/administration-security/manage-custom-fields-for-members) --- ## Editing governance fields on a role or a circle URL: https://support.talkspirit.com/en/structure-governance/how-to-edit-core-and-custom-governance-fields-for-roles-and-circles Category: Structure & Governance · Section: Chart & circles · Type: Tutorial ## Editing governance fields on a role or a circle Every role and circle page carries the same governance fields: four core fields, **Purpose**, **Domains**, **Accountabilities** and **Policies**, plus any custom fields your organisation has added. Core fields can only change through a governance proposal. Custom fields are usually typed straight into the page, and this article shows which is which. ## What you see on the General tab Open a role or a circle and stay on the **General** tab. Each field is its own card, in the order an administrator chose: - **Purpose**, a single block of text. - **Domains** and **Accountabilities**, lists that show one entry per row and a count. - **Policies**, which holds documents rather than text. - **Custom fields**, one card or one row each, depending on the type. - **Relations**, at the bottom, which is derived from where the role or circle is referenced elsewhere and is never editable. ![The General tab of the Product Development circle. Purpose, Domains, Accountabilities, a Policies list with one document, a Strategy custom field reading No value, and a Relations card showing a dash.](/images/structure-governance/how-to-edit-core-and-custom-governance-fields-for-roles-and-circles/01-general-tab-fields.png) An administrator can rename any of the four core fields and hide the ones your organisation does not use, for the whole organisation at once. A hidden field disappears from every role and circle page and from the edit dialog, and its stored content comes back untouched if it is shown again. So your own pages may use different words, or show fewer than four cards. ## Who can change them In the interface, the edit affordances appear when you are a **decision maker** of the circle concerned: - To change a **role's** fields, you need to be a decision maker of the circle that holds it. - To change a **circle's** own fields, you need to be a decision maker of its **parent** circle. Being an organisation administrator is not enough on its own, and there is no bypass. Most circle members do qualify, though: a member newly assigned to a circle counts as a decision maker of it until someone sets them as a non-decision maker. An **(invited)** role is the exception. It is edited from the circle that owns it, not from the circle it was invited into. ## Change a core field 1. Open the role or circle page and stay on the **General** tab. 2. Hover the **Purpose**, **Domains** or **Accountabilities** card and click **Propose changes**. ![The Accountabilities card on the Developers role, listing three accountabilities. Hovering it reveals a Propose changes control at the right of the card header, next to an AI sparkle icon.](/images/structure-governance/how-to-edit-core-and-custom-governance-fields-for-roles-and-circles/02-propose-changes-hover.png) 3. Change the field in the dialog that opens. Domains and accountabilities are lists: use the **Add** control to create an entry, so each one stands on its own. 4. Click **Submit for review** at the bottom of the dialog to send the change to the circle, or **Save as proposal** to keep it as a draft you can add to. The same dialog opens from the three-dot **More actions** menu in the page header, under **Edit**, and it holds the name of the role or circle as well. Whichever way you open it, the change does not land on the chart when you save. It travels as a governance proposal and applies once that proposal is adopted, except on the top-level circle, which has no parent circle to propose to and saves directly. [Editing a role or a circle](/structure-governance/how-to-edit-a-role-or-a-circle) follows that journey step by step. This is not a setting: the four core fields always require a proposal, and there is no switch anywhere to turn that off. **Policies** work differently from the other three. They are documents, added with the **Add** control on the card rather than typed into the edit dialog: see [Adding or editing a policy](/structure-governance/how-to-add-or-edit-a-policy). ## Change a custom field Custom fields come in two flavours, and the administrator who created the field decides which: - **An ordinary custom field is edited in place.** Click its value, type, then click away. The change is saved at once and a **Saved** confirmation appears. There is no proposal and no governance history. - **A governed custom field behaves like a core field.** Hovering it offers **Propose changes**, which opens the same edit dialog, with the governed custom fields listed under the core ones. Resting on the field shows the reason: *This field can only be edited via a proposal*. Two kinds of value cannot be typed at all. A **calculated (formula)** field is worked out by the product, carries a lock, and says so: *Calculated automatically, read-only*. A field you have no rights on shows its value with no edit affordance at all. An empty field you can edit shows a clickable **No value** placeholder instead. Which fields exist, what they are called, whether they require a proposal and whether they appear at all are all set by an administrator in **Structure settings** > **Governance fields**: see [Managing custom fields for roles and circles](/structure-governance/manage-custom-fields-for-roles-and-circles). ## What's Next? - [Managing custom fields for roles and circles](/structure-governance/manage-custom-fields-for-roles-and-circles) - [Editing a role or a circle](/structure-governance/how-to-edit-a-role-or-a-circle) - [Adding or editing a policy](/structure-governance/how-to-add-or-edit-a-policy) - [Submitting and tracking a proposal](/structure-governance/how-to-submit-and-track-a-proposal) --- ## Adding attachments to roles and circles URL: https://support.talkspirit.com/en/structure-governance/adding-attachments-to-roles-and-circles Category: Structure & Governance · Section: Chart & circles · Type: Tutorial ## Adding attachments to roles and circles Every role page and every circle page carries an **Attachments** tab. It holds two kinds of thing: files you upload, which Talkspirit stores, and links to documents that live somewhere else. Use it to keep a role's reference material with the role instead of in a chat thread. ![The Attachments tab of a circle in table view, listing three external links under Name, Type and Date added columns, with a toolbar holding the view switcher, Group, Add attachment and search](/images/structure-governance/adding-attachments-to-roles-and-circles/01-attachments-tab-on-a-circle.png) ## Where is the Attachments tab? On the role or circle page, in the tab strip beside **General**, **Members** and **Working agreements**. It is on every role and every circle, in every organisation. No add-on, plan or setting removes it, and you need no particular standing in the circle to open it. Three buttons switch the list between grid, list and table. **Group** splits the list by source, files against links, or by file type. The search box filters by name. ## How do I add an attachment? 1. Open the **role** or **circle** page. 2. Click the **Attachments** tab. 3. Click **Add attachment**. On an empty tab, the same button sits in the middle of the page. 4. Pick a source from the **Add file** menu. 5. For **From computer**, choose the file. For **Link**, paste the address and press Enter. The attachment appears in the list straight away, with the date you added it. ## Which sources can I use? **From computer** uploads a copy that Talkspirit stores. **Link** saves an address and lists it as an **External link**. Between them sit **Google Drive**, **Dropbox**, **OneDrive** and **Box**, each appearing only if your organisation has that picker switched on and connected. Where none is connected, the menu offers only From computer and Link. ![The Add file menu open on the Attachments tab, offering From computer with a max 20 MB hint, and Link](/images/structure-governance/adding-attachments-to-roles-and-circles/02-add-attachment-sources.png) The size limit shown next to **From computer** applies to each file and comes from your plan, so the figure in your own menu is the one that counts. Separately, a role or circle holds **50 attachments** in all, and the same file or address cannot be attached twice to the same role or circle. > **Note:** a link is listed under the address you pasted, and the Attachments tab has no rename. Paste the address you are happy to read in the list. ## Who can add or remove an attachment? Anyone who can open the tab can add. There is no separate permission for adding. Removing is narrower. The **Remove** action appears for a **decision maker** of the circle concerned, meaning the circle that contains the role for a role, or the circle itself for a circle, and for organisation administrators. Everyone else sees the list with no row menu. ![The row menu open on an attachment, showing Remove as its only entry](/images/structure-governance/adding-attachments-to-roles-and-circles/03-attachment-row-remove.png) Click **Remove** and a **Remove attachment?** confirmation appears. Removing unlinks the attachment from the role or circle and does not delete the original file. > **Note:** only the person who added an attachment can actually remove it. A decision maker who clicks **Remove** on a colleague's attachment gets an error instead of a removal, so ask whoever added it. ## Who can see a circle's attachments? Everyone in the organisation, unless the circle narrows it. Open the circle's **Settings**, then **Privacy**, and set **Attachments & agreements visibility** to **Circle members only**. A file held in a cloud provider also keeps that provider's own sharing rules, so a colleague can see the row in the list and still not open the document. ## What's Next? - [What a circle page shows](/structure-governance/circle-page-tabs) - [Decision makers in a circle](/structure-governance/what-is-a-decision-maker-of-a-circle) - [Personalising a circle's settings](/structure-governance/personalizing-your-circles-settings) - [Adding a role or a circle](/structure-governance/how-to-add-a-role-or-a-circle) --- ## Meetings Overview URL: https://support.talkspirit.com/en/structure-governance/meetings-overview Category: Structure & Governance · Section: Meetings · Type: Tutorial ## Meetings Overview The **Meetings** app is where you schedule a meeting, build its agenda, run it live, and keep the report afterwards. Any member can create one, and a meeting stands on its own unless you create it from a circle or a role. > **In summary:** Open **Meetings** to see your meetings as a **List** or a **Calendar**, with **Reports** and **Agenda items** beside them. Create a meeting, optionally apply a template, prepare the agenda in advance, capture tasks and decisions against each agenda item while you talk, and close the meeting to produce its report. ## Where do I find everything? The app panel shows three entries: **Meetings**, **Reports** and **Agenda items**. On the **Meetings** page, a toggle switches between the **List** and the **Calendar**, and **Add meeting** starts a new one. At the bottom of the panel, **Meeting settings** opens **Synchronisation**, **Templates**, **Admin Settings** and **Notifications**. **Templates** appears if you can create meetings or administer a circle, **Admin Settings** only for organisation administrators. ![The Meetings page in list view, with the Meetings, Reports and Agenda items entries in the app panel, the List and Calendar toggle, and upcoming meetings grouped by date](/images/structure-governance/meetings-overview/01-meetings-list.png) ## Who can create a meeting? Any member can, though guest accounts can be blocked from it depending on their guest level. Whoever creates the meeting becomes its **Organiser**, and the content stays editable by the participants rather than by the wider circle. ## How do I schedule a meeting? Give the meeting a **Title**, a start and an end time, and invite participants. You can invite people one by one, or invite a whole circle or role at once. Then set the practical details: choose **In person**, **Video** or **Hybrid** and fill in the location or the video link; open the recurrence control, which starts on **Does not repeat**, to make it a series (daily, weekly, monthly, every weekday, or a pattern you define); and pick **Public** so everyone in the organisation sees it, or **Private** to keep it to the invited participants. You can also attach a template here. ![The New meeting dialog, with fields for the title, the date and time, participants, Public or Private visibility, In person, Video or Hybrid, a location, and a template](/images/structure-governance/meetings-overview/02-new-meeting-form.png) For the full walkthrough, see [Opening, scheduling, editing, or deleting a meeting](/structure-governance/how-to-open-schedule-edit-or-delete-a-meeting). ## How do I work with meeting templates? A template is a reusable agenda. Ten ready-made templates ship with the app, among them Governance Meeting, Tactical Meeting, Daily Standup and 1-on-1. Open **Templates**, click **Browse gallery**, and install the ones your team needs. Each template carries a **Visibility**: **Personal** keeps it to you, a circle shares it with that circle's members, and **Organisation** opens it to everyone. The page groups your templates by visibility, and you see only the groups you are allowed to fill. ![The Templates page, with Browse gallery and Add template, showing installed templates grouped under Organisation and Personal](/images/structure-governance/meetings-overview/03-meeting-templates.png) A template is built from **Sections**. Each section carries a **Section Type** that decides what it does: **Check-in**, **Checklists**, **Goals**, **Metrics**, **Projects**, **Agenda**, **Closing**, or **Custom** for free-form notes. Typed sections fill themselves in from the participants' data, so a **Metrics** section arrives with their metrics already listed. Names like **Checklists**, **Proposal** and **Tension** are set per organisation, so yours may differ. See also [Meeting Templates: Best Practices and Example Uses](/structure-governance/meeting-templates-best-practices-example-uses). ## How do I prepare the agenda in advance? Every participant can add agenda items to a scheduled meeting, even without the right to edit the rest of it. Items you are not ready to schedule wait in your **parking lot**, and **Import** on a meeting's agenda pulls them in. You can also push work to a meeting from where it already lives: a proposal, a checklist and a metric each offer **Bring to a meeting**, and a tension becomes an agenda item through **Transform into…**. ![The Agenda items page grouped by status: two items in discussion in a running meeting, four waiting in the parking lot, and two scheduled for a governance meeting](/images/structure-governance/meetings-overview/04-agenda-items.png) ## How do I capture decisions and follow-up work? During the meeting, work is captured against the agenda item under discussion. Open an item and use **New Task**, **New Goal**, **New Project**, **New Proposal**, **New Metric** or **New Checklist**, or **Link existing** to attach something that already exists. Notes belong to the **Note taker**, and any participant can take that role with **Make note taker**. > **Note:** Every attendee can edit the notes by default. An administrator can switch on **Note taker only**, after which other attendees still add and edit agenda items but see the notes read-only. ## How does the meeting report work? Closing a meeting produces a report holding its sections, its agenda items, the decisions taken and who attended. Your organisation decides what happens next: the report is either **Published** immediately, which emails the organiser and the invited participants, or held as a **Draft** until someone publishes it. Publishing is what sends the email, so nothing leaves a draft. Each section the app fills in for you carries an **Include in report** tick box, so you can leave one out. Reports have their own visibility, separate from the meeting's, and **Export PDF** produces a file. ![The Reports page listing meeting reports grouped by date, each showing its meeting, its type, and a Draft or Published status](/images/structure-governance/meetings-overview/05-meeting-reports.png) ## How do I sync meetings with my own calendar? Open **Meeting settings** then **Synchronisation**. **Connect Google Calendar** or **Connect Microsoft Outlook** links one account, and only one provider can be connected at a time. **ICS Calendar Feed** is the alternative: it gives you a URL to subscribe to from any calendar application. For the steps, see [Synchronising meetings with an external calendar](/structure-governance/allow-external-calendar-synchronization). ## What's Next? - [Opening, scheduling, editing, or deleting a meeting](/structure-governance/how-to-open-schedule-edit-or-delete-a-meeting) - [Governance Meetings Overview](/structure-governance/introducing-governance-meetings) - [Tactical Meetings Overview](/structure-governance/introducing-tactical-meetings) - [Meeting Templates: Best Practices and Example Uses](/structure-governance/meeting-templates-best-practices-example-uses) --- ## Governance Meetings Overview URL: https://support.talkspirit.com/en/structure-governance/introducing-governance-meetings Category: Structure & Governance · Section: Meetings · Type: Tutorial ## Governance Meetings Overview A governance meeting is where a circle changes its own structure: the roles it holds, who fills them, and the working agreements it lives by. A tactical meeting uses the structure as it stands; a governance meeting is the place to change it. The circle works through one proposal at a time, and each one ends adopted or rejected. > **In summary:** Apply the **Governance Meeting** template and the meeting runs five sections in this order: **Check-in**, **Administrative Concerns**, **Agenda Building**, **Agenda** and **Closing**. Proposals reach the **Agenda** section as agenda items. Open one, present it, then adopt or reject it. ## What are the five sections? 1. **Check-in.** An opening round. Talkspirit lists the participants for you and you tick each person off as they speak, which is also where attendance is recorded. See [Tracking meeting attendance](/structure-governance/how-to-track-meeting-attendance). 2. **Administrative Concerns.** Short logistical matters worth saying out loud before the agenda starts. Free-form notes. 3. **Agenda Building.** The circle names the items it wants to work on, a couple of words each, before discussing any of them. 4. **Agenda.** The working part. Items sit under **Items to Process** and the circle takes them one at a time, moving each from **Pending** to **Discussion** to **Complete**. 5. **Closing.** A final round to capture how the meeting went. A stepper across the top of the live meeting shows the five sections in order and which one is open, so you can go back to an earlier one at any time. ![A live governance meeting titled Monthly Governance, marked Presenting with 35 minutes left and a Close meeting button. The stepper below reads Check-in, Administrative Concerns, Agenda Building, Agenda and Closing; the first three are ticked and the fourth, Agenda, is the current section. The Agenda section is open with the meeting notes, and the panel on the right lists two entries under Items to Process, the first marked as in discussion](/images/structure-governance/introducing-governance-meetings/01-live-governance-meeting-agenda.png) > **Note:** A lighter **Streamlined Governance Meeting** template also ships, with only **Check-in**, **Agenda** and **Closing**. Install either from **Meetings** then **Meeting settings → Templates → Browse gallery**, and a circle can add or drop sections in its own copy. ## How does a proposal reach the agenda? During the meeting, type the item into **Add an item** in the **Agenda** panel, open it, then click **Actions** and choose **New Proposal**. **New Election** does the same for filling a role. You pick the circle the proposal belongs to, and only the circles where you may take part in governance appear in that list. Work that already exists comes in the same way it does for any meeting: a proposal on the Proposals page offers **Bring to a meeting**, and a tension becomes an agenda item through **Transform into…**. Items you added earlier wait in your **parking lot** until **Import** pulls them into an agenda. ## What happens to a proposal during the meeting? Open the proposal and the screen splits in two: the proposal itself on the left, so it stays visible while you talk, and **Governance meeting steps** on the right. By default there are two steps, **Present Proposal** and **Decision**. The proposer presents, **Advance to next step** moves the proposal on, and then **Adopt** records the decision. **Reject** ends the process, and **Previous step** goes back one. The proposer can also **Withdraw** the proposal from the header. Adopting is what changes the organisation. A proposal carrying structural changes applies them to the circle at that moment, and a tension linked to the proposal is resolved at the same time. Nothing is applied before that point, so a rejected or withdrawn proposal leaves the structure untouched. ![A submitted proposal open during a governance meeting. On the left, its single evolution: a role update on Support adding the accountability Routing migration questions to the role that owns the answer. On the right, a panel headed Governance meeting steps lists Present Proposal, struck through as done, and Decision, marked Current, above an Adopt button with Previous step and Reject beneath it](/images/structure-governance/introducing-governance-meetings/02-proposal-in-governance-meeting.png) > **Note:** The controls on the right are shown to everyone viewing the proposal today, **Adopt** and **Reject** included. Agree in the room who is facilitating before you start. Your organisation can run the full round-by-round process instead. **Full validation workflow** replaces the two steps with **Present Proposal**, **Clarifying Questions**, **Reaction Round**, **Amend & Clarify**, **Objection Round** and **Integration**. An administrator chooses between the two in the Structure module, under **Structure settings → General → Decision settings**, in the **Proposals workflow in meetings** card. See [Decision Settings](/structure-governance/what-are-decision-settings). ## How do objections work? Objections belong to the full round-by-round process: the **Objection Round** is where they are raised, so you only meet them when your organisation has chosen **Full validation workflow**. There, **Raise an objection** opens the **Objection Assessment**: a short questionnaire that asks whether the proposal causes harm or moves the circle backward, whether that harm comes from the proposal itself rather than from something already there, whether the objection touches one of your own roles in the circle, and whether the harm is significant enough that it is not safe to try. If your answers suggest the objection does not meet those criteria, Talkspirit says so and explains why, and you can still choose **Proceed anyway**. Raising an objection does not stop the meeting: it records a blocker for the circle to test and integrate. ## Who can do what? Any participant can start the meeting, close it, and reopen it for a short while afterwards. Any participant can add agenda items. The notes belong to the **Note taker**, who can be changed at any point during the meeting. Creating a proposal is the one thing that is restricted: you must be a decision maker of the circle the proposal belongs to. Being an organisation administrator is not enough on its own. See [Decision makers in a circle](/structure-governance/what-is-a-decision-maker-of-a-circle). Which roles are filled by election is set per circle, under **Elected roles** in the circle's settings. The Facilitator and the Secretary are the usual examples, but the list is yours to define. ## What's Next? - [Restructuring a circle in a governance meeting](/structure-governance/how-to-restructure-a-circle-in-governance-meetings) - [Creating a proposal](/structure-governance/how-to-create-a-proposal) - [Voting on a proposal](/structure-governance/how-to-vote-on-a-proposal) - [Tactical Meetings Overview](/structure-governance/introducing-tactical-meetings) - [Meetings Overview](/structure-governance/meetings-overview) --- ## Tactical Meetings Overview URL: https://support.talkspirit.com/en/structure-governance/introducing-tactical-meetings Category: Structure & Governance · Section: Meetings · Type: Quick Fix ## Tactical Meetings Overview A tactical meeting is a circle's recurring operational meeting. The circle reviews what it committed to, looks at its numbers, then works through the obstacles in its way one at a time. Governance meetings change the structure of the circle; a tactical meeting uses the structure as it stands to get the work moving. > **In summary:** The **Tactical Meeting** template runs five steps in this order: **Check-in**, **Checklists**, **Metrics Review**, **Agenda** and **Closing**. A stepper across the top of the live meeting shows which step is open. Any member can create a tactical meeting for a circle, give it a recurrence, and adjust the steps in the circle's own copy of the template. ## What are the five steps? 1. **Check-in.** A quick opening round where everyone shares how they are doing. Talkspirit fills in the list of participants for you. 2. **Checklists.** Talkspirit lists the recurring items assigned to the meeting's participants, with their recurrence and who they belong to. Each person ticks what they completed in the current period. This step needs the **Holacracy** add-on and the matching organisation setting, and your organisation can rename "Checklist" in its own terminology, so the step may carry another name. 3. **Metrics Review.** Talkspirit lists the metrics owned by the circles and roles in the meeting, with their frequency and latest value. The owner records the new value and can add a comment alongside it. 4. **Agenda.** The working part of the meeting. Anyone in the meeting adds entries under **Items to Process**, and the circle takes them one at a time, moving each from **Pending** to **Discussion** to **Complete**. Against an open item you can create a task, a goal, a project or a proposal, so the outcome lands where the work lives instead of only in the notes. 5. **Closing.** A final round to capture everyone's feedback before the meeting ends. ![The step bar of a live tactical meeting. Five steps read Check-in, Checklists, Metrics Review, Agenda and Closing; the first three are ticked and the fourth, Agenda, is the current step. Below it the section opens under the heading Agenda, described as open agenda items and discussion topics](/images/structure-governance/introducing-tactical-meetings/01-live-tactical-meeting-agenda.png) ## Who can do what? Any member can create the meeting and give it a recurrence. Whether a guest can create one depends on their guest level. One participant is the **Note taker**. Assign them from the participants list with **Make note taker**, and change them at any point during the meeting. The note taker owns the notes: when your organisation switches on **Note taker only**, they are the only person who can edit notes during a live session, while everyone else can still add and edit agenda items. Starting and closing the meeting are open to any participant, not to the note taker alone. ## Can we change the steps? Yes. The five steps come from the **Tactical Meeting** template, which you install once and then edit as your own. Open **Meetings**, then **Meeting settings** → **Templates**. Templates sit in two lanes, **Organisation** and **Personal**, grouped by category, and **Browse gallery** installs a system template such as **Tactical Meeting**. From there a circle adds a step it wants, **Projects** or **Goals** for example, or drops one it does not use. ![The Templates page of the Meetings module, reached from Meeting settings. Templates are grouped into an Organisation lane and a Personal lane, and within each by category: Standard, Tactical and Governance. Under Tactical, the Tactical Meeting template shows its first three section chips, Check-in, Checklists and Metrics Review. Browse gallery and Add template sit in the header](/images/structure-governance/introducing-tactical-meetings/02-templates-tactical-meeting.png) > **Note:** Who can edit a template depends on its scope. A **Personal** template can be edited only by its creator, a circle template by any member of that circle, and an **Organisation** template only by an administrator. ## What's Next? - [Governance Meetings Overview](/structure-governance/introducing-governance-meetings) - [Meetings Overview](/structure-governance/meetings-overview) - [Creating a meeting template](/structure-governance/how-to-create-a-meeting-template) - [Changing the note taker during a meeting](/structure-governance/how-to-change-the-secretary-during-a-meeting) --- ## Scheduling, starting, editing, and deleting a meeting URL: https://support.talkspirit.com/en/structure-governance/how-to-open-schedule-edit-or-delete-a-meeting Category: Structure & Governance · Section: Meetings · Type: Tutorial ## Scheduling, starting, editing, and deleting a meeting In Talkspirit you always schedule a meeting first, whether it starts in ten minutes or next month, then open it with **Start meeting** when it is time to begin. A meeting can repeat on a recurrence, and afterwards you can change or delete a single occurrence or the whole series. > **In summary:** Go to the **Meetings** app, click **Add meeting**, fill in the form and click **Save**. Open the meeting and click **Start meeting** to run it. The three-dot menu on any row carries **Edit meeting**, **Edit recurrence** and **Delete**. Any member can create a meeting. Guest accounts can, depending on their guest level. Once the meeting exists, editing and deleting it are reserved for the organiser, the note taker, and any participant who has been given editing rights. Every participant, including members invited through a circle or a role, can start the meeting and add agenda items to it. ## Schedule a meeting 1. Open the **Meetings** app in the navigation rail, then click **Add meeting**. 2. Enter a title, then click the date row to set the start and end date and time. 3. Add **participants**: members, circles, or roles. Adding a circle or a role invites everyone in it. 4. Choose **Public** (visible to everyone in the organisation) or **Private** (visible only to invited participants). 5. Set where the meeting happens: **In person**, **Video**, or **Hybrid**. **Video** generates a link for you, or you can paste your own. 6. Pick a **Template** to preload the agenda, or keep **None - open meeting** for a free-form agenda. 7. Click **Save**. ![The New meeting dialog, with fields for the title, the date and time row showing Does not repeat, participants, Public or Private, the In person, Video and Hybrid location modes, the template, and a description, above the Cancel and Save buttons](/images/structure-governance/how-to-open-schedule-edit-or-delete-a-meeting/01-new-meeting-form.png) The meeting is created with the status **Scheduled** and appears in the list. The confirmation message carries an **Open** action that takes you straight to it. To run the meeting, open it and click **Start meeting**. Its status changes to **In progress**, the agenda notes become editable, and participants who have the meeting open see it start live. > **Note:** The person who takes the minutes is the **note taker**, called the Secretary in Holacracy. By default this is the organiser. To hand it over, open the participants panel from the meeting header, then choose **Make note taker** on someone's row. ## Set or change a recurrence The recurrence control sits just under the date row in the meeting form. It shows the current pattern, so on a new meeting it reads **Does not repeat**. Click it to choose one of the presets: **Every weekday (Monday to Friday)**, **Weekly on** the meeting's own weekday, **Monthly on day** the meeting's own date, or **Daily**. ![The recurrence dropdown open under the date row, listing Does not repeat (ticked), Every weekday (Monday to Friday), Weekly on Wednesday, Monthly on day 5, Daily, and Custom](/images/structure-governance/how-to-open-schedule-edit-or-delete-a-meeting/02-recurrence-options.png) For anything else, including every two weeks, several days a week, or a yearly cadence, choose **Custom...**. The custom dialog sets the interval in days, weeks, months, or years, which weekdays it lands on, and when it ends: **Never**, **On** a date, or **After** a number of occurrences. Adding a recurrence to a meeting that does not have one turns it into a series. Talkspirit asks you to confirm with **Make recurring**, then generates the future occurrences automatically. **Remove recurrence** on the three-dot menu does the reverse: it ends the series and cancels every future occurrence, and it cannot be undone. ## Edit a meeting 1. Click the **three-dot menu** on the meeting's row. 2. Choose **Edit meeting**. 3. Change what you need, then click **Save**. ![The three-dot menu on a recurring meeting's row, listing Copy URL, Edit meeting, Edit recurrence, Remove recurrence, and Delete](/images/structure-governance/how-to-open-schedule-edit-or-delete-a-meeting/03-meeting-row-menu.png) On a recurring meeting, Talkspirit then asks which occurrences to update, with the choice of **This event**, **This and following events**, or **All events**. To change the cadence instead of one occurrence's details, choose **Edit recurrence** on the same menu. That change always applies to this occurrence and every following one in the series, so there is no scope question to answer. You cannot change the date, time, or recurrence of a meeting that is already running. End it first. ## Delete a meeting or a series 1. Click the **three-dot menu** on the meeting's row. 2. Choose **Delete**. 3. On a recurring meeting, pick **This event**, **This and following events**, or **All events**, then click **Delete**. ![The Delete recurring event dialog, asking which events to delete, with This event selected and This and following events and All events also offered, above Cancel and Delete](/images/structure-governance/how-to-open-schedule-edit-or-delete-a-meeting/04-delete-recurring-scope.png) > **Warning:** A one-off meeting is deleted the moment you click **Delete** on the row menu, with no confirmation step. Deletion cannot be undone and all participants are notified. **Delete** is greyed out while a meeting is running. End the meeting first. Deleting a meeting does not move its agenda items anywhere. If you want to keep them, move them to another meeting before you delete this one. ## What's Next? - [Transferring unprocessed agenda items to another meeting](/structure-governance/how-to-transfer-unprocessed-agenda-items-to-another-meeting) - [Synchronising meetings with an external calendar](/structure-governance/allow-external-calendar-synchronization) - [Closing a meeting](/structure-governance/how-to-close-a-meeting) - [Meetings Overview](/structure-governance/meetings-overview) --- ## Adding agenda items to a meeting URL: https://support.talkspirit.com/en/structure-governance/adding-agenda-items-to-a-meeting Category: Structure & Governance · Section: Meetings · Type: Tutorial ## Adding agenda items to a meeting Every member of a meeting can add agenda items, and the same **Agenda** panel serves the meeting whether it is still scheduled or already running. Open the meeting, type the item in, and it is on the agenda for everyone invited. > **In summary:** The **Agenda** panel sits beside the meeting notes. Type into **Add an item** to create one, or click **Import** to pull in an item you parked earlier. ## Who can add an item? Anyone the meeting invites, directly or through a circle or a role. You do not need editor rights: adding an item counts as a contribution, not a change to the meeting record. On a **Public** meeting it is wider than that. Anyone in your organisation who can open the meeting can also add to its agenda, whether or not they were invited. If that is not what you want for a particular meeting, set it to **Private** when you create it, and only its participants can contribute. See [Meeting visibility: who can see and take part](/structure-governance/meeting-visibility). ## How do I add an agenda item? 1. Open the **Meetings** app and click the meeting. 2. Find the **Agenda** panel next to the meeting notes. 3. Type the item title into **Add an item**. 4. To hand the item to someone else, click the avatar button to the left of the field and choose a **presenter**. It defaults to you. 5. Press Enter or click the plus icon. The item appears at the end of **Items to Process**. Click it to add a description, a planned duration, and notes. Notes save as you type, so whoever takes notes during the meeting starts from your preparation rather than a blank page. ![The Agenda panel of a scheduled meeting. The Add an item field is outlined, the Import button carries a counter of four parked items, and two items sit under the Items to Process heading.](/images/structure-governance/adding-agenda-items-to-a-meeting/01-agenda-panel-scheduled-meeting.png) You can also add an item without opening the meeting at all. In the meetings list, hover over the meeting row and click **Add agenda item** in the **Add** column. ![A row in the meetings list, hovered, revealing an Add agenda item button with a count of two on the right-hand side of the row.](/images/structure-governance/adding-agenda-items-to-a-meeting/02-add-agenda-item-from-meetings-list.png) ## How do I import an item I parked earlier? An agenda item you create without choosing a meeting waits in your **parking lot**, in the **Agenda items** app. The number on the **Import** button is how many are waiting for you. Move one onto an agenda from either end: - **From the meeting:** click **Import** in the **Agenda** panel, tick the items you want, then confirm with the button at the bottom, which counts your selection: **Import 2 items**. **Select all** takes the whole list, and you can search it by keyword if your parking lot is long. - **From the Agenda items page:** open the item's actions menu and choose **Bring to a meeting**. ![The Import agenda items dialog. Four parked items are listed with tick boxes, two are ticked, and the confirmation button reads Import 2 items.](/images/structure-governance/adding-agenda-items-to-a-meeting/03-import-agenda-items-dialog.png) > **Note:** The import list only shows items you created. Parked items stay with their author until they land on a meeting agenda, so you cannot import a colleague's item for them. Tensions and proposals reach an agenda from their own side, not from the meeting. A proposal carries a **Bring to a meeting** action, covered in [Using Bring to meeting](/structure-governance/how-to-use-bring-to-meeting). A tension becomes an agenda item when you process it: open it and choose **Transform into… › Create an Agenda Item**. Tensions belong to the Holacracy add-on and your organisation can rename the term, so the word on your screen may differ. See [Where are my tensions and how do I process them?](/structure-governance/tensions-overview). ## How do I edit, remove, or reorder items? Open the actions menu, the **...** button on the right of the item row: - **Edit agenda item** opens the item so you can change its title, description, presenter, and planned duration. - **Remove from meeting** takes the item off this agenda and returns it to your parking lot, so nothing is lost. ![The actions menu open on an agenda item row, offering Edit agenda item and Remove from meeting.](/images/structure-governance/adding-agenda-items-to-a-meeting/04-agenda-item-actions-menu.png) Your own items are always yours to edit. The panel has no **Delete**: deleting an item outright is done from **Meetings › Agenda items**. ## What changes once the meeting starts? Two things, and only two: - **Someone else's item becomes editable** to the organiser, an editor participant, and the note taker. Before the meeting starts, **Edit agenda item** appears only on items you created or present. - **Those same rights unlock reordering**, using the drag handle on the left of each row. Items already processed stay where they are. Everything else on this page works the same way before and during the meeting. ## What's Next? - [Using Bring to meeting](/structure-governance/how-to-use-bring-to-meeting) - [Where are my tensions and how do I process them?](/structure-governance/tensions-overview) - [Closing a meeting](/structure-governance/how-to-close-a-meeting) - [Creating a meeting template](/structure-governance/how-to-create-a-meeting-template) --- ## Transcribing a meeting with the AI notetaker URL: https://support.talkspirit.com/en/structure-governance/transcribe-a-meeting-with-the-ai-notetaker Category: Structure & Governance · Section: Meetings · Type: Tutorial The **AI notetaker** transcribes a meeting while it happens. You open it from the meeting, start it when the discussion begins, and the words appear in a live transcript beside the agenda. The transcript is saved with the meeting, so anyone who can open the meeting afterwards can read it. > **The AI notetaker needs the Talkspirit Desktop app.** Transcription is not available in a web browser. It works by processing your microphone with a speech model that runs **on your own machine**, which is why the desktop app is required: the audio does not leave your computer to be turned into text. If you open the AI notetaker in a browser, Talkspirit tells you the desktop app is needed and offers the download. ## Before you begin - The **Talkspirit Desktop app**, signed in to your organisation. See the [Desktop App FAQ](/en/getting-started/desktop-app-faq). - **Microphone access** granted to Talkspirit on your computer. Your operating system asks the first time, and you can change it later in your system settings. - You are a **participant of the meeting**. Only meeting participants can start the AI notetaker; for everyone else the action is greyed out. ## Starting the transcription 1. Open the meeting. 2. Open the actions menu in the meeting header and select **AI notetaker**. The transcription panel opens. 3. Select **Start transcription**. ![The actions menu of a meeting header, open on its single item, AI notetaker, which is what opens the transcription panel](/images/structure-governance/transcribe-a-meeting-with-the-ai-notetaker/01-ai-notetaker-menu-item.png) The panel shows **Recording...** while it listens, **Listening...** while it works out the words just spoken, and adds each finished passage to the **Live transcript** below. While the transcription is running you can: - **Pause** it, then **Resume** when you want to carry on. Pausing is useful for a part of the discussion that should not be written down. - **Stop transcription** to end it. - **Copy transcript** to put the text on your clipboard. - **Clear transcript** to discard what has been captured so far. - **Close transcription** to put the panel away. Recording carries on, and an indicator stays in the meeting header so you do not forget it is running. > **Everyone in the meeting can tell that a transcription is running.** While you record, the other participants see a microphone indicator in the meeting header, and their actions menu offers **View transcript** instead of **AI notetaker**. Even so, tell the room you are about to start: a written record of a discussion is the kind of thing people expect to be asked about, and in many organisations it is a requirement rather than a courtesy. ## Reading the transcript afterwards Once the meeting is completed, the actions menu offers **View transcript** to everyone who can open the meeting. The same item appears during the meeting for participants who are not the one recording. The transcript is saved to Talkspirit as it is captured. If that saving fails, for example because your connection drops, the panel warns you that it could not save to the server and **keeps recording locally**, so the discussion is not lost while the connection is down. ## Importing a transcript If a meeting was transcribed somewhere else, you can bring that text in instead of recording it again. Open **View transcript** from the meeting's actions menu, choose **Import a transcript**, then either paste the text or select **Load from file** to load a `.vtt` or `.txt` file, set the **Language**, and select **Import**. If the meeting already has a transcript, Talkspirit warns you that importing will **replace** it, and the button reads **Replace the transcript**. ## If the microphone is blocked If your computer refuses microphone access, the panel says so and shows you how to fix it. On macOS: 1. Open **System Settings → Privacy & Security → Microphone**. 2. Enable access for **Talkspirit AI**. 3. Come back to the panel and select **Retry**. On other systems, check your microphone privacy settings, allow access for Talkspirit AI, and retry. ## Troubleshooting | What you see | What it means | What to do | | --- | --- | --- | | Transcription requires the Talkspirit Desktop app | You are in a web browser | Install and open the Talkspirit Desktop app, then reopen the meeting | | Transcription is unavailable on this device | The local speech model is not installed | Check that local transcription is installed with your desktop app, then try again | | Microphone access was denied | Your operating system is blocking the microphone | Allow access for Talkspirit AI in your system settings, then select **Retry** | | No speech detected | Nothing audible reached the microphone | Check that the right microphone is selected and that it is not muted | | Could not capture audio from microphone | Another application may be holding the microphone | Close other apps using the microphone, then start again | | Network error | The connection dropped | Check your connection. Recording continues locally in the meantime | | **AI notetaker** is greyed out | You are not a participant of this meeting | Ask to be added to the meeting, or ask a participant to run the transcription | ## Next steps - [Adding agenda items to a meeting](/en/structure-governance/adding-agenda-items-to-a-meeting) - [Closing a meeting](/en/structure-governance/how-to-close-a-meeting) - [Meeting visibility](/en/structure-governance/meeting-visibility) - [Desktop App FAQ](/en/getting-started/desktop-app-faq) --- ## Managing chart highlights as an administrator URL: https://support.talkspirit.com/en/structure-governance/manage-highlights-as-an-admin Category: Structure & Governance · Section: Chart & circles · Type: Tutorial · Tags: admin ## Managing chart highlights as an administrator A highlight is a colour rule for your organisation chart. You name it, pick a colour, and describe which roles or circles it should paint. Administrators build highlights once for the whole organisation, on **Structure settings > Visualisation > Highlight**. For what a highlight is and how members switch one on, read [Role and Circle Highlights in Talkspirit](/structure-governance/understanding-highlights); this article covers building and publishing them. One thing to know before you start, because it catches most administrators: creating a highlight does not colour anybody's chart. A highlight only becomes visible once it has been added to a **view**, and a member applies that view from the **Highlight** menu on the chart. Publishing is a second step, covered below. Only administrators reach this page: the **Structure settings** menu does not offer **Visualisation** to anyone else. Nothing here belongs to the Holacracy add-on and nothing depends on your plan. ## How do I create a highlight? 1. Open the **Structure** app. 2. Click **Structure settings** at the bottom of the left panel. 3. Select **Visualisation**, then open the **Highlight** tab. 4. Click **Add Highlight**. Until your organisation has built one, the tab reads **No highlights configured**. ![The Highlight tab of Visualisation settings in the Structure module, showing the empty state and the Add Highlight button](/images/structure-governance/manage-highlights-as-an-admin/01-visualisation-settings-highlight-tab.png) The **Create Highlight** dialog asks for five things. - **Name**, required. Members read this in the chart legend, so write it for them rather than for yourself. - **Description**, optional and worth writing. Members see it as the tooltip when they point at this highlight in the chart legend. - **Colour**, chosen from the palette. The **+** at the end of the row opens a custom colour picker. - **Target**: **Roles**, **Circles**, or **Circles and Roles**. This also decides which fields a rule can test, so set it before you write the rule. - **Rules**, at least one. Each rule is a field, an operator and a value. Click **Create**. Talkspirit confirms with **Highlight created successfully**. ![The Create Highlight dialog filled in with a name, description, colour, target and one rule](/images/structure-governance/manage-highlights-as-an-admin/02-create-highlight-dialog.png) Click **Add Rule** for a second condition. A **Rule Logic** menu then appears, offering **All rules must match (AND)** or **Any rule must match (OR)**. It stays hidden while there is only one rule, because there is nothing to combine. ## What can a rule test? Ten built-in fields, plus every custom field your organisation has defined. | Field | Operators offered | |---|---| | **Name**, **Purpose** | Equals, Not Equals, Contains, Does Not Contain, Starts With, Ends With, Is Filled, Is Empty | | **Domains**, **Accountabilities** | Contains, Does Not Contain | | **Created at**, **Updated at** | After, Before | | **Is hiring**, **Is main role**, **Is cross-circle role** (roles only) | Equals True or False | | **Is vacant** | Equals True or False | **Is main role** is the flag behind the **Core** badge on a role. **Is cross-circle role** is set on a role that has been invited into another circle. Your own custom fields join the same list, so a select field such as "Site" or "Cost centre" can drive a highlight as soon as you have created it. See [Managing Custom Fields for Roles and Circles](/structure-governance/manage-custom-fields-for-roles-and-circles). Two limits are worth knowing. Date fields accept only **After** and **Before**, because the stored value is a precise timestamp that an exact date could never equal. And the field list is filtered by the **Target** you chose, so a highlight aimed at circles will not offer you the role-only flags. ## How do I make members see a highlight? A highlight sits in a catalogue until you put it in a view. A view is a named selection of highlights, and it is the view that a member applies to the chart. 1. Open **Explore organisation**. 2. Click **Highlight** at the top right of the chart. 3. Click the **+** button beside the search box. 4. Fill in **Template name**. This is the name members will pick from. 5. Turn on **Share with everyone in the organisation**. 6. Turn on **Set as the organisation default view** if this should be the view your organisation starts from. 7. Under **Chart legends**, click **Add highlight** and choose the highlights this view carries. At least one is required. 8. Click **Create**. ![The Create view dialog with sharing turned on, revealing the Organisation default view switch](/images/structure-governance/manage-highlights-as-an-admin/03-create-view-share-and-default.png) Those two switches are the administrator's part. Any member may build a view for themselves, but only an administrator can share one with the organisation or mark one as the organisation default, and the switches simply do not appear for anyone else. Set expectations carefully on the default. The dialog says the default view is selected automatically for new members, and today it is not: the chart opens with no view applied and no legend, whichever view is marked as the default. Members choose a view once from the **Highlight** menu, and Talkspirit then remembers their choice in that browser. So tell colleagues the view exists rather than assuming they will find it coloured in. ## How do I edit or delete a highlight? On the **Highlight** tab, click a highlight to reopen it, or use the three-dot menu at the right of its row for **Edit** and **Delete**. Editing reopens the same dialog, and **Save** replaces **Create**. Deleting cannot be undone. If the highlight is used in any views, the confirmation names them and warns that it will be removed from all of them. The views themselves survive, minus that colour. Highlights cannot be reordered on this page. ## Which highlights come ready-made? Every organisation already has a built-in set that needs no setup. You will not find these on the **Highlight** tab, which lists only what your organisation has built. They appear in the **Add highlight** picker while you are assembling a view, grouped by category: - **My roles** and **My circles**, which paint whatever the member reading the chart holds. - **Status**: **Vacant**, **Hiring**, **Core**, **Transversal**. - **Activity**: active in the last 7, 30 or 90 days, or in the last year. - **Full time equivalent**: four bands, from any recorded time upwards. **Transversal** here is one of those built-in highlights, not a role type. It paints roles invited into another circle, which the English interface calls cross-circle roles. See [Cross-circle roles in Talkspirit](/structure-governance/cross-circle-roles-overview). Built-in highlights cannot be renamed, re-ruled or deleted. If you want a variation, build your own alongside them. ## What's Next? - [Role and Circle Highlights in Talkspirit](/structure-governance/understanding-highlights) - [Managing chart custom views](/structure-governance/how-to-manage-chart-custom-views) - [Managing chart settings in Talkspirit](/structure-governance/managing-chart-settings) - [Managing Custom Fields for Roles and Circles](/structure-governance/manage-custom-fields-for-roles-and-circles) --- ## Adding a videoconference link to a meeting URL: https://support.talkspirit.com/en/structure-governance/how-to-add-a-videoconference-link-to-a-meeting Category: Structure & Governance · Section: Meetings · Type: Tutorial ## Adding a videoconference link to a meeting A meeting carries its own video link, set from the meeting form. Switch the meeting to **Video** or **Hybrid** and a link field appears, already filled with a fresh Talkspirit video room if your organisation has videoconferencing switched on. You can keep that link or replace it with one from any other conferencing tool. > **In summary:** Open the meeting form, click **Video** (or **Hybrid** if some people also gather in a room), check the video link field, then click **Save**. The link then travels with the meeting: participants get it in their invitation and open it with **Join video**. Anyone who can create or edit the meeting can set its video link, so you need no rights beyond that. The links Talkspirit generates come from its own videoconferencing, which an administrator switches on for the whole organisation: see [Ensuring videoconferencing is available for members](/administration-security/how-to-ensure-the-availability-of-the-videoconference). ## Choose how the meeting happens The meeting form carries a row of three buttons, next to a map-pin icon, that decides where the meeting takes place. Which fields you get depends on which one you pick. | Button | Fields shown | |---|---| | **In person** | a location field only | | **Video** | a video link field only | | **Hybrid** | both a location and a video link field | Switching buttons clears the field it hides, so moving a meeting from **Hybrid** to **In person** drops its video link. Switch back before you save and Talkspirit restores what you had typed. ## Add the video link 1. Open the meeting form: click **Add meeting** in the **Meetings** app, or **Edit meeting** on an existing meeting's three-dot menu. 2. Click **Video**, or **Hybrid** if some people will be in a room together. 3. Look at the video link field, the one marked with a camera icon. If your organisation has Talkspirit videoconferencing, a fresh room link is already in it. 4. To swap that room for another one, click **Generate new link** beside the field. 5. To hold the call somewhere else instead, select the field and paste the link from Google Meet, Microsoft Teams, Zoom, or whichever tool you use. 6. Click **Save**. ![The New meeting dialog with the In person, Video and Hybrid buttons, Video selected, and the video link field below it holding an example link, with a copy button and a circular-arrow generate button to its right](/images/structure-governance/how-to-add-a-videoconference-link-to-a-meeting/01-meeting-form-video-link.png) **Copy URL** beside the field puts the link on your clipboard, which is the quickest way to pass it to someone who is not a participant. > **Warning:** A video link never blocks a save. If what is in the field is not a web address, the meeting saves **without** it and a warning tells you the link was not kept. Check the field again after saving. ## Where the link appears afterwards You do not have to send the link round separately, because it travels with the meeting: - On the meeting page, **Join video** opens the call in a new tab. - In the meetings list, the **Location** column carries a **Video link** that opens the same call. - The notification and the calendar invitation sent to participants both carry the link. ![The header of a meeting page, with the Join video button outlined beside the Start meeting button and the participant count](/images/structure-governance/how-to-add-a-videoconference-link-to-a-meeting/02-meeting-header-join-video.png) On a recurring meeting the link belongs to the series, so every occurrence opens the same room. Editing a recurring meeting asks which occurrences to change, so you can point a single occurrence at a different room or move the whole series. If people reach the meeting but cannot get into the call, that is a network question rather than a meeting one. [Ensuring videoconferencing is available for members](/administration-security/how-to-ensure-the-availability-of-the-videoconference) lists the ports and addresses your network team needs to open. ## What's Next? - [Setting up my entry to a video conference before joining](/communication/set-up-your-entry-to-the-videoconference-before-joining-the-meeting) - [Scheduling, starting, editing, and deleting a meeting](/structure-governance/how-to-open-schedule-edit-or-delete-a-meeting) - [Synchronising meetings with an external calendar](/structure-governance/allow-external-calendar-synchronization) --- ## Meeting visibility: who can see and take part URL: https://support.talkspirit.com/en/structure-governance/meeting-visibility Category: Structure & Governance · Section: Meetings · Type: Reference · Tags: permissions, guests ## Meeting visibility: who can see and take part Every meeting in Talkspirit is either **Public** or **Private**. Private keeps the meeting to the people you invited. Public opens it to your whole organisation: any member can find it, read it, and add an agenda item of their own, without ever being invited. > **In summary:** Set visibility in the **New meeting** dialog, on the row marked with an eye icon. **Public** means *Visible to everyone in the organisation*, **Private** means *Visible only to invited participants*. The dialog opens on **Private**. ## Where you set it The control sits in the **New meeting** dialog, directly under the participants field, on the row marked with an eye icon. It offers two buttons, and the line beneath repeats what the selected one means: - **Public**: Visible to everyone in the organisation - **Private**: Visible only to invited participants The dialog opens on **Private**, so switch it to **Public** when you want the meeting open to the organisation. ![The New meeting dialog. On the row marked with an eye icon, a Public button and a Private button sit side by side; Private is selected and the line below reads "Visible only to invited participants".](/images/structure-governance/meeting-visibility/01-new-meeting-visibility-control.png) The same control appears when you edit the meeting, so you can change your mind later. To change it you need edit rights on that meeting: you are the organiser, the note taker, or a participant granted editing. Once the meeting exists, the padlock beside its title tells you which it is. A Private meeting carries one, a Public meeting carries nothing. In the **Meetings** list, a meeting you can see but were not invited to shows a grey **Public** tag where your own meetings show their RSVP answer. ## The organisation-wide default An administrator sets the starting point for the whole organisation under **Meetings** › **Meeting settings** › **Defaults**, using the **Public by default** switch on the **Default Visibility** card. The setting only seeds the form: whoever creates the meeting still picks either option before saving. ![The Default Visibility card on the Meetings Defaults settings page, with a "Public by default" switch and the description "When enabled, new meetings are visible to all organisation users by default. When disabled, new meetings are private."](/images/structure-governance/meeting-visibility/02-default-visibility-setting.png) ## What a colleague you did not invite can do On a Public meeting, any member of your organisation can: - find it in the **Meetings** list and open it - read the agenda and the notes - add an agenda item, and import one they parked earlier - put themselves down as the presenter of an item - create an action item - move an agenda item onto or off the agenda - change who the **Note taker** is They cannot start, pause or close the meeting. They cannot type in the notes, edit the meeting, edit anyone else's agenda item, or invite and remove participants. They cannot answer the invitation either, because they never received one. While the meeting runs, anyone who opens it without an invitation joins the **People** panel as a visitor, listed beside the invited participants. A visitor cannot be handed the note taker role: their actions menu says *Visitors can't be the note taker*. ## What guests see Guests are left out of Public meetings entirely, at every guest level. A guest sees only the meetings they organise or were invited to, directly or through a circle or a role. Making a meeting Public widens it to full members and to nobody else. ## Private stays private, administrators included A Private meeting is invisible to everyone outside its participants. It is absent from their **Meetings** list, and opening its address returns nothing. There is no administrator exception by default: an organisation administrator who is not a participant sees a Private meeting no more than anyone else does. ### Letting administrators oversee all meetings and reports An organisation that needs an exception switches it on in **Administration** › **Modules** › **Meetings**, in the **Administration** section, with the switch **Allow administrators to oversee all meetings and reports**. The product describes it as: "When enabled, organisation administrators can view every meeting and report, including private ones they don't participate in. Disabled by default." Once it is on, every organisation administrator's **Meetings** list and **Reports** page include all of the organisation's meetings and reports, Private ones included, with nothing further to switch on for each person or each session. It changes what administrators can see, not what they can do: it does not make them participants, and it does not give them editing rights on a meeting they were not invited to. The switch is off until an administrator turns it on. If you find it enabled on your organisation, someone with administrator rights switched it on; the product never enables it on its own. ## When circle privacy overrides your choice A circle carries its own privacy setting, on **Circle settings** › **Privacy**: **Operations visibility**, which governs who sees operations such as meeting reports. The first time someone sets it to **Circle members only**, every meeting that circle takes part in becomes **Private**, past and future, whatever each organiser had chosen. > **Warning:** Setting **Operations visibility** back to **All organisation members** does not undo this. Those meetings stay **Private**, and each one has to be set back to **Public** by hand. ## What's Next? - [Scheduling, starting, editing, and deleting a meeting](/structure-governance/how-to-open-schedule-edit-or-delete-a-meeting) - [Adding agenda items to a meeting](/structure-governance/adding-agenda-items-to-a-meeting) - [Changing the note taker during a meeting](/structure-governance/how-to-change-the-secretary-during-a-meeting) - [Setting my circle to private](/structure-governance/how-do-i-set-my-circle-private) --- ## Closing a meeting URL: https://support.talkspirit.com/en/structure-governance/how-to-close-a-meeting Category: Structure & Governance · Section: Meetings · Type: Tutorial ## Closing a meeting Click **Close meeting** in the meeting header to close a meeting that is in progress. Closing ends the live session, creates the meeting report, and records where each agenda item ended up. Nothing is deleted, and you can reopen the meeting for two hours if you closed it by mistake. Any participant can close a meeting: the organiser, anyone invited directly, and anyone taking part through a circle or a role. The note taker holds no special privilege here. Members who are not participants see the button greyed out, with the tooltip *Only meeting participants can use this action*. ## Close the meeting 1. Open the meeting while its status is **In progress**. 2. Click **Close meeting** in the meeting header. There is no confirmation step. The meeting closes on that single click, and a *The meeting is now closed* message appears with a **View report** shortcut. ![Header of a meeting in progress: the Close meeting button is highlighted, beside the Presenting badge and the remaining-time counter](/images/structure-governance/how-to-close-a-meeting/01-close-meeting-button.png) ## What happens when a meeting closes - **The report is created.** Your organisation decides whether it is published straight away or kept as a draft, under **Meeting settings** > **Defaults** > **Reports on meeting end**. Reports are listed under **Meetings** > **Reports**. - **Participants are notified when the report is published.** The notification goes to the meeting's participants, not to every member of the circle. Each person can switch it off in their own notification settings, under **Meeting report published**. - **Agenda items keep their outcome.** The report groups them as **Processed**, **Discussed**, **Not discussed** and **Skipped**. - **Undecided governance proposals stay where they are.** In a governance meeting, closing does not decide anything: a proposal raised live but not adopted or rejected in the room simply stays at the step it reached, and someone has to pick it up again. Organisations that have switched on delayed validation are the exception, and there the proposal moves into an asynchronous consent round instead. Anyone who can open a report can also export it as a PDF or copy its URL, from the ⋮ menu on the row in **Meetings** > **Reports**. Reports survive the deletion of their circle: past meetings are kept as history. ## Find the agenda items you did not get to Items you did not process stay attached to the closed meeting. Nothing is transferred, deleted, or sent back anywhere automatically. 1. Open **Meetings** > **Agenda items**. 2. Expand the **Needs rescheduling** group at the bottom of the list. It is collapsed by default and holds the items of every closed or cancelled meeting. 3. Click **Reschedule** on the item's row and pick a meeting that is still open. The same dialog sits behind **Bring to a meeting** in the row's ⋮ menu. > **Note:** The group is built from the meeting's status, not the item's, so items you did process in the closed meeting sit there too. Add a **Status** filter set to **Pending** to narrow it to the ones still waiting. ![Agenda items page with the Needs rescheduling group expanded at the bottom of the list; each row shows its closed meeting, an Ended badge and a Reschedule button](/images/structure-governance/how-to-close-a-meeting/02-needs-rescheduling-group.png) ## Reopen a meeting closed by mistake You have two hours from the moment the meeting closed. 1. Open the closed meeting. 2. Click the ⋮ menu in the meeting header. 3. Click **Reopen meeting**. Past two hours the action fails with *The reopen window has expired*. Reopening never overwrites the report: if someone edited it while the meeting was closed, Talkspirit tells you so and keeps their edits. ## If a meeting is left open A meeting that was started and never closed closes on its own. An administrator sets the delay under **Meeting settings** > **Defaults** > **Automatic Closing**. It counts hours from the meeting's scheduled end time, is 10 hours by default, and switches off entirely when set to 0. An automatic close does exactly what your click does, report included. Separately, the note taker receives one **Meeting overdue** notification once the scheduled end time has passed with the meeting still open. ## What's Next? - [Transferring unprocessed agenda items to another meeting](/structure-governance/how-to-transfer-unprocessed-agenda-items-to-another-meeting) - [Using Bring to meeting](/structure-governance/how-to-use-bring-to-meeting) - [Opening, scheduling, editing, or deleting a meeting](/structure-governance/how-to-open-schedule-edit-or-delete-a-meeting) --- ## Changing the note taker during a meeting URL: https://support.talkspirit.com/en/structure-governance/how-to-change-the-secretary-during-a-meeting Category: Structure & Governance · Section: Meetings · Type: Tutorial ## Changing the note taker during a meeting Open the **Participants** panel, point to the person taking over, and select **Make note taker** from their actions menu. The note taker is the meeting's writer: they can edit the notes, they can edit any agenda item and not only their own, and the reminder to close the meeting and publish its report goes to them. Any participant can reassign the role, as often as the meeting needs. **Note:** the meeting **Note taker** is not the same thing as a **Secretary** role in your circles. A Secretary is a governance role your organisation defines and fills by nomination, for a term. The note taker is set per meeting and changes freely. ## How do I change the note taker? 1. Open the meeting. 2. Click the participant avatars in the meeting header. The **Participants** panel opens. 3. Point to the row of the person taking over, then click the three dots at the end of that row. 4. Select **Make note taker**. ![The Participants panel of a meeting, listing four invited people. The third row is labelled Note taker under the name, and the second row's three-dot menu is open on its only item, Make note taker](/images/structure-governance/how-to-change-the-secretary-during-a-meeting/01-make-note-taker-menu.png) Their row now carries **Note taker** under their name. Once the meeting is running, everyone in it is told who took over. ![The same Participants panel after the handover. The second row now reads Note taker under the name, and the row that held it before shows no label](/images/structure-governance/how-to-change-the-secretary-during-a-meeting/02-note-taker-in-participants-panel.png) ## Who can be the note taker? Any invited participant, whether or not they have joined yet. People who joined without an invitation are marked **Visitor** and cannot take the role: their menu says visitors can't be the note taker. You do not need to be the organiser to reassign the role. Every participant can, which is what lets a meeting hand over the pen without waiting for the person who set it up. If the note taker is removed from the meeting, the role returns to the organiser. Starting, pausing, resuming and closing the meeting are not reserved for the note taker. Every participant can do those, so a handover changes who writes, not who runs the clock. ## Who is the note taker to begin with? Whoever starts the meeting. When nobody has been assigned in advance, the member who starts the meeting becomes the note taker, so the pen sits with someone who is actually there. If the organiser starts it, the organiser holds it. An assignment made before the meeting starts is kept, and starting the meeting does not overwrite it. **Note:** an administrator can restrict note editing to the note taker alone, in **Meeting settings → Admin Settings → Defaults**, on the **Meeting Notes Editing** card. When **Note taker only** is on, every other attendee sees the notes read-only during a live meeting, under a banner naming who can edit them. Adding and editing agenda items is unaffected. ## What's Next? - [Adding an agenda item to an open meeting](/structure-governance/adding-agenda-items-to-a-meeting), what any participant can add once the meeting is running. - [Closing a meeting](/structure-governance/how-to-close-a-meeting), what the note taker is reminded to do once the meeting is over. - [Tracking meeting attendance in Talkspirit](/structure-governance/how-to-track-meeting-attendance), who counts as present and how that is recorded. - [Meetings Overview](/structure-governance/meetings-overview) --- ## Tracking meeting attendance URL: https://support.talkspirit.com/en/structure-governance/how-to-track-meeting-attendance Category: Structure & Governance · Section: Meetings · Type: Tutorial ## Tracking meeting attendance Attendance is tracked in two separate places, and it is worth keeping them apart. Before the meeting, everyone invited answers **Yes**, **No** or **Maybe**, and the **Participants** panel tallies the replies. Once the meeting is running, the **Check-in** section lists everyone invited with a tick box, ticking people off as they join. Those ticks, not the replies, are what the report keeps. There is nothing to switch on. Any template that has a Check-in section fills the list in on its own. ## Where do I see who has replied? Open the meeting and click the participant avatars in its header. The **Participants** panel opens. While the meeting is still scheduled, your own answer sits at the top of the panel under **Your response**, as three buttons: **Yes**, **No**, **Maybe**. Click one and it is saved immediately. On a recurring meeting you are asked whether the answer applies to that occurrence or to the whole series. Under that, a single line tallies everybody: *2 yes · 1 no · 1 maybe · 3 awaiting reply*. Each person's row then carries their own answer as a small mark at the end of the row: a tick for accepted, a cross for declined, a question mark for tentative. No mark means no reply yet. ![The Participants panel of a scheduled meeting. Your response shows Yes, No and Maybe buttons with Yes selected. Below it, the line 1 yes, 0 no, 0 maybe, 4 awaiting reply, then five people. The first is labelled Organiser and Note taker and carries a tick; the other four carry no mark](/images/structure-governance/how-to-track-meeting-attendance/01-participants-panel-replies.png) You can also answer without opening the meeting. The meetings list has an **RSVP** column, and the calendar shows the same **Attending?** control in a meeting's popover. Declining dims the row and strikes the title through, in both the list and the calendar, so a meeting you are not going to stops competing for your attention. **Note:** the **RSVP** column shows a **Public** tag instead of an answer control on meetings you can see but were not invited to. That tag is about who may open the meeting, not about anyone's attendance. ## Who actually attended? That is recorded during the meeting, in the **Check-in** section. The section opens with the list of everyone invited and a running count, *3/5 checked in*. People are ticked automatically as they join the meeting, and can be ticked or unticked by hand at any point. The list cannot be deleted from the notes, so it stays with the meeting. ![A running meeting on its Check-in step, marked Presenting with 48 minutes left. The Check-in card reads 3/5 checked in above a list of five invited people, three of them ticked](/images/structure-governance/how-to-track-meeting-attendance/02-check-in-section-ticked.png) Ticking is saved for the organiser and for participants who have been given editing rights on the meeting. Anyone else can see the list and tick it, but their ticks stay in the notes and never reach the report. Nine of the ten templates that ship include a Check-in section. Only **Daily Standup** does not, so a meeting built from it records no attendance. If you need it there, add a section of type **Check-in** to your own template. **Note:** the replies and the ticks are independent. Someone who answered **Yes** and never came stays unticked, and someone who never replied but turned up gets ticked like anybody else. ## What does the report show? Closing the meeting produces its report, which carries attendance in two forms. The sidebar has an **Attendees** card listing **everyone who was invited**, with a tick beside the people recorded as present. The reports list shows the same people as avatars in its **Members** column. ![A published meeting report. Its body reproduces the Check-in list, headed 3/5 checked in with three of five people ticked. In the sidebar, the Attendees card lists all five invited people, with a tick beside the same three](/images/structure-governance/how-to-track-meeting-attendance/03-report-attendees.png) The Check-in list itself is reproduced in the body of the report, headed **Check-in** with the count it ended on and each person marked ticked or unticked. That is also what comes out in the PDF export. ## How do I see attendance across the organisation? Administrators get an organisation-wide figure. In the sidebar, open **Meeting settings**, then **Admin Settings**, then the **Statistics** tab. **Average Attendance** sits in the top row of metric cards, beside Total Meetings, Total Hours and Average Duration. It is the share of invited people recorded as present, averaged over every completed meeting in the period you pick: current month, last 3, 6 or 12 months. Meetings where nobody was ticked count as zero, so the figure only means something once check-in is part of how your meetings run. ![The Statistics tab of Meeting settings, on Current month. The Meeting Insights card shows four metrics: Total Meetings 8, Total Hours 8, Average Duration 60 min and Average Attendance 53%](/images/structure-governance/how-to-track-meeting-attendance/04-statistics-average-attendance.png) ## What's Next? - [Changing the note taker during a meeting](/structure-governance/how-to-change-the-secretary-during-a-meeting), who holds the pen and what that does not include. - [Closing a meeting](/structure-governance/how-to-close-a-meeting), the step that turns the ticks into a report. - [Creating a meeting template](/structure-governance/how-to-create-a-meeting-template), where a Check-in section is added. - [Meetings Overview](/structure-governance/meetings-overview) --- ## Saving the agenda items of a meeting you missed URL: https://support.talkspirit.com/en/structure-governance/how-to-manage-missed-meetings-and-their-agenda-items Category: Structure & Governance · Section: Meetings · Type: Tutorial ## Saving the agenda items of a meeting you missed When nobody opens a meeting, Talkspirit leaves it exactly as it is, still **Scheduled**, and then deletes it automatically: 1 day after its start time when it carries no agenda items, 7 days after its start time when it carries at least one. Nothing is sent to warn you first. To keep the work prepared for that meeting, move its agenda items to an upcoming meeting before the deadline. You can move any agenda item you created or present. The meeting you move it *to* is chosen from a picker, and today that picker only offers meetings you organise or may edit, starting within the next 30 days. If the meeting you want is not in the list, that limit is why. ## When is the meeting deleted? Both deadlines count from the meeting's scheduled start time: - **No agenda items:** deleted 1 day after the start time. - **One or more agenda items:** deleted 7 days after the start time. The clean-up runs once a day, so a meeting disappears on the first run after its deadline rather than on the exact hour. Agenda items that came from a tension are the one thing that survives. Deleting the meeting releases the link, and the tension returns to the **Tensions** list under **Structure**, ready to be brought to another meeting. Agenda items typed straight into the meeting go with it. > **Warning:** Nobody is notified before the deletion, and you cannot restore the meeting or its agenda items afterwards. ## Where do I find the meeting I missed? Open the **Meetings** app. The list and the calendar show the current week, so a meeting from earlier in the week is still sitting on its original date. For an older one, move the date range back. A meeting nobody opened carries no badge and no marker of any kind, so it looks the same as a meeting still to come. Check the date to tell them apart. ## How do I move its agenda items to another meeting? 1. In the **Meetings** app, open **Agenda items**. 2. Click **Filter**, then tick **Scheduled**. A meeting nobody opened is still scheduled, so its items appear under **Scheduled**, with the meeting's name and date in the **Meeting** column. 3. Click **More options** on the item's row, then click **Bring to a meeting**. 4. Choose the target meeting, then click **Add to meeting**. Any meeting you can edit that starts within the next 30 days is offered, recurring or one-off. The items leave the old meeting and appear on the target meeting's agenda, keeping their titles, descriptions and attachments. To move several at once, tick them and use **Bring to a meeting** in the selection bar. ![The Agenda items page in the Meetings module, filtered to Scheduled, with the row actions menu open on an item showing Edit, Bring to a meeting, Remove from meeting and Delete](/images/structure-governance/how-to-manage-missed-meetings-and-their-agenda-items/01-scheduled-agenda-items-actions-menu.png) > **Note:** Your organisation can rename **Tension**, so the list under **Structure** may be called "Driver", "Spark" or "Note" instead. ## What if there is no meeting to move them to? Click **Remove from meeting** instead. The item detaches from the meeting and waits in the **Parking lot**, which has no deadline, and you can bring it to a meeting later once one is scheduled. You can also give the missed meeting a new date. Open it from the **Meetings** app, click **Edit meeting**, and set a start time in the future. The clock restarts from the new start time, and the agenda items stay where they are. ## What's Next? - [Transferring unprocessed agenda items to another meeting](/structure-governance/how-to-transfer-unprocessed-agenda-items-to-another-meeting) - [Opening, scheduling, editing, or deleting a meeting](/structure-governance/how-to-open-schedule-edit-or-delete-a-meeting) - [Using Bring to meeting](/structure-governance/how-to-use-bring-to-meeting) - [Meetings Overview](/structure-governance/meetings-overview) --- ## Transferring unprocessed agenda items to another meeting URL: https://support.talkspirit.com/en/structure-governance/how-to-transfer-unprocessed-agenda-items-to-another-meeting Category: Structure & Governance · Section: Meetings · Type: Tutorial ## Transferring unprocessed agenda items to another meeting Closing a meeting does not move its agenda items. Anything the meeting did not get to stays attached to it and is listed under **Needs rescheduling** on the **Agenda items** page. To carry an item into a future meeting, click **Reschedule** next to it and choose the meeting that takes it over. The item leaves the closed meeting and joins the new agenda. **Before you start:** you need to be a member of the meeting the item sits on, and you need the right to edit the agenda of the meeting you move it to. The picker offers only meetings where you hold that right, so ask the organiser of the target meeting if the one you want is missing from the list. ## What happens to unprocessed items when a meeting closes? Nothing moves on its own. Closing a meeting marks it closed and creates its report. Agenda items keep the status they held at that moment and stay attached to the closed meeting until someone moves them, so no prepared work is lost. Because the meeting is closed, the **Agenda items** page collects those items in the **Needs rescheduling** group and shows a **Reschedule** button on each row. The page lists the items you created or present, not the whole organisation's. ## How do I move an unprocessed item to another meeting? 1. Click **Agenda items** in the Meetings sidebar. 2. Open the **Needs rescheduling** group. It starts collapsed, because it collects leftovers from every past meeting. 3. Click **Reschedule** on the item you want to move. 4. In **Bring to a meeting**, select the meeting that takes the item over. A recurring meeting appears as a single entry: expand it to pick an occurrence. 5. Click **Add to meeting**. ![Agenda items page: the Needs rescheduling group lists two items from meetings marked Ended, each with a Reschedule button, the first of which is outlined](/images/structure-governance/how-to-transfer-unprocessed-agenda-items-to-another-meeting/01-agenda-items-needs-rescheduling.png) ![Bring to a meeting dialog: a search field above two recurring meetings, the first expanded to show its five weekly occurrences with one selected, and the Add to meeting button now active](/images/structure-governance/how-to-transfer-unprocessed-agenda-items-to-another-meeting/02-bring-to-a-meeting-dialog.png) The item leaves **Needs rescheduling** and appears on the chosen meeting's agenda, where every member of that meeting can see it. To move a batch, tick the checkbox on each item, then click **Bring to a meeting** in the bar that appears above the list. Every selected item goes to the same meeting. ## Which meetings can I move an item to? - Only upcoming meetings, and only those starting within the next 30 days. - Any meeting whose agenda you can edit, whatever its type. The target does not have to belong to the same recurring series as the closed meeting, and a one-off meeting can both hand over and receive items. - Never a closed or a cancelled meeting. Both are refused. If the dialog reports **No upcoming meetings in the next 30 days**, schedule the meeting first, then move the item. To set the item aside instead, choose **Remove from meeting** in the row's actions menu: it moves to your **Parking lot**, and **Import** pulls it back onto an agenda whenever you are ready. ## What does the closed meeting's report show? A moved item no longer belongs to the closed meeting, so it drops out of that meeting's report. The report covers the items that stayed, grouped as **Processed**, **Discussed**, **Not discussed** and **Skipped**. > **Note:** Moving an item does not reset it. An item you marked **Complete** before the meeting closed still shows as **Complete** on its new agenda, so check the status before you reschedule. ## What's Next? - [Closing a meeting](/structure-governance/how-to-close-a-meeting) - [Managing missed meetings and their agenda items](/structure-governance/how-to-manage-missed-meetings-and-their-agenda-items) - [Using Bring to meeting](/structure-governance/how-to-use-bring-to-meeting) - [Meetings Overview](/structure-governance/meetings-overview) --- ## Holding an election for an elected role URL: https://support.talkspirit.com/en/structure-governance/how-to-hold-an-election-for-an-elected-role Category: Structure & Governance · Section: Roles & assignments · Type: Tutorial · Tags: permissions ## Holding an election for an elected role An election in Talkspirit is a proposal. You create a proposal of type **Election**, say which role it is for, add the nominees, and the circle's decision makers vote on it. When it is adopted, everyone on the nominee list is assigned to the role. There is a shorter route as well: nominating someone directly from the role page. That fills the role for a fixed term without a vote, and it is covered at the end of this article. Elections do not require the Holacracy add-on. The add-on only lets an organisation rename the word, so if yours has renamed it you will see your own word wherever this article says election. ## What you need Role elections must be switched on for your organisation, and the role must be marked as an elected role. Both settings are covered in the last section. To create the election you must be a **decision maker** of the circle the role sits in. Being an organisation administrator is not enough on its own, and the creation fails with a generic error if you are not. Anyone assigned to a role in a circle is a decision maker of that circle by default, so in practice this means being part of the circle. Voting needs the same right. Adding or removing a nominee does not: in the interface the nominee list belongs to whoever created the proposal, and whether anyone else may edit it depends on your organisation's **Decision settings**, where the default is **Only the author can edit**. ## Run the election as a proposal Start the election from the agenda of a governance meeting held for the circle that contains the role. 1. Open the meeting, and in the **Agenda** panel open the item the election belongs to. If there is none yet, use **Add an item** and open it. 2. Click **Actions**, then **New Election**. ![The agenda item panel with the Actions menu open, showing New Task, New Goal, New Project, New Proposal, New Election, New Metric, New Checklist and Link existing](/images/structure-governance/how-to-hold-an-election-for-an-elected-role/01-agenda-item-new-election.png) 3. Check the title and the circle, then click **Create**. 4. Open the new proposal. It carries an empty **Election** card. Pick the **Role**: this list holds only the roles marked as elected in that circle. 5. Add your **Nominees**. The search offers the circle's own members first, and typing a name searches the whole organisation. Add everyone you want to put forward. 6. Set an **End of mandate** date if the term is fixed, or leave it empty for an open-ended mandate. 7. Save the card, then click **Submit** on the proposal. 8. The circle's decision makers now vote **No objection** or **Object**. Once every decision maker has voted and nobody has objected, the proposal is adopted automatically and each nominee is assigned to the role, with the end-of-mandate date as the end date of their assignment. > **Warning:** the nominee list is not a shortlist to choose from. Every name on it is elected when the proposal is adopted, so put forward only the people you actually want in the role. If someone clicks **Object**, the proposal returns to draft so you can rework it and submit again. A proposal whose nominee list is empty cannot be adopted. The **Proposals** app offers a second route, **Add proposal** followed by **Election**, but it cannot be completed at the moment: its **Which role should be elected?** step always reports **No roles found in this circle**, which leaves **Create proposal** greyed out. Use the meeting agenda until that is fixed. ## Nominate someone directly, for a fixed term On a role marked as elected, the button under the Members list reads **Nominate a member** instead of **Add member**. This route assigns someone straight away, with no proposal and no vote. 1. Open the role page. 2. Under **Members**, click **Nominate a member**. 3. Set an **End of mandate** date. 4. Search for the person and click their name. They are assigned immediately. > **Note:** the hint under the date field says the date is optional. On an elected role it is not. Leave it empty and the assignment is refused, with a message saying the role must be filled through an election or assigned only as a temporary mandate with an expiration date. Use this route for an interim holder while an election is being organised. Ending a mandate needs no election of its own: unassigning an elected member works exactly as it does on any other role, as described in [Assigning or removing a member from a role](/structure-governance/how-to-assign-or-remove-a-member-from-a-role). ## Where elections are switched on **For the whole organisation**, which needs administrator rights: open **Structure settings**, then the **Circles settings** tab of **General settings**. The **Role elections** card holds three switches. - **Roles can be elected** is the master switch. While it is off, no role is filled by election, whatever a circle has configured. - **Allow circles to override this setting** lets each circle choose its own elected roles. - **Roles must be elected** forces every role in the organisation to be filled by election. ![The Role elections card, with Roles can be elected switched on, and Allow circles to override this setting and Roles must be elected switched off](/images/structure-governance/how-to-hold-an-election-for-an-elected-role/02-role-elections-settings.png) **For one circle:** open the circle, choose **Settings** from its menu, and use **Role configuration** on the **General** tab. **Elected roles** lists the roles filled by election in that circle. You can edit that list only when the organisation allows circles to override the setting and does not force every role to be elected. Otherwise it shows the current list, read only. ## What's next? - [Voting on a proposal](/structure-governance/how-to-vote-on-a-proposal) - [Assigning or removing a member from a role](/structure-governance/how-to-assign-or-remove-a-member-from-a-role) - [Decision makers in a circle](/structure-governance/what-is-a-decision-maker-of-a-circle) - [Configuring circle settings for my organisation](/structure-governance/how-to-configure-circle-settings-for-my-organization) --- ## Creating a meeting template URL: https://support.talkspirit.com/en/structure-governance/how-to-create-a-meeting-template Category: Structure & Governance · Section: Meetings · Type: Tutorial ## Creating a meeting template A meeting template is a reusable agenda. Its **Sections** become the steps a meeting walks through, and its **Agenda items** are copied into every meeting built from it. You create and manage templates in the **Meetings** app, under **Meeting settings** > **Templates**. > **In summary:** open **Meeting settings** > **Templates** in the **Meetings** app, click **Add template**, name it, choose a **Category** and a **Visibility**, then add the sections the meeting should walk through. You can open **Templates** if you can create meetings, or if you administer a circle. Anything you create is yours alone (**Personal**) until you move it: only a meeting administrator can publish a template to the whole **Organisation**. ## How do I create a template? 1. Open the **Meetings** app, click **Meeting settings** at the bottom of the sidebar, then **Templates**. 2. Click **Add template**. The editor opens on a template called **New template**, in the **Standard** category, with **Personal** visibility and a single **Agenda** section. 3. Click the name and type your own. A name is the only requirement. 4. Choose a **Category**, then set **Visibility** to decide who can use the template. 5. Click **Add section** once per part of the meeting. Give each section a title, an icon, a **Section Type** and a description. 6. Click **Add agenda item** for any discussion point you want on every meeting built from this template. 7. Click **Save**. To start from a ready-made structure instead of a blank one, install a template from the gallery and adapt the copy. ![The Templates page in the Meetings module. Templates are grouped into an Organisation lane and a Personal lane, each split by category, with a Browse gallery and an Add template button at the top right. The highlighted Meeting settings entry at the bottom of the sidebar is how you get here.](/images/structure-governance/how-to-create-a-meeting-template/01-meeting-templates-page.png) ## What can I put in a template? A template carries a name, a **Category**, a **Visibility**, a description, its sections and its agenda items. The **Section Type** is what makes a section behave differently during the meeting: | Section Type | What the section does in the meeting | |---|---| | **Agenda** | An open list of discussion topics to work through | | **Custom** | A blank section for any content, such as notes or links | | **Check-in** | A quick opening round; the participant list is filled in automatically | | **Checklists** | Lists recurring checklists and tasks for the meeting's participants | | **Goals** | Lists goals and OKRs for the meeting's participants | | **Metrics** | Lists metrics and KPIs for the meeting's participants | | **Projects** | Lists projects for the meeting's participants | | **Closing** | A final round to capture everyone's feedback before the meeting ends | Every type except **Custom** can be used once per template. **Custom** sections can repeat, which is why they are the right place for free-form meeting notes. A template always keeps at least one section, so the last one cannot be deleted. Drag the handle on the left of a section or an agenda item to reorder it. > **Note:** **Checklists** and **Metrics** sections require the Holacracy add-on, and **Goals** and **Projects** sections require access to those apps. Types you cannot use are absent from the list. Your organisation may also have renamed *Checklists*, in which case the section carries your own wording. ![The template editor for a template called Team Meeting, showing its Category, Visibility and description above a list of four sections: Check-in, Discussion, Action Items and Closing. The Discussion section is expanded on its Section Type selector, set to Custom, with the explanation of what that type does and the section's own description below it.](/images/structure-governance/how-to-create-a-meeting-template/02-template-editor.png) ## Which templates come with Talkspirit? Ten system templates ship with Talkspirit: Governance Meeting, Streamlined Governance Meeting, Tactical Meeting, Sprint Retrospective, Daily Standup, Team Meeting, Strategic Review, 1-on-1, Sprint Planning and Sprint Review. Click **Browse gallery** on the **Templates** page to see them, filter them by category, search them, and read the sections each one contains. Click **Install** to add one to your own templates. You always get a **Personal** copy, which you can then rename, restructure and move like any template you built yourself. The system templates themselves are read-only: they are not editable and cannot be deleted, so a fresh copy is always available. Governance and Tactical templates appear in the gallery only when your organisation has the Holacracy add-on. ![The Meeting Template Gallery. A sidebar lists the categories with a count each, and every card shows the template name, its category, how many sections it has, its rough duration, a description and an Install button.](/images/structure-governance/how-to-create-a-meeting-template/03-meeting-template-gallery.png) ## How do I edit, move, or delete a template? To edit a template, click its row on the **Templates** page. Once a template is saved, every change you make is stored as you go, and the **Save** button in the editor closes it. The three-dot menu at the end of each row holds the rest: - **Move to…** changes which people can use the template: **Organisation**, one of the circles you administer, or **Personal**. Talkspirit asks you to confirm, because moving a template out of a shared lane takes it away from the people who were using it. You can also drag a template row into another lane. - **Duplicate** creates a copy named after the original, with " (copy)" appended. - **Delete template** removes it. > **Warning:** deleting a template is permanent, and it changes the meetings built with it. Those meetings fall back to a single **Agenda** section and no longer show the structure they were run with. Their agenda items are kept. Duplicate the template first if any meeting still refers to it. ## How do I use a template in a meeting? When you create a meeting, the form shows a **Template:** line with a **Choose…** link. It opens a searchable list grouped by category, where each entry previews the sections in order. **None - open meeting** gives you a free-form meeting with a single **Agenda** section. Picking a template fills in the meeting title and description when they are still empty, and sets the meeting type to the template's category. For the full meeting form, see [Opening, scheduling, editing, or deleting a meeting](/structure-governance/how-to-open-schedule-edit-or-delete-a-meeting). ## What's Next? - [Meeting Templates: Best Practices and Example Uses](/structure-governance/meeting-templates-best-practices-example-uses) - [Opening, scheduling, editing, or deleting a meeting](/structure-governance/how-to-open-schedule-edit-or-delete-a-meeting) - [Adding agenda items to a scheduled meeting](/structure-governance/adding-agenda-items-to-a-meeting) --- ## Meeting Templates: Best Practices and Example Uses URL: https://support.talkspirit.com/en/structure-governance/meeting-templates-best-practices-example-uses Category: Structure & Governance · Section: Meetings · Type: Reference ## Meeting Templates: Best Practices and Example Uses Ten templates ship with Talkspirit, and the quickest route to a structure your team keeps is to install the one whose rhythm you already recognise, then cut what you do not use. Every template is a list of **Sections**, and that list is what makes one template right for a governance decision and another right for a five-minute stand-up. > **In summary:** open **Meeting settings** > **Templates** > **Browse gallery** and install the template whose sections match the meeting you already hold. Proposal work wants a governance template, the circle's operational meeting wants **Tactical Meeting**, and a quarterly conversation about direction wants **Strategic Review**. ## Which template suits which meeting? | Template | Best for | Sections, in order | |---|---|---| | **Governance Meeting** | A circle with several proposals to work through, with full facilitation | Check-in, Administrative Concerns, Agenda Building, Agenda, Closing | | **Streamlined Governance Meeting** | A smaller circle, or one quick governance decision | Check-in, Agenda, Closing | | **Tactical Meeting** | The circle's recurring operational meeting | Check-in, Checklists, Metrics Review, Agenda, Closing | | **Team Meeting** | A general team sync with no governance and no metrics | Check-in, Discussion, Action Items, Closing | | **Daily Standup** | A short daily alignment, no rounds and no facilitation | Yesterday, Today, Blockers | | **1-on-1** | A recurring manager and report conversation | Check-in, Wins & Updates, Blockers, Feedback, Growth, Closing | | **Strategic Review** | Stepping back from delivery to look at goals and direction | Check-in, Goals, Discussion, Action Items, Closing | | **Sprint Planning** | Committing to the next iteration's work | Check-in, Goals, Agenda, Action Items, Closing | | **Sprint Review** | Showing what shipped and collecting feedback on it | Check-in, Demo, Feedback, Action Items, Closing | | **Sprint Retrospective** | Reflecting on how the team worked, not on what it built | Check-in, Gather Data, Generate Insights, Decide Actions, Closing | Each gallery card also carries a section count and a rough total time, from 15 minutes for **Daily Standup** to just over an hour for **Strategic Review**. The card shows the sections as icons rather than names, so hover one to read it. > **Note:** **Checklists** carries whatever your organisation calls it, so the Tactical Meeting's second section may read differently for you. Once a template is installed, the **Choose…** link on the new-meeting form is the fastest way to compare two candidates: each entry lists its sections in order, by name. ![The template chooser in the New meeting form, scrolled to its lower half. Templates are grouped under category headings: Standup holds Daily Standup, 3 sections and 15 min, with the pills Yesterday, Today and Blockers joined by arrows; Strategic holds Strategic Review, 5 sections and 1 h 5 min, reading Check-in, Goals, Discussion, Action Items, Closing; Tactical holds Tactical Meeting, 5 sections and 50 min, reading Check-in, Checklists, Metrics Review, Agenda, Closing. Create new template sits at the foot of the list.](/images/structure-governance/meeting-templates-best-practices-example-uses/01-template-chooser-sections.png) ## Why is a template missing from my gallery? The gallery shows only what you can actually run, and it hides a whole template rather than offering one with a section you cannot fill. - **Governance Meeting**, **Streamlined Governance Meeting** and **Tactical Meeting** appear only with the Holacracy add-on. - **Tactical Meeting** also needs Checklists and Metrics switched on for your organisation, because it carries a section of each. - **Strategic Review** and **Sprint Planning** carry a **Goals** section, so they appear only if you can see Goals. A short gallery is therefore a question about rights and add-ons, not a fault. ## How do I shape a template teams keep using? - **Start from the closest system template, then cut.** Installing gives you your own **Personal** copy, so deleting a section you never use costs nothing, and you inherit a rhythm someone has already worked out. - **Let typed sections do the fetching.** A **Metrics** section arrives with the participants' metrics already listed, and **Checklists**, **Goals** and **Projects** work the same way. Re-listing those items as agenda items only duplicates them. - **Keep one working section, in the middle.** Only one **Agenda** section is allowed per template, and it is the one that takes items one at a time. Put the opening and closing rounds either side of it. - **Use Custom for the parts that are yours.** **Custom** is the only section type that can repeat, which makes it the right home for "Notes", "Decisions" or a standing question of your own. - **Put recurring questions in as agenda items, not sections.** A template's agenda items are copied into every meeting built from it, so a question you ask every week belongs there rather than in a section nobody fills in. - **Rename your copy.** Installing the same template twice appends " (copy)" to the name, and a lane of near-identical names is how a shared template stops being picked. - **Prove it before you share it.** Keep the template **Personal** for a few runs, then set its **Visibility** to a circle or to the whole **Organisation** once the shape has settled. For the editor itself, and for what each section type does during the meeting, see [Creating a meeting template](/structure-governance/how-to-create-a-meeting-template). ## What's Next? - [Creating a meeting template](/structure-governance/how-to-create-a-meeting-template) - [Tactical Meetings Overview](/structure-governance/introducing-tactical-meetings) - [Governance Meetings Overview](/structure-governance/introducing-governance-meetings) - [Meetings Overview](/structure-governance/meetings-overview) --- ## Synchronising meetings with an external calendar URL: https://support.talkspirit.com/en/structure-governance/allow-external-calendar-synchronization Category: Structure & Governance · Section: Meetings · Type: Tutorial ## Synchronising meetings with an external calendar Your meetings can appear in the calendar you already use. There are two ways to do it and both live on one page: **Calendar Synchronisation** connects a Google or Microsoft Outlook account directly, and **ICS Calendar Feed** gives you a subscription URL for any other calendar application. > **In summary:** open the **Meetings** app, click **Meeting settings** at the bottom of the sidebar, then **Synchronisation**. Click **Connect Google Calendar** or **Connect Microsoft Outlook** and sign in to that account in the popup, or switch on **Enable ICS feed** and copy the URL into your calendar application. This is a personal setting. You need no particular rights, it applies to your account alone, and no administrator turns it on or off on your behalf. ## How do I open the synchronisation settings? 1. Open the **Meetings** app. 2. Click **Meeting settings** at the bottom of the sidebar. 3. Click **Synchronisation**. ![The Meeting settings menu open at the bottom of the Meetings sidebar, showing Synchronisation, Templates, Admin Settings and Notifications, with the Calendar Synchronisation page behind it](/images/structure-governance/allow-external-calendar-synchronization/01-meeting-settings-synchronisation.png) ## How do I connect Google Calendar or Microsoft Outlook? 1. On the **Calendar Synchronisation** card, click **Connect Google Calendar** or **Connect Microsoft Outlook**. 2. Sign in to that account in the popup that opens, and grant access to your calendar. 3. Close the popup once it returns you to Talkspirit. The provider then shows a **Connected** badge and its button becomes **Disconnect**. ![The Calendar Synchronisation page, with a Google Calendar row and a Microsoft Outlook row each carrying a Connect button, above the ICS Calendar Feed card and its Enable ICS feed switch](/images/structure-governance/allow-external-calendar-synchronization/02-calendar-synchronisation-settings.png) You can connect one provider at a time. While Google is connected the Outlook button stays greyed out, and the page tells you to disconnect the current one to switch. Each synced event carries the meeting's title, its start and end times, its description and its location. When the meeting has a videoconference link, that link is added to the event description on its own line, beginning *Join online:*. The meeting's circle and its template are not copied across. > **Note:** the connection opens in a real browser popup, so a popup blocker will stop it. If nothing appears, allow popups for Talkspirit and click the button again. ## How do I subscribe from another calendar application? Use the ICS feed for Apple Calendar, Thunderbird, or anything else that reads a calendar URL. 1. Switch on **Enable ICS feed** on the **ICS Calendar Feed** card. 2. Click the copy button beside the **ICS feed URL** field. 3. Paste the URL into your calendar application as a new calendar subscription. The feed lists the meetings you take part in, both those still to come and those recently past. It is yours alone, and it is read-only: editing an event in your calendar application changes nothing in Talkspirit. > **Warning:** the feed URL is a key to your meetings, so treat it like a password and share it with nobody. If it does get out, click **Regenerate URL**. That invalidates the previous URL straight away, so you then have to paste the new one into every calendar application that was using the old one. ## How do I stop synchronising? Click **Disconnect** beside the connected provider, or switch **Enable ICS feed** off. Either way it applies to your account only, and it leaves the meetings themselves untouched. ## What's Next? - [Meetings Overview](/structure-governance/meetings-overview) - [Scheduling, starting, editing, and deleting a meeting](/structure-governance/how-to-open-schedule-edit-or-delete-a-meeting) - [Adding a videoconference link to a meeting](/structure-governance/how-to-add-a-videoconference-link-to-a-meeting) --- ## Setting up a calendar inbox URL: https://support.talkspirit.com/en/structure-governance/set-up-a-calendar-inbox Category: Structure & Governance · Section: Meetings · Type: Tutorial · Tags: admin A **calendar inbox** is an email address that accepts meeting invitations. When someone invites that address to a meeting, the invitation is routed to the circles you attached to the inbox, so a meeting organised in an external calendar still reaches the right people in Talkspirit. You manage inboxes under **Meetings → Settings → Inboxes**. This is the counterpart to subscribing to Talkspirit meetings from your own calendar. If you want your Talkspirit meetings to appear in an external calendar, see [Synchronising meetings with an external calendar](/en/structure-governance/allow-external-calendar-synchronization) instead. ## Before you begin You need **meeting administrator** rights. The Inboxes page is available only to meeting administrators; other members are returned to the Meetings page if they open it. ## Creating an inbox 1. Go to **Meetings → Settings → Inboxes**. 2. Select **Add inbox**. 3. Enter a **Display name**, for example `Team Meetings Inbox`. This is the label you will recognise the inbox by in the list. 4. Check the **Slug**. Talkspirit fills it in from the display name (lowercased, with accents removed and spaces turned into hyphens), and the slug is what the inbox's email address is built from. Edit it if you want a different address; once you edit it by hand, it stops following the display name. 5. Under **Recipients**, choose the circles that should receive invitations sent to this inbox. **At least one circle is required**, and you can search by circle name to find them. 6. Select the create button to confirm. The new inbox appears in the list with its name, its **email address**, its status and how many recipients it has. Talkspirit generates the email address for you, so copy it from this list to give to whoever is sending the invitations. ![The Inboxes tab of the meeting settings, listing three calendar inboxes with their generated email addresses, two Active and one Paused, above the Add inbox action](/images/structure-governance/set-up-a-calendar-inbox/01-meeting-settings-inboxes.png) ## Statuses Each inbox is in one of three states: - **Active**: the inbox accepts invitations. - **Paused**: temporarily not accepting invitations, without being removed. - **Disabled**: switched off. Use **Paused** when you want to stop the flow for a while, for example during a reorganisation of the circles that receive the invitations, and keep the address and its configuration intact. ## Editing an inbox Open the inbox from the list to change its **display name**, its **status**, or its **recipient circles**. The slug, and therefore the email address, is set when the inbox is created. If you need a different address, create a new inbox and delete the old one, remembering that anyone still inviting the old address will need to be told. ## Deleting an inbox Select the delete action on the inbox's row and confirm. Deleting cannot be undone, and invitations sent to that address afterwards no longer reach anyone in Talkspirit, so tell the people who use the address before you remove it. ## Next steps - [Synchronising meetings with an external calendar](/en/structure-governance/allow-external-calendar-synchronization) - [Opening, scheduling, editing and deleting a meeting](/en/structure-governance/how-to-open-schedule-edit-or-delete-a-meeting) - [Meetings overview](/en/structure-governance/meetings-overview) --- ## Proposals Overview URL: https://support.talkspirit.com/en/structure-governance/proposals-overview Category: Structure & Governance · Section: Proposals & decisions · Type: Reference ## Proposals Overview A proposal is how a change to your organisation's structure is put to a circle before it takes effect. A decision maker drafts the change, submits it, and nothing moves in the organisation chart until the proposal is adopted. That is what makes governance reviewable: every structural change carries an author, a rationale and a decision. ## Who can create a proposal Creating a proposal in a circle requires you to be a **decision maker of that circle**. This is the one governance permission with no administrator shortcut: the server checks your decision-maker status in the target circle, and refuses everyone else, organisation administrators included. Everyone who is assigned to a circle becomes a decision maker by default, so in practice most people can propose in the circles they belong to. The status has to be removed explicitly. The **Add proposal** button appears as soon as you are a decision maker in at least one circle. Inside the dialog, the circle list is narrowed to the circles where you can actually propose, so it can come up empty even when the button is visible. ## What a proposal can change A proposal is one of three types, chosen when you create it. ![New proposal dialog offering three types: Governance, Election and Policy](/images/structure-governance/proposals-overview/01-new-proposal-type.png) - **Governance**: add, edit or remove roles, circles and accountabilities. - **Election**: run an election to fill a role. - **Policy**: draft or update a policy for a circle. A governance proposal carries one or more **evolutions**, the individual changes it applies on adoption. Open a draft proposal and select **Add evolution** to see the full set. ![Add evolution chooser with ten cards grouped under Create new and Change existing](/images/structure-governance/proposals-overview/02-add-evolution-chooser.png) Under **Create new**: create a new role, or create a new sub-circle. Under **Change existing**: edit an existing role or sub-circle, extend a role to a circle, reduce a sub-circle to a role, restructure a sub-circle, delete a role or a sub-circle, and invite an existing role from another circle as a linked role. Moving things around is proposed the same way. **Restructure a sub-circle** moves roles and sub-circles between a circle and one of its sub-circles, and the **Move role** action on a role's own page raises a proposal too. > **Note:** Elections and policies are proposal types in their own right, not evolutions. A governance proposal cannot carry either, and an election or policy proposal carries only its own change. ## Where proposals live Open **Structure**, then **Proposals**. The list opens grouped by status and filtered to **My proposals**, so it can look empty while your organisation has plenty of activity. Clear the filter chip to see everything. ![Proposals list grouped by status, showing three Submitted proposals above the empty Clarifying, Reaction, Consent Round, Amending and Integration groups](/images/structure-governance/proposals-overview/03-proposals-list.png) - **List** and **Cards** switch the layout. **Group** regroups by status, circle, initiator or created date. - **Filter** offers the quick filters Open proposals, Adopted, Declined, Awaiting my vote, My proposals and My circles and roles, plus filters on circle, initiator, status and proposal type. - The status groups are the proposal's life cycle: Draft, Submitted, Clarifying, Reaction, Consent Round, Amending, Integration, then Adopted, Rejected or Withdrawn. Adopted, rejected and withdrawn proposals stay in this same list. There is no separate history screen. ## Proposals in a governance meeting A proposal is processed inside a meeting only when it was **created from that meeting's agenda while the meeting was running**: open an agenda item, then choose **Actions**, then **New Proposal**. The **Bring to a meeting** action on an existing proposal adds an agenda item pointing at it, which is useful for the discussion, but it does not hand the room the decision. ![Proposal on the Decision step, with the Governance meeting steps panel and the Adopt button](/images/structure-governance/proposals-overview/04-proposal-in-governance-meeting.png) A proposal in a meeting replaces its usual details panel with **Governance meeting steps**. By default that workflow is two steps, **Present Proposal** then **Decision**, moved along with **Advance to next step** and ending in **Adopt** or **Reject**. Adopting is what applies the change to the chart. Closing the meeting does not. Your organisation can switch this to the full methodology round (present, clarify, react, amend, object, integrate) in **Structure settings**, **General**, **Decision settings**. ## Proposals outside a meeting Most proposals never go near a meeting. Build one in the **Proposals** app, or from the role or circle you want to change, then submit it from the proposal's own page. ![Submitted proposal showing its single role-creation evolution, the General panel and the Comments tab](/images/structure-governance/proposals-overview/05-submitted-proposal.png) What happens next is set once for the whole organisation, in **Structure settings**, **General**, **Decision settings**, on the **Proposal adoption** card: - **Immediately**: submitting adopts the proposal and applies the change at once. - **After a number of days, if no objections are raised**: submitting opens a consent round. The circle's decision makers become the voters and get **No objection** or **Object** on the proposal page. The proposal is adopted at the deadline, or as soon as every voter has consented. An objection sends it straight back to Draft, for its author to amend and submit again. If neither option has been configured, a submitted proposal simply waits. The circle discusses it in the **Comments** tab, and the only actions on the page are **Withdraw** and the ones behind the three-dot menu. Take the proposal to a governance meeting to decide it. > **Warning:** The vote controls appear only for the decision makers recorded as voters when the consent round opened, and only on the proposal's own page. There is no way to vote from the list. ## What's Next? - [How do I create a proposal?](/structure-governance/how-to-create-a-proposal) - [How do I submit and track a proposal?](/structure-governance/how-to-submit-and-track-a-proposal) - [How do I vote on a proposal?](/structure-governance/how-to-vote-on-a-proposal) - [How do I set up consent decision-making?](/structure-governance/how-to-set-up-consent-decision-making-for-my-organization) --- ## Creating a proposal URL: https://support.talkspirit.com/en/structure-governance/how-to-create-a-proposal Category: Structure & Governance · Section: Proposals & decisions · Type: Tutorial ## Creating a proposal A proposal is how a change to your organisation's structure gets decided. You describe what you want to change, and the circle it belongs to adopts or rejects it. Nothing moves on the chart until it is adopted. > **In summary:** in the **Structure** app, open **Proposals** and click **Add proposal**. Choose **Governance**, **Election** or **Policy**, select the circle, then click **Create proposal**. The proposal opens as a **Draft** where you add your changes and submit it. ## What you need You must be a **decision maker** of the circle the proposal applies to. Everyone assigned to a circle is one by default, whether they hold a role in it or were added without one, so in practice this is most people. Being an organisation administrator does not grant it: circles where you hold no assignment are not offered when you pick a circle. See [Decision makers in a circle](/structure-governance/what-is-a-decision-maker-of-a-circle). ## What a proposal can carry Every proposal has one type, chosen when you create it: - **Governance**: add, edit or remove roles, circles and accountabilities. - **Election**: run an election to fill a role. - **Policy**: draft or update a policy for a circle. A Governance proposal carries one or more **evolutions**: create, edit, delete or move a role or a sub-circle, extend a role to a circle, reduce a sub-circle to a role, restructure a sub-circle, or invite a role in from another circle. All the evolutions in one proposal apply to a **single circle**. ## Create a proposal 1. Open the **Structure** app, then **Proposals** under **My organisation**. 2. Click **Add proposal**. 3. Choose the type of change, then click **Next**. ![The New proposal dialog headed "Choose the type of change you'd like to propose", offering Governance (selected), Election and Policy, with Cancel and Next at the bottom.](/images/structure-governance/how-to-create-a-proposal/01-new-proposal-type.png) 4. Select the circle the proposal applies to. Only the circles where you are a decision maker are listed. 5. Click **Create proposal**. ![The second step of the New proposal dialog. Under the completed Governance step, a Select a circle search field lists Product Development and Services, above Back and Create proposal.](/images/structure-governance/how-to-create-a-proposal/02-select-circle.png) The proposal opens on its own page with the status **Draft**. Click **Add evolution** to describe each change, and **Submit** when the proposal is ready. ![A proposal page carrying a Draft badge, its title, its circle and its author, with a Submit button top right, an Add evolution button, and one Circle creation card for a sub-circle called Design System.](/images/structure-governance/how-to-create-a-proposal/03-draft-proposal-page.png) The same **Add proposal** entry sits in the **New** menu at the top of the Structure panel. ## Start from the role or circle you want to change You can also start from the thing itself, and Talkspirit turns your edit into a proposal. - On a circle, open the three-dot menu in its header and select **Add role** or **Add sub-circle**. The dialog ends on a **Review proposal** step with a **Save proposal** button. See [Adding a role or a circle](/structure-governance/how-to-add-a-role-or-a-circle). - On a role or a circle, select **Edit** in the three-dot menu, or hover a governed field and click **Propose changes**. The footer of that dialog offers **Save as proposal**, **Add to a proposal** behind the chevron to fold the change into a draft you already have, and **Submit for review** to create and submit it in one step. See [Editing a role or a circle](/structure-governance/how-to-edit-a-role-or-a-circle). A proposal can also start from a tension. Open the tension, then choose **Create a proposal** under **Process this tension**. The two stay linked, and adopting the proposal resolves the tension. ## What happens next Creating a proposal changes nothing on its own. It stays a **Draft** until you submit it, and the change reaches the chart only when the circle adopts it. See [Submitting and tracking a proposal](/structure-governance/how-to-submit-and-track-a-proposal). To have a proposal decided live in a governance meeting, create it from the meeting: open the live meeting, add an agenda item, then use **Actions → New Proposal** on that item. A proposal created anywhere else stays an asynchronous one, even if you add it to a meeting agenda afterwards. ## What's Next? - [Adding a proposal on the Proposals page](/structure-governance/how-to-add-a-proposal-in-the-proposals-app) - [Submitting and tracking a proposal](/structure-governance/how-to-submit-and-track-a-proposal) - [Voting on a proposal](/structure-governance/how-to-vote-on-a-proposal) - [Running a governance meeting](/structure-governance/introducing-governance-meetings) --- ## Using Spark inside a proposal URL: https://support.talkspirit.com/en/structure-governance/how-to-create-a-proposal-with-ai-assistant Category: Structure & Governance · Section: Proposals & decisions · Type: Tutorial · Tags: ai ## Using Spark inside a proposal Spark writes the content of the changes you put in a proposal. It does not write the proposal. Creating the proposal is three clicks with no text to type and no AI step: you pick a type, you pick a circle, and Talkspirit names the proposal for you. Spark comes in afterwards, on the cards you add to the proposal. Two of those cards carry Spark, and two do not. A new **role** gets three suggestions, one each for its purpose, its domains and its accountabilities. A new **policy** gets one, for its description. A new circle and an election get none. ## Before you start The **AI assistant** must be switched on for your organisation. An administrator turns it on under **Administration** > **AI assistant** > **Activation**. Until then none of the sparkle icons described here appear at all. See [Enable the AI assistant for your organisation](/en/administration-security/how-to-enable-spark-for-your-organisation). You also need decision-making rights in the circle the proposal is for. Being an organisation administrator is not enough on its own: those rights come from an assignment in that circle. In the interface this shows up as an empty list rather than an error, because the wizard's circle picker only offers circles where you already have them. To create the proposal itself, see [Creating a proposal](/en/structure-governance/how-to-create-a-proposal). This article picks up once the draft is open. ## How do I use Spark on a role I am adding? 1. Open your draft proposal and click **Add evolution**. 2. Under **Create new**, click **Create a new role**. A **ROLE CREATION** card opens on the proposal. 3. Type the role's name. Spark reads it, so a card with an empty name produces vague suggestions. 4. Click the sparkle icon beside **Purpose**. The icons carry no text, so hover one to see what it does: this one reads **Suggest purpose**. Spark starts drafting as soon as you click it. ![The ROLE CREATION card on a proposal, with a sparkle icon outlined beside Purpose, Domains and Accountabilities.](/images/structure-governance/how-to-create-a-proposal-with-ai-assistant/01-role-creation-card-spark-icons.png) 5. Read the draft, then click **Accept** to put it in the field, **Refine** to ask for changes, or **Dismiss** to throw it away. Clicking outside the popover will not close it while a draft is on screen, which is deliberate: use **Dismiss**. ![The Spark popover on the role card, showing a generated purpose, a token count, and the Accept, Refine and Dismiss buttons.](/images/structure-governance/how-to-create-a-proposal-with-ai-assistant/02-suggest-purpose-accept-refine-dismiss.png) 6. **Refine** opens a **What would you like to change?** box. Type your instruction, then click **Regenerate**. This is the only way to ask for another version. There is no one-click regenerate beside the field. 7. **Suggest domains** and **Suggest accountabilities** return a list rather than a paragraph. Every item is ticked to begin with, with **Select all** and **Deselect all** above the list. Untick what you do not want and click **Add selected**, which counts your selection. The items you keep are added to what is already on the card. 8. Click **Save** on the card. Nothing is sent to your circle yet: the change sits on the draft until you click **Submit** in the proposal's header. ## Why have the sparkle icons disappeared? Because you saved the card. The three icons are there while you are creating the role and nowhere else. Click **Edit** on a card you have already saved and the same form comes back without them, and without the **From template** button. ![The saved ROLE CREATION card re-opened with Edit: Name, Purpose, Domains and Accountabilities, and no sparkle icons.](/images/structure-governance/how-to-create-a-proposal-with-ai-assistant/04-saved-role-card-no-spark-icons.png) The same is true of **Edit an existing role**, which is how you propose a change to a role that already exists: that form has never carried the icons. So draft with Spark before you save. If you have already saved and you want a suggestion, delete the card and add it again, or use Spark on the role's own **Edit** dialog once the proposal is adopted. See [Using Spark on a role or a circle](/en/structure-governance/how-to-create-and-edit-a-circle-or-role-with-ai-assistant). ## Which cards have Spark? | Card | Spark | |---|---| | A new role, while you are creating it | **Suggest purpose**, **Suggest domains**, **Suggest accountabilities** | | A new policy | **Suggest description** | | A new circle | none | | An election | none | | Any card you have already saved | none | A policy is its own proposal type. Choose **Policy** in the **New proposal** dialog, then **Add evolution** > **Add policy**, and the sparkle icon sits beside **Description**. ![The POLICY CREATION card, with a sparkle icon outlined beside Description, above the Scope list.](/images/structure-governance/how-to-create-a-proposal-with-ai-assistant/03-policy-card-suggest-description.png) A circle's content has to be written by hand, on the proposal and everywhere else. ## What does Spark read? For a role, it reads what is on the card in front of it, plus the circle the proposal belongs to. That is why the order matters: name the role first, and ask for domains before accountabilities if you want the accountabilities to follow from them. For a policy it reads the policy's name and the circle. On a role, Spark also draws on your organisation's own documents where it finds something relevant, and the suggestion then carries a **Used org context** badge naming what it used. Policy suggestions never do this. Every suggestion shows how many tokens it used. Your organisation has an AI allowance, and once it is spent Spark asks you to contact support rather than generating anything further. **Note:** an organisation can rename its own governance terms, and it can hide some of them altogether, so "proposal", "purpose", "domains" and "accountabilities" may read differently on your screen, or not appear on the card at all. A field that is hidden has no sparkle icon either. ## What's Next? - [Creating a proposal](/en/structure-governance/how-to-create-a-proposal) - [Using Spark on a role or a circle](/en/structure-governance/how-to-create-and-edit-a-circle-or-role-with-ai-assistant) - [Submitting and tracking a proposal](/en/structure-governance/how-to-submit-and-track-a-proposal) - [Adding a role or a circle](/en/structure-governance/how-to-add-a-role-or-a-circle) - [Enable the AI assistant for your organisation](/en/administration-security/how-to-enable-spark-for-your-organisation) --- ## Adding a proposal from the Proposals page URL: https://support.talkspirit.com/en/structure-governance/how-to-add-a-proposal-in-the-proposals-app Category: Structure & Governance · Section: Proposals & decisions · Type: Tutorial ## Adding a proposal from the Proposals page The **Proposals** page in the **Structure** app is where you start a proposal that is not tied to one particular role or circle. You choose the kind of change and the circle it applies to, and Talkspirit creates the proposal as a draft that you then fill with evolutions. This is one of two ways in. If you already know which role or circle you want to change, start from that page instead: see [How do I create a proposal?](/structure-governance/how-to-create-a-proposal) ## What do I need before I start? You need to be a **decision maker** of the circle you are proposing for. Every circle member is one by default, until someone marks them as a non-decision maker. The circle list in the proposal dialogue only shows the circles where you hold that status, so an empty list means you are not yet a decision maker anywhere. Administrator rights on their own do not add a circle to that list. ## How do I add a proposal? 1. Open the **Structure** app and click **Proposals** in the left panel. 2. Click **Add proposal** in the top right. ![The Proposals page in the Structure module, with the Add proposal button outlined in the top right corner](/images/structure-governance/how-to-add-a-proposal-in-the-proposals-app/01-proposals-page-add-proposal.png) 3. Choose the type of change you want to propose, then click **Next**: - **Governance** adds, edits or removes roles, circles and accountabilities. - **Election** runs an election to fill a role. - **Policy** drafts or updates a policy for a circle. ![The New proposal dialogue showing three type options: Governance, Election and Policy, with Governance selected](/images/structure-governance/how-to-add-a-proposal-in-the-proposals-app/02-new-proposal-choose-type.png) 4. Select the circle the proposal will apply to, then click **Create proposal**. ![The second step of the New proposal dialogue, listing the circles the member can propose for, with the Create proposal button](/images/structure-governance/how-to-add-a-proposal-in-the-proposals-app/03-new-proposal-select-circle.png) Talkspirit creates the proposal immediately, gives it the status **Draft** and a generated title, and opens it. Nothing has been sent to anyone yet. ## How do I describe the change? The proposal page has your working area on the left and its details on the right. ![A draft proposal page showing the Draft badge, the editable title, the Submit button, one evolution card, and the General, Description and Attachments panel on the right](/images/structure-governance/how-to-add-a-proposal-in-the-proposals-app/04-draft-proposal-page.png) - Click the **title** in the header to replace the generated one. - Use **Description** in the right panel to explain the reasoning. - The **Circle** stays changeable while the proposal is a draft. Once you submit it, it is fixed. Then add the changes themselves, which Talkspirit calls **evolutions**: 1. Click **Add evolution**. 2. Pick a card. **Create new** covers a new role or a new sub-circle. **Change existing** covers editing, deleting, extending, reducing, restructuring or inviting a role or sub-circle. ![The Add evolution chooser, with the Create new and Change existing sections and ten cards, several of them greyed out](/images/structure-governance/how-to-add-a-proposal-in-the-proposals-app/05-add-evolution-chooser.png) 3. Fill in the form and click **Save**. Repeat for each change you want in the same proposal. A card that is greyed out tells you why when you hover it, usually because the circle has no sub-circle or no role to act on yet. Every evolution belongs to the circle you selected, so one proposal cannot mix changes across circles. If you need that, create a second proposal. ## What can I do with the draft? The **Submit** button sits in the header, and the rest of the actions are behind the three dots next to it. ![The proposal actions menu showing Copy URL, Bring to a meeting, Add to another proposal, and Delete](/images/structure-governance/how-to-add-a-proposal-in-the-proposals-app/06-proposal-actions-menu.png) - **Submit** sends the proposal to the circle for review. It stays disabled until the proposal has at least one evolution. A confirmation asks you to click **Submit proposal**. What happens next depends on your organisation's decision settings: the proposal is either adopted immediately or left open for a set number of days so members can react and object. - **Bring to a meeting** adds an agenda item that points at the proposal, so the circle discusses it at a scheduled meeting. It does not hand the decision to that meeting. To run a proposal through the in-meeting steps, create it from a live meeting's agenda item instead. - **Add to another proposal** moves every evolution into another of your own draft proposals for the same circle. The current proposal is then deleted, so its title and description are lost. - **Delete** removes the proposal. It is offered while the proposal is a draft or has been withdrawn. You do not need to save the draft. It exists from the moment you click **Create proposal**, and your edits are stored as you make them. ## Where do I find my proposals again? Go back to **Structure** > **Proposals**. The list opens filtered to **My proposals** and grouped by status, so your draft sits in the **Draft** group. Clear the filter to see every proposal in the organisation, and switch between **List** and **Cards** with the toggle above the table. ## What's next? - [How do I create a proposal?](/structure-governance/how-to-create-a-proposal) - [How do I submit and track a proposal?](/structure-governance/how-to-submit-and-track-a-proposal) - [How do I add a role or a circle?](/structure-governance/how-to-add-a-role-or-a-circle) - [How do I use the decision-making process?](/structure-governance/governance-overview) --- ## Submitting and tracking a proposal URL: https://support.talkspirit.com/en/structure-governance/how-to-submit-and-track-a-proposal Category: Structure & Governance · Section: Proposals & decisions · Type: Tutorial ## Submitting and tracking a proposal Submitting is the moment a proposal stops being your draft and becomes your circle's decision. You submit it from the proposal's own page in the **Structure** app, and you follow it afterwards in **Proposals**, where every proposal sits in a status group from **Draft** through to **Adopted**. This article covers submission and everything that happens after it. To build the proposal itself, see [Creating a proposal](/structure-governance/how-to-create-a-proposal). ## Before you submit - You need to be a **decision maker** of the circle the proposal applies to. Talkspirit checks this when the proposal is created, and being an organisation administrator does not replace it. See [What is a decision maker of a circle?](/structure-governance/what-is-a-decision-maker-of-a-circle). - The proposal has to be a **Draft** and carry **at least one evolution**. Without one, **Submit** stays greyed out with the tooltip *Add at least one evolution before submitting*. ## How do I submit a proposal? 1. Open **Structure** in the navigation rail, then **Proposals**. 2. Open your draft. If it opens as a side panel, use **Open in full page** first: **Submit** is only shown on the full page. 3. Click **Submit**, in the top right. ![The full page of a draft proposal in the Structure module. The header shows a Draft badge, the proposal title, and a Submit button on the right. The centre lists one evolution card, and the right panel shows the circle, a description field and the Comments and Activity tabs.](/images/structure-governance/how-to-submit-and-track-a-proposal/01-draft-proposal-with-submit-button.png) 4. Confirm with **Submit proposal**. ![Confirmation dialog headed "Submit this proposal?" reading "Once submitted, the proposal will be reviewed by circle members", with a Cancel button and an orange Submit proposal button.](/images/structure-governance/how-to-submit-and-track-a-proposal/02-submit-confirmation-dialog.png) The badge changes from **Draft** to **Submitted** and the change set is frozen: evolutions can no longer be edited or added. **Note:** in the interface, **Submit** is shown only to the proposal's owner. If a colleague drafted it, ask them to submit it: a draft is visible to its author alone. ## What happens once it is submitted? That is decided by your organisation's adoption rule. An administrator sets it in **Structure settings > General**, on the **Decision settings** tab, under **Proposal adoption**. A circle can override it in its own settings, so check the circle before you predict the outcome. There are three possibilities: - **Proposals are not required for governance changes.** The proposal is adopted the moment you submit, and the change appears in the chart straight away. - **Proposals are required, adopted "Immediately".** Same outcome: submitting adopts it. - **Proposals are required, adopted "After N days, if no objections are raised".** A consent round opens. The circle's decision makers become the voters, you are recorded as a yes, a deadline is set, and everyone else is notified. Any one of them can object; if nobody does, the proposal is adopted at the deadline. **Note:** Talkspirit ships without an adoption rule saved. Until an administrator chooses one on that card, a submitted proposal simply stays at **Submitted**: no deadline, no voters, no notification and no vote buttons. If that is what you see, that setting is what needs changing. See [What are decision settings?](/structure-governance/what-are-decision-settings). ## How do I track a submitted proposal? Open it from **Proposals**. Its page carries everything you need: - The **status badge** next to the title, with the circle and the initiator beside it. - A **General** panel with the circle, the owner and the date it was submitted. When a consent round is running, it also shows the closing date and the days left. - A vote bar and countdown while a consent round is open, plus **Validate** and **Decline** for the members entitled to vote. - **Comments** and **Activity** tabs. Comments is where the circle asks clarifying questions and suggests changes, and it stays open until the proposal is adopted, rejected or withdrawn. Activity is the record of what happened and when. ![A submitted proposal open in the Structure module. The header shows a Submitted badge, the title, and a Withdraw button. The right panel lists the circle, the owner and the submission date, above the Comments and Activity tabs.](/images/structure-governance/how-to-submit-and-track-a-proposal/03-submitted-proposal-details.png) Only decision makers of the proposal's circle can vote, and that rule is enforced by Talkspirit, not just hidden in the interface. A single objection sends the proposal back to **Draft** for rework, with the objector's reason on the banner. If every voter approves before the deadline, it is adopted early. See [Voting on a proposal](/structure-governance/how-to-vote-on-a-proposal). ## Where do I see all of my proposals? **Structure > Proposals** lists them, filtered to **My proposals** and grouped by **Status** by default. Clear the filter to see everything the organisation has proposed. ![The Proposals list showing a My proposals filter and grouping by status. Three proposals sit in the Submitted group with columns for title, circle, evolutions, status, creation date, votes and initiator. Empty Clarifying, Reaction, Consent Round, Amending and Integration groups follow.](/images/structure-governance/how-to-submit-and-track-a-proposal/04-proposals-list-grouped-by-status.png) The groups run in lifecycle order: **Submitted**, **Clarifying**, **Reaction**, **Consent Round**, **Amending**, **Integration**, **Draft**, **Adopted**, **Rejected** and **Withdrawn**. **Group** and **Sort** let you organise by circle, initiator or creation date instead. ## How do I withdraw a proposal? While a proposal is **Submitted**, **Clarifying** or **Reaction**, its page offers **Withdraw**, next to the more-actions menu. ![Confirmation dialog headed "Withdraw this proposal?" reading "This action cannot be undone. The proposal will be permanently withdrawn and cannot be resubmitted", with a Keep proposal button and a red Withdraw proposal button.](/images/structure-governance/how-to-submit-and-track-a-proposal/05-withdraw-confirmation-dialog.png) Read that dialog before you confirm: withdrawing is final, and a withdrawn proposal cannot be put back into the process. What you get instead is **Copy to a new Draft**, on the banner of the withdrawn proposal, which recreates the whole change set as a fresh draft you can edit and submit again. ## Can I take a proposal into a governance meeting? Not an existing one. **Bring to a meeting**, in the proposal's more-actions menu, adds an agenda item that points at your proposal so the circle discusses it, but the proposal itself stays on the asynchronous track and is not decided in the room. A proposal is only decided inside a meeting when it is created there, from an agenda item of a meeting that is already running. See [Introducing governance meetings](/structure-governance/introducing-governance-meetings). ## What's next? - [Creating a proposal](/structure-governance/how-to-create-a-proposal) - [Voting on a proposal](/structure-governance/how-to-vote-on-a-proposal) - [What are decision settings?](/structure-governance/what-are-decision-settings) - [Introducing governance meetings](/structure-governance/introducing-governance-meetings) --- ## Voting on a proposal URL: https://support.talkspirit.com/en/structure-governance/how-to-vote-on-a-proposal Category: Structure & Governance · Section: Proposals & decisions · Type: Tutorial · Tags: permissions ## Voting on a proposal A submitted proposal is decided by the **decision makers of the circle it applies to**, not by everyone in that circle. Each of them either records no objection or objects with a reason. One objection is enough to send the proposal back to its author as a draft; if nobody objects before the deadline, the change is applied automatically. ## Who can vote The server accepts a vote only from an active decision maker of the proposal's circle. Anyone else is refused, including administrators and including members who hold a role in the circle but are not decision makers. Two things follow from that: - **Belonging to the circle is not enough.** Decision maker is a separate setting on each assignment. It is switched on by default, so most circle members are decision makers until someone turns it off from the circle's **Members** tab. - **You never vote on your own proposal.** When the review period opens, Talkspirit records the author's consent for them, so the author's own decision is already counted. If you lose decision-maker status while a proposal is open, you can no longer vote on it or change a vote you already cast. ## Where do I find proposals waiting for my vote? You are notified when a proposal opens for decision. The notification is titled **A proposal is open for your decision** and arrives both by email and in the app. It goes to the circle's decision makers, minus the author. Open it to go straight to the proposal. To find them yourself, open **Structure**, then **Proposals** under **My organisation**. Click **Filter** and select the **Awaiting my vote** quick filter. ![The Proposals list with the filter panel open, showing the quick filters including Awaiting my vote](/images/structure-governance/how-to-vote-on-a-proposal/01-proposals-awaiting-my-vote-filter.png) The list opens with a **My proposals** filter applied, which hides everyone else's proposals. Remove that filter before you conclude there is nothing to decide. ## When is there something to vote on? Voting on a proposal outside a meeting happens only when your organisation adopts proposals **through a review period**. An administrator sets this in **Structure settings**, then **Decision settings**, under **Proposal adoption**: - **After a number of days, if no objections are raised.** This opens the review period described below. The field accepts 1 to 365 days and shows 7 by default. - **Immediately.** The proposal is adopted the moment it is submitted, and nobody votes. If your submitted proposals sit in the **Submitted** group with no buttons, no countdown and no vote count, the review period is not actually in effect for your organisation yet, even if the settings screen shows it selected. Ask an administrator to open **Decision settings** and save that screen once. ## How do I record my decision? Open the proposal. Two buttons sit next to the vote progress bar and the countdown: 1. Click **No objection** to consent, then **Confirm validation** in the dialog. 2. Click **Object** to raise an objection. Talkspirit walks you through an **Objection Assessment** of five yes-or-no questions and a free-text box, then **Submit objection**. If your answers suggest the objection may not be valid, the product says so and offers **Proceed anyway**. Only the text you write is recorded with your vote. Organisations that do not use the Holacracy methodology see **Validate** and **Decline** instead. **Decline** opens a single box for your reason and a **Submit objection** button. You can change your answer for as long as the proposal is still open. ![A submitted proposal with an active review period: the progress bar shows 1 of 3 members voted, a countdown reads 2 days 19 hours remaining, and the No objection and Object buttons sit ready for the signed-in decision maker's vote](/images/structure-governance/how-to-vote-on-a-proposal/03-proposal-vote-controls-progress-countdown.png) ## What happens if someone objects The proposal returns to **Draft** as soon as the first objection is recorded. Nothing is applied. The author is notified that the proposal was objected to and can see the reason, rework the proposal and submit it again. Resubmitting starts a fresh round: earlier votes are cleared and the deadline restarts. ## What happens at the deadline - **No objection was raised.** The proposal is adopted automatically and the changes are applied to the circle. Decision makers and the author are notified that the proposal was adopted. - **Some people never answered.** Silence counts as consent. The proposal is still adopted. - **Everyone answered early.** The proposal is adopted as soon as the last decision maker consents, without waiting for the deadline. - **The circle has only one decision maker.** There is nobody left to object, so the proposal is adopted at submission. ## Discussing a proposal before you decide Use the **Comments** tab on the proposal to ask questions or suggest changes. The **Activity** tab records what happened and when, including who objected. ![A submitted proposal, with the Comments and Activity tabs at the bottom of the details panel](/images/structure-governance/how-to-vote-on-a-proposal/02-submitted-proposal-page.png) If a proposal needs a conversation rather than a written exchange, open the proposal's actions menu and choose **Bring to a meeting**. See [How do I bring an item to a meeting?](/structure-governance/how-to-use-bring-to-meeting). ## Deciding a proposal in a governance meeting A proposal carries in-meeting decision controls only when it is created from an agenda item of a live governance meeting. There the facilitator drives the workflow steps and adopts or rejects the proposal in the room, instead of a review period running in the background. A proposal you bring to a meeting from the Proposals page keeps its own lifecycle. ## What's Next? - [How do I create a proposal?](/structure-governance/how-to-create-a-proposal) - [How do I submit and track a proposal?](/structure-governance/how-to-submit-and-track-a-proposal) - [What is a decision maker of a circle?](/structure-governance/what-is-a-decision-maker-of-a-circle) - [What are decision settings?](/structure-governance/what-are-decision-settings) - [How do I run a governance meeting?](/structure-governance/introducing-governance-meetings) --- ## Deleting or withdrawing a proposal URL: https://support.talkspirit.com/en/structure-governance/how-to-remove-or-delete-a-proposal Category: Structure & Governance · Section: Proposals & decisions · Type: Tutorial ## Deleting or withdrawing a proposal Talkspirit gives you two different actions, and they are not interchangeable. **Delete** applies to a proposal you have not submitted yet, and it erases it. **Withdraw** applies to a proposal already in circulation, and it stops it permanently. Neither action can be undone, and a withdrawn proposal cannot be resubmitted. > **Warning:** Withdrawing is not a way to pull a proposal back for another try. The proposal ends in the **Withdrawn** status and stays there. The only route onward is to copy it into a brand-new draft, described at the end of this article. ## Which action you get, and when | Status of the proposal | What the menu offers | |---|---| | Draft | **Delete** | | Submitted, Clarifying, Reaction | **Withdraw** | | Consent round, Amending, Integration | Neither | | Adopted, Rejected | Neither | | Withdrawn | **Delete** | Both actions live in the same place: the ⋯ menu, either at the end of the proposal's row in **Structure** > **Proposals**, or in the header of the proposal itself. In the interface, **Delete** is offered to the person who created the proposal and to administrators; **Withdraw** is offered to the initiator, the facilitator and administrators. > **Note:** The row menu only exists in **List** view. The **Cards** view has no per-proposal menu, so switch back to List if you cannot find the ⋯. ## Delete a draft 1. Open **Structure** > **Proposals** and make sure you are in **List** view. 2. Find the proposal under the **Draft** group and click the ⋯ at the end of its row. You can also open the proposal and use the ⋯ in its header. 3. Click **Delete**. ![Proposals list in List view, scrolled to the Draft group; the row menu is open and shows Copy URL, Edit and, under an Admin heading, Delete](/images/structure-governance/how-to-remove-or-delete-a-proposal/01-draft-row-menu.png) 4. Read the confirmation and click **Delete**. ![Confirmation dialog titled Delete proposal, quoting the proposal name and warning that the action cannot be undone, with Cancel and Delete buttons](/images/structure-governance/how-to-remove-or-delete-a-proposal/02-delete-confirmation.png) The proposal is gone: it disappears from the list and from everyone's search results, and its evolutions go with it. If it was an election proposal, the election is deleted too. If you are an administrator, the menu is split into an **Actions** group and an **Admin** group, and **Delete** sits under **Admin**. Everyone else sees a single list with **Delete** at the bottom. **The server rule.** The proposal's initiator, or an administrator holding structure management rights, may delete it. Anyone else is refused. The status rule is enforced too: only drafts, withdrawn and rejected proposals can be deleted. ## Withdraw a proposal already in circulation Once a proposal is submitted there is no delete. Open it and you will find a **Withdraw** button in the header instead, and the ⋯ menu offers **Withdraw** with no **Delete** beside it. ![Header of a submitted proposal showing the Withdraw button and the open ⋯ menu with Copy URL, Bring to a meeting and Withdraw, and no Delete option](/images/structure-governance/how-to-remove-or-delete-a-proposal/03-submitted-proposal-menu.png) 1. Open the proposal from **Structure** > **Proposals**. 2. Click **Withdraw** in the header, or **Withdraw** in the ⋯ menu. 3. Read the dialog. It says *This action cannot be undone. The proposal will be permanently withdrawn and cannot be resubmitted.* That is accurate. 4. Click **Withdraw proposal** to go ahead, or **Keep proposal** to back out. ![Confirmation dialog titled Withdraw this proposal, stating that the action cannot be undone and that the proposal cannot be resubmitted, with Keep proposal and Withdraw proposal buttons](/images/structure-governance/how-to-remove-or-delete-a-proposal/04-withdraw-confirmation.png) The proposal moves to the **Withdrawn** group in the list. Any votes already cast are not returned to you and the proposal cannot go back to draft. If the proposal came from a tension, that tension reopens so someone can pick the subject up again. > **Warning:** Withdrawing from the row menu in the list does **not** ask you to confirm. One click on **Withdraw** there and the proposal is withdrawn. The confirmation dialog above only appears on the proposal's own page. Use the proposal page if you want the safety net. **The server rule.** Withdrawal is currently open to any signed-in member of your organisation who has the proposal's address, whatever their role. The restriction described above is applied by the interface only, so treat a proposal's link as something you share deliberately. The one rule the server does enforce is the status: an adopted, rejected or already-withdrawn proposal cannot be withdrawn. ## Deleting or withdrawing several at once In **List** view, tick the checkboxes on the rows and a bar appears at the bottom with **Delete** and **Withdraw**. Proposals that do not qualify are skipped, and the bar tells you how many. > **Warning:** The bulk withdraw confirmation says the proposals will be moved back to draft. They will not. Bulk withdraw does exactly what the single action does, and the result is permanent. We have reported the wording. ## Start again from a withdrawn proposal Open the withdrawn proposal. If you are the person who created it, the grey **Proposal withdrawn** banner carries a **Copy to a new Draft** button. It creates a new proposal with the same title, description, circle and type, copies the evolutions across, and links it to the same tension. The withdrawn original stays untouched in the list as a record. Copying creates a proposal, so the usual rule applies: you need to be a decision maker in that circle. ## What's Next? - [How do I submit and track a proposal?](/structure-governance/how-to-submit-and-track-a-proposal) - [How do I create a proposal?](/structure-governance/how-to-create-a-proposal) - [How do I vote on a proposal?](/structure-governance/how-to-vote-on-a-proposal) - [What is the proposals overview?](/structure-governance/proposals-overview) --- ## Using the Translation add-on URL: https://support.talkspirit.com/en/structure-governance/how-to-use-translation-add-on Category: Structure & Governance · Section: Governance basics · Type: Tutorial ## Using the Translation add-on Once an administrator has switched the Translation add-on on and activated at least one language, Talkspirit machine-translates your circle and role content into those languages. Any member can then read a circle or a role in one of them, using the **Translate** control in the page header. Members appointed as translators review and validate those automatic translations from Structure settings. ## How do I read a circle or role in another language? You need no particular rights for this. The control appears for every member as soon as your organisation has at least one active language. 1. Open the circle or the role. 2. Select the **Translate** icon at the top right of the page, next to the `...` menu. The keyboard shortcut is `Alt` + `T`. ![The Business Operations circle page with the Translate icon highlighted in the top-right header, beside the three-dot menu](/images/structure-governance/how-to-use-translation-add-on/01-translate-control-on-a-circle.png) 3. The icon becomes a chip reading **Translated to**, followed by the language. The name, purpose, domains and accountabilities on the page switch to that language. 4. To read a different language, open the dropdown inside the chip and pick one. 5. Select the `✕` on the chip to go back to the original. ![The same circle page translated, with the title and purpose in French and a chip reading Translated to French in the header](/images/structure-governance/how-to-use-translation-add-on/02-circle-translated-to-french.png) Your choice follows you from page to page while you browse, and it is not saved to your account: reload the app and content is back in its original language. The first language offered is the one set on your account, if your organisation translates into it. If nothing has been translated yet for the language you pick, the chip reads **Original · translation pending** and a notice tells you that you are reading the original. ## What content is translated? Translation covers the text of your circles and roles: their name, purpose, domains, accountabilities, and text custom fields. Everything else in the interface stays as it is. New and edited content is picked up automatically by a sweep that runs roughly every hour, so a role you renamed a minute ago may take a little while to appear in the other languages. ## Does search find translated content? No. The search box at the top of the app, and the chart search, both match the **original** wording. Searching for a French role name will not find a role authored in English, even while you are reading the page in French. Translated wording is searchable in one place only: the review list for a language, described below. ## How do I review and validate translations? Translators and administrators review the machine translations before they are trusted. Machine translation gets the meaning across; a human check is what makes the wording right for your organisation. 1. In the **Structure** app, select **Structure settings** at the bottom of the left rail, then **Translation**. 2. The overview shows one card per active language, with how many items are validated, how many are awaiting translation, and who is assigned to it. ![The Translation overview in Structure settings, showing a card for English and a card for French with their progress and assigned translators](/images/structure-governance/how-to-use-translation-add-on/03-translation-overview-by-language.png) 3. Open a language. You get every circle and role in that language, with its **Original name**, its type, its status and when it was last updated. Use **Filter**, **Sort**, **Group** and the search box to narrow the list. Statuses are **Awaiting translation**, **To review** and **Validated**. 4. Select an item. It opens beside the list with the original text above each translated field, so you can compare them. Edit any translated text directly. 5. Select **Validate & next** to approve every field of that item and move to the next one. **Hide original** collapses the source text, and the status dropdown lets you send an item back to **To review**. ![A circle open in the review panel, with the English original above the French translation and a Validate and next button in the bottom bar](/images/structure-governance/how-to-use-translation-add-on/04-review-and-validate-a-translation.png) Your edits are saved as you make them, and they are kept when the automatic translation runs again. If you are a translator, you see only the languages you have been assigned to, and **Translation** appears in Structure settings only once you have at least one assignment. ## What can only an administrator do? - **Manage languages**, from the `...` menu at the top right of the Translation page. Deactivating a language hides its translation progress; you can add it back later. - **Assign translators**, from the `...` menu on a language card. A member can be a translator for several languages, and there is no limit on how many translators a language may have. - **Trigger translation now**, on the same menu, instead of waiting for the hourly sweep. **Retranslate** does the same for a single circle or role. - Switch the add-on on or off, under Administration, in **Modules**, **Structure**, **Add-ons**. ## What's Next? - [How do I enable the Translation add-on?](/en/administration-security/how-to-enable-translation-add-on) - [What can I see on a circle page?](/en/structure-governance/circle-overview) - [How do I search the chart?](/en/structure-governance/how-to-use-the-chart-search) - [How do I navigate my chart?](/en/structure-governance/how-to-navigate-your-chart) --- ## Decision settings URL: https://support.talkspirit.com/en/structure-governance/what-are-decision-settings Category: Structure & Governance · Section: Proposals & decisions · Type: Reference · Tags: admin ## Decision settings Decision settings control how your organisation decides governance changes: adding a role, reshaping a circle, adopting a policy, running an election. You choose whether a change applies as soon as someone makes it, or becomes a proposal that the circle's decision makers can object to first. Only administrators can open the page. > **In summary:** Decision settings live on **Structure settings → General → Decision settings**. The **Proposal adoption** card is the one that decides whether governance changes go through a proposal, and how that proposal is resolved. ## Open decision settings You need administrator rights. 1. In the **Structure** app, click **Structure settings** at the bottom of the left sidebar. 2. Click **General**. 3. Open the **Decision settings** tab. ![The Decision settings tab of Structure settings, showing the Decision rules card with four switches and the Proposal adoption card set to adopt proposals after 7 days](/images/structure-governance/what-are-decision-settings/01-decision-settings-tab.png) ## Decision rules The four switches in the **Decision rules** card (**Consent-based decisions**, **Objection round**, **Asynchronous governance** and **Decision log**) are placeholders for a feature that has not shipped. They are not connected to anything, so moving them changes nothing and their positions do not describe how your organisation works. > **Note:** Configure consent in the **Proposal adoption** card below, not in **Decision rules**. ## Proposal adoption **Require proposals for governance changes** is switched on for a new organisation. While it is on, a governance change is submitted as a proposal rather than applied. Switch it off and a change takes effect as soon as it is submitted, with no review round. While it is on, choose how a proposal is resolved under **Proposals will be adopted**: - **After N days, if no objections are raised**: the proposal opens a consent round with the circle's decision makers and adopts itself when the period ends without an objection. The field accepts a whole number from 1 to 365 and starts at 7. - **Immediately**: the proposal is adopted the moment it is submitted. A proposal raised inside a live governance meeting is not affected, because it is still decided in the room. > **Note:** Click **Save** on this card once, even when the options already look right. Until you save it, the review period on screen is not in force, and a proposal submitted outside a governance meeting has no way to be adopted: it stays open until someone withdraws it. If **Save** is greyed out, select the other option, then select the one you want, and the button becomes active. ## Proposal editing and meetings **Proposal editing** sets who may change a proposal while it is still a draft: **Only the author can edit**, **Author and circle leads can edit**, or **All circle members can edit**. Individual circles can override it. **Proposals workflow in meetings** applies only to a proposal raised during a live governance meeting. **Full validation workflow** runs the complete present, clarify, react, object and integrate sequence. **Present and decide** lets the facilitator adopt or reject straight after the presentation. Each card saves on its own, with its own **Save** button. ![The Proposal editing card with its three options and the Proposals workflow in meetings card with Full validation workflow and Present and decide](/images/structure-governance/what-are-decision-settings/02-proposal-editing-and-meeting-workflow.png) ## Who proposes and who objects Creating a proposal in a circle requires the **Decision maker** flag on an active assignment in that circle. Administrator rights alone do not grant it. Every new circle member starts as a decision maker, so the flag is something you remove rather than something you award. When a decision maker declines a proposal, a written reason is always required. No setting makes it optional. ## Settings for a single circle A circle can depart from the organisation's defaults. On the circle's own settings page, **Governance Overrides** offers a **Governance change mode** (**Via proposal** or **Direct modification**), an auto-validation delay, and a proposal editing policy. Each control carries a **Use org default** switch, and turning that switch back on returns the circle to the organisation's setting. Whether a working agreement goes through a governance proposal is set per document type in **Structure settings → Working agreements**, not here. ## What's next - [Proposals Overview](../structure-governance/proposals-overview) - [Setting up consent decision-making for my organisation](../structure-governance/how-to-set-up-consent-decision-making-for-my-organization) - [Decision makers in a circle](../structure-governance/what-is-a-decision-maker-of-a-circle) - [Personalising a circle's settings](../structure-governance/personalizing-your-circles-settings) --- ## Setting up consent decision-making for my organisation URL: https://support.talkspirit.com/en/structure-governance/how-to-set-up-consent-decision-making-for-my-organization Category: Structure & Governance · Section: Proposals & decisions · Type: Tutorial · Tags: admin ## Setting up consent decision-making for my organisation Consent decision-making means a governance change goes ahead unless someone objects, rather than waiting for everyone to agree. You set it up in one place: **Structure settings**, then **General**, then the **Decision settings** tab, where you require proposals for governance changes and give circle members a review period in which to raise an objection. Unlike consensus, which requires everyone to say yes, consent requires only that nobody says no. It suits teams that need to act on their own initiative without collecting full agreement first. You need administrator rights. The server refuses the change for anyone else, so the setting cannot be saved from a member account. ## Start by ignoring the Decision rules card The first card on the Decision settings tab is called **Decision rules**, and its first switch is called **Consent-based decisions**. It is the obvious place to look, and it is not the control you want. Those four switches are placeholders. They are not connected to anything, the card has no **Save** button, and moving them changes nothing about how your organisation makes decisions. Two of them appear switched on out of the box, which is equally meaningless. ![The Decision rules card, with four switches: Consent-based decisions, Objection round, Asynchronous governance and Decision log. The Consent-based decisions switch is marked "Has no effect". The card has no Save button.](/images/structure-governance/how-to-set-up-consent-decision-making-for-my-organization/03-decision-rules-no-effect.png) The setting that works is the **Proposal adoption** card directly below it. ## Set up consent decision-making 1. At the bottom of the left sidebar, select **Structure settings**, then **General**. 2. Open the **Decision settings** tab. ![The General settings page in Structure settings. The Structure settings entry at the bottom of the left sidebar and the Decision settings tab in the tab bar are both outlined.](/images/structure-governance/how-to-set-up-consent-decision-making-for-my-organization/01-where-decision-settings-live.png) 3. In the **Proposal adoption** card, switch on **Require proposals for governance changes**. The description below it changes to "Changes create proposals". With this off, governance changes are applied the moment someone makes them and no proposal is created at all. 4. Under **Proposals will be adopted:**, select **After ... days, if no objections are raised** and enter your review period. Any whole number from 1 to 365 is accepted. 5. Select **Save**. ![The Proposal adoption card. The Require proposals for governance changes switch is outlined and switched on, and the two adoption options are outlined below it: "After 7 days, if no objections are raised", which is selected, and "Immediately".](/images/structure-governance/how-to-set-up-consent-decision-making-for-my-organization/02-proposal-adoption-settings.png) The other option, **Immediately**, adopts each proposal the moment it is submitted with no review period. It is the opposite of consent decision-making, and it is worth knowing it is there so you do not select it by accident. ## Make sure your review period is actually stored This is the part to watch, because the screen does not tell you. An organisation that has never saved this card is shown a review period of **7 days**, already selected, with **Save** greyed out. That display is a fallback drawn by the interface, not a value read back from your organisation. Underneath, no adoption rule is stored, and proposals raised outside a meeting are given no deadline and are never adopted automatically. The screen looks exactly the same whether or not the setting has ever been saved, and there is no way to tell the two apart from the interface. So do not take the 7 days on screen as proof that anything is set. **Save** only becomes available once a field differs from what is displayed, which means: - If you want a review period other than 7 days, type it and select **Save**. You are done. - If you want exactly 7 days, save a different number first, for example 8, then change it back to 7 and save again. Saving twice is the only way to store 7 days on an organisation that has never saved this card. Once you have saved successfully, a confirmation appears and the setting is in force. If the card shows **Immediately** selected instead, treat it the same way. That can also mean no adoption rule is stored rather than that proposals are being adopted on submission. Setting the review period you want and saving it resolves both cases. ## What happens to a proposal after that When someone submits a proposal outside a meeting, Talkspirit takes a snapshot of the circle's decision makers, gives them until the deadline to respond, and records the proposer as being in favour. If nobody objects by the deadline, the proposal is adopted automatically. If anyone objects, it is rejected when the deadline passes, and the objection is shown on the proposal together with its reason. Anyone objecting must always give a reason: it is a required field, and there is no setting that makes it optional. Two behaviours often surprise administrators: - **A circle with only one decision maker adopts immediately.** There is nobody left to object, so the review period is skipped. - **Proposals raised during a live governance meeting are decided in the meeting**, not by this timer. Your review period only applies to them if the meeting ends without a decision. Only the circle's decision makers can object, whether they belong to the circle directly or through one of its roles. Everyone assigned to a circle becomes a decision maker by default, so in practice this is the whole circle until you remove the status from someone. Administrator rights do not grant it: an administrator who holds no assignment in that circle has no say in its proposals. ## Circles can override the organisation's setting The value you set here is the organisation-wide default. An individual circle can require proposals, or stop requiring them, independently of it, and a circle set up to govern itself can also run a review period of a different length. When a proposal is submitted, the deciding circle's own setting wins and the organisation default applies only where the circle has not set one. ## What's Next? - [What are decision settings?](/structure-governance/what-are-decision-settings) - [How do I personalise a circle's settings?](/structure-governance/personalizing-your-circles-settings) - [How do I create a proposal?](/structure-governance/how-to-create-a-proposal) - [How do I vote on a proposal?](/structure-governance/how-to-vote-on-a-proposal) - [How do I submit and track a proposal?](/structure-governance/how-to-submit-and-track-a-proposal) --- ## Where are my tensions and how do I process them? URL: https://support.talkspirit.com/en/structure-governance/tensions-overview Category: Structure & Governance · Section: Proposals & decisions · Type: Tutorial ## Where are my tensions and how do I process them? Talkspirit collects the tensions you raise in the **lightning-bolt panel** in the top bar, and the panel's **See all tensions** link opens the full **Tensions** list. From either place you open a tension and turn it into a proposal, an agenda item or a task. Tensions are part of the **Holacracy add-on**. If the lightning bolt is missing from your top bar, either your organisation has not enabled the add-on or an administrator has switched the tensions display off. Switching it off hides the tension screens rather than deleting anything: your tensions come back if it is switched on again. Your organisation can also rename the word "tension", so the term on your screen may differ from the one used here. ## What is a tension? A tension is the gap between how things are and how they could be, sensed from one of the roles you hold. That role is what connects it to a circle and makes it someone's to act on. Typical examples: - A process that no longer works the way it should. - An opportunity the organisation is not yet taking. - Work that needs doing with no one clearly accountable. A tension is not a complaint or a conflict. It is the raw input of governance: the material a proposal, an agenda item or a task is built from. ## Where do I find my tensions? There are three ways in, and all three show **the tensions you raised**, not your colleagues'. - The **lightning-bolt panel** in the top bar lists your open and in-progress tensions, with a count badge on the icon. **Add tension** sits at the top of the panel and **See all tensions** at the bottom. - The **Tensions** list, which that link opens. It is not in the Structure sidebar, so the panel is the usual door to it. - The Cockpit's **Requires attention** queue has a **Tensions** tab, so your tensions sit alongside your tasks and goals. ![The Tensions panel open under the lightning-bolt icon in the top bar, listing three tensions with their circle underneath each title, an Add tension button at the top and a See all tensions link at the bottom](/images/structure-governance/tensions-overview/01-tensions-panel-top-bar.png) The list opens on a filter of **Open** and **Processing** tensions, shown as a count on the **Filter** button. Clear that filter to see resolved and closed ones too. Each row shows **Title**, **Status**, **Priority**, **Assigned Circle** and **Created**. Three controls narrow the list down. The search box matches words in the title. **Filter** adds filters on **Status**, **Priority** or **Circle**, and the **Active** and **Resolved** quick filters apply the two most common ones in a click. **Group** offers **Circle** or **Priority**. ![The Tensions list in the Structure module, with the Add tension button, a Filter button carrying an active-filter count, a Group button and a search icon above a table of three tensions showing Open badges and Low, Medium and High priorities](/images/structure-governance/tensions-overview/02-tensions-list.png) ## How do I capture a tension? 1. Click **Add tension**, at the top of the panel or in the list header. 2. Enter a **Title**. 3. Under **From which role?**, choose the role you are sensing the tension from. The list holds only roles you fill, grouped by circle, and that role's circle becomes the tension's **Assigned Circle**. 4. Add a **Description**. 5. Set a **Priority**: **Low**, **Medium** or **High**. New tensions are **Medium**. 6. Click **Create**. > **Note:** you need at least one role to capture a tension. Without a role assignment **Add tension** stays unavailable, because a tension has to be sensed from somewhere. ## What do the statuses mean? A tension carries one of four statuses: - **Open**: captured and waiting to be processed. - **Processing**: a proposal built from it is under way. - **Resolved**: addressed, with whoever resolved it recorded. - **Closed**: closed without resolution, because it no longer applies. If a proposal built from a tension is rejected or withdrawn, the tension returns to **Open** on its own, unless another proposal from the same tension is still running. Nothing about it is lost, and nobody has to validate the outcome on your behalf. ## How do I process a tension? Processing means deciding what the right next step is and creating it. Open the tension and use **Process this tension**: - **Create a proposal**: to propose a governance or structural change. This one needs an assigned circle. Without one the option is greyed out and says so. - **Create an Agenda Item**: to bring it to a meeting and discuss it with your circle first. You choose which meeting. - **Create a Task**: to turn it into a piece of work someone can pick up. ![A tension's page showing its title with Open and High badges, a General card with the description, assigned circle and assigned role, a Process this tension card offering Create a proposal, Create an Agenda Item and Create a Task with a hint under each, and an empty Transformations card](/images/structure-governance/tensions-overview/03-process-this-tension.png) Creating a proposal moves the tension to **Processing**, and the panel then reports that the tension has already been processed. An agenda item or a task leaves the status alone, so the three options stay available and you can raise more than one thing from the same tension. **Create a project** is not one of these three: a tension cannot become a project directly, so do not look for the option here. It appears one step later. Turn the tension into an agenda item, then open that item during the meeting: its **Actions** menu offers **New Task**, **New Goal**, **New Project**, **New Proposal**, **New Election**, **New Metric** and **New Checklist**, plus **Link existing**. That is where a project comes from, and it is also where a task can be placed in a chosen project and section, which the tension's own **Create a Task** dialog does not offer. The labels follow your organisation's terminology, so a renamed project or task shows its own name. Everything you create this way is listed under **Transformations** on the tension itself, with a link to open it and a button to unlink it again. A tension can therefore be followed from the moment it was sensed to the decisions it produced. ## Who can edit or delete a tension? **Only the person who raised a tension** can edit, resolve, close or delete it. This is rarely visible, because the panel and the list show you nothing but your own tensions. Open somebody else's tension from a link and the menu still appears, but the action is refused. The actions menu offers **Edit**, **Resolve**, **Close** and **Delete** in the panel and in the list. The tension's own page offers **Edit**, **Resolve** and **Delete**. **Resolve** and **Close** appear only while a tension is **Open** or **Processing**; **Edit** and **Delete** stay available whatever the status, so a resolved tension is still yours to correct. > **Warning:** deleting a tension cannot be undone. Anything already created from it survives, but the trail back to the tension is gone. ## What's Next? - [Setting up tensions for my organisation](/administration-security/set-up-tensions-for-your-organization) - [Holacracy Add-on Overview in Talkspirit](/structure-governance/holacracy-add-on-overview) - [How do I create a proposal?](/structure-governance/how-to-create-a-proposal) - [How do I use Bring to meeting?](/structure-governance/how-to-use-bring-to-meeting) --- ## Bring an item to a meeting agenda URL: https://support.talkspirit.com/en/structure-governance/how-to-use-bring-to-meeting Category: Structure & Governance · Section: Meetings · Type: Tutorial ## Bring an item to a meeting agenda **Bring to a meeting** sits in the actions menu of a goal, task, board, proposal, metric or checklist. You pick one of your upcoming meetings, add a note if it helps, and the item lands on that meeting's agenda, linked back to the original. The goal or task itself does not move: it stays where it lives. ## Which items can I bring? The action appears in the item's actions menu, the one behind the three dots: - **Goals**, on the goal page and in the goal panel. The Goals list rows do not carry it, so open the goal first. - **Tasks** and **boards**, in the Projects module. - **Proposals**, on the Proposals page, as long as the proposal is not already on a meeting agenda. - **Metrics** and **checklists**, on a circle page under the **Metrics** and **Checklists** tabs. - **Agenda items** themselves, in **Meetings › Agenda items**. ![The actions menu of a goal, listing Edit goal, Progress driver, Share, Copy URL, Bring to a meeting and Archive goal](/images/structure-governance/how-to-use-bring-to-meeting/01-bring-to-a-meeting-in-the-actions-menu.png) **Note:** tensions work differently. Open the tension and use **Process this tension › Create an Agenda Item**, described in [Where are my tensions and how do I process them?](/structure-governance/tensions-overview). ## How do I bring an item to a meeting? 1. Open the item's actions menu and click **Bring to a meeting**. 2. Find the meeting in the list, or type part of its title in **Search meetings**. 3. For a recurring meeting, click the series to expand it, then pick the occurrence you want. 4. Under **Notes**, add any context the meeting needs. This is optional. 5. Click **Add to meeting**. ![The Bring to a meeting dialog: a search box, two recurring meeting series, one expanded to show five weekly occurrences with the second one selected, a Notes field, and the Add to meeting button](/images/structure-governance/how-to-use-bring-to-meeting/02-choose-the-meeting.png) **Added to meeting** confirms the item is on the agenda, and **Open meeting** takes you straight to it. ## Which meetings appear in the list? Four rules decide what you see, and they explain most empty lists: - Only **upcoming** meetings. A meeting that has already started or finished is never a target. - Only the next **30 days**. Beyond that window, schedule the meeting first, then bring the item. - Only meetings **you organise or may edit**. Being invited to a meeting is not enough for it to appear here. - Meetings the item is already on carry a tick and cannot be selected again. When nothing qualifies, the dialog reads **No upcoming meetings in the next 30 days**. ## How do I move an agenda item to another meeting? Go to **Meetings › Agenda items**. This list holds every agenda item you own, including the ones not yet attached to a meeting. 1. Open a row's actions menu and click **Bring to a meeting**, then choose the target meeting. 2. To move several at once, tick the rows and use **Bring to a meeting** in the bulk action bar. Moving an item this way offers no **Notes** field, because the item already carries its own description. **Remove from meeting**, in the same menu, sends an item back to the list without deleting it. ## What's Next? - [Adding agenda items to a scheduled meeting](/structure-governance/adding-agenda-items-to-a-meeting) - [How do I submit and track a proposal?](/structure-governance/how-to-submit-and-track-a-proposal) - [Where are my tensions and how do I process them?](/structure-governance/tensions-overview) --- ## Publications Overview URL: https://support.talkspirit.com/en/structure-governance/publications-overview Category: Structure & Governance · Section: Policies & publications · Type: Reference ## Publications Overview In Talkspirit, publications are called **working agreements**. They live in the Structure module, in one list of every document your organisation has written down: circle policies, procedures, onboarding guides, team agreements. Each document belongs to a circle or a role, carries a document type, and keeps a version history you can restore from. > **Note:** Your organisation can rename this vocabulary. An administrator who changes the term in Administration, under Terminology, sees their own word in place of "working agreement" everywhere in the app. ## Where publications live Open **Structure** in the navigation rail, then **Working agreements**. The list shows every document you have access to, with its type, the circle or role it belongs to, and its publish date. ![The Working agreements list in the Structure module, showing six documents with columns for Name, Type, Circle or Role, and Publish date](/images/structure-governance/publications-overview/01-working-agreements-list.png) There is a single list, not a personal view and an organisation-wide one. Narrow it instead: - **Filter** by status, by starred, by circle, by role, by document type or by when the document was last modified. - **Group** the list by status, role, circle or type. - **Star** a document from the star at the end of its row to reach it from **Starred working agreements** in the sidebar. Status shows in the list itself. A document you have started but never published reads **Not published yet**. A published document with edits waiting to go out carries a **Pending changes** badge. ## What a publication holds Select a row to open the document. The expand control at the top of the panel opens it full page. ![A published working agreement open full page: the Published badge and the Edit button in the header, and a right-hand panel holding Belongs to, Contributors, Type and Review date above the Comments and Activity tabs](/images/structure-governance/publications-overview/02-working-agreement-page.png) The header carries the document status, the **Edit** button and the document menu. The right column holds: - **Belongs to**, the circle or role that owns the document. - **Contributors**, the members and roles working on it. - **Type**, the document type, which decides the publishing workflow. - **Review date**, an optional date for the next review. - The **Comments** and **Activity** tabs. ## Document types set the workflow Document types categorise your publications and decide how each one is published. Administrators manage them in **Structure settings**, under **Working agreements**. ![The Document Types table in Working agreements settings, with Name, Slug, Status, Type and Workflow columns and an Add Type button](/images/structure-governance/publications-overview/03-document-types.png) Each type carries one of two workflows: - **Direct**: the document is saved and published without review. - **Governance**: the document goes through circle consent before it is published. A new organisation starts with five system types: Working Agreement, Procedure, Policy, Technical Doc and Other. Policy uses the Governance workflow; the other four publish directly. Administrators add their own types and switch any type's workflow. The screenshot above comes from an organisation migrated from Holaspirit, which keeps its own migrated types instead of the five defaults. ## Who can see a publication Visibility is set at two levels. At circle level, open the circle's settings and go to **Privacy**. **Attachments & agreements visibility** offers **All organisation members** or **Circle members only**, and new circles restrict their documents to circle members. At document level, **Manage access** sets the document to **Public** (anyone in the organisation can find and view it), **Restricted** (only people and teams granted access) or **Private** (only people explicitly granted access). A padlock next to a title in the list means the document is not public. ## How consent applies Consent is set on the document type, not on the organisation or the circle. When a document's type uses the Governance workflow, saving it creates a draft proposal for the circle to review, and the document is published once the circle consents. Publishing it directly is refused. Two consequences worth knowing before you start: - Only a decision maker in the target circle can create a document of a consent type there. - Editing a published consent-gated document does not change it in place. The edit becomes a proposal too. ## Version history Every time you publish, Talkspirit records a version. Open the document menu and choose **Version history** to list them, and **Restore** to bring an earlier one back. Restoring replaces the current draft with the older content. Version history lists versions rather than the changes between them, so there is no side-by-side comparison of two revisions. ## Working on a publication together Collaboration on a working agreement is asynchronous. One person edits at a time, saves a draft, then publishes. Around the content, you can: - Comment on the document, or highlight a passage and comment on that passage. - Resolve a thread once it is settled, and reopen it later. - Mention a member with **@** in a comment. Mentioned members are notified. ## What's Next? - [Adding and publishing a publication](/structure-governance/how-to-add-and-publish-a-publication) - [Managing Publication Types](/structure-governance/manage-publications-types) - [Using Publications version history](/structure-governance/publications-version-history) --- ## Adding and publishing a working agreement URL: https://support.talkspirit.com/en/structure-governance/how-to-add-and-publish-a-publication Category: Structure & Governance · Section: Policies & publications · Type: Tutorial ## Adding and publishing a working agreement A working agreement is a document a circle or a role uses to write down a process, a rule or a way of working. This is the feature holaspirit called a publication, and a policy is one type of working agreement. [Working agreements overview](/structure-governance/publications-overview) explains how the words line up. They all live in one place: the **Structure** app, then **Working agreements**. ![The Working agreements list in the Structure module, with the Add agreement button in the top right and a table of documents showing Name, Type, Circle/Role and Publish date.](/images/structure-governance/how-to-add-and-publish-a-publication/01-working-agreements-list.png) ## Who can create one From the **Working agreements** list, you attach the new document to a role you hold. The role picker offers nothing else, and the help text under it says so: *Only roles you are assigned to*. If you are assigned to no role, the field tells you that and you cannot create from this list. To attach a document to a **circle** rather than a role, start from that circle's page instead. A document belongs to a role or to a circle, never to both. If the document type you pick requires a governance workflow, you also need to be a decision maker of the circle. See [Managing document types](/structure-governance/manage-publications-types). ## Create the document 1. Open the **Structure** app, then **Working agreements**. 2. Click **Add agreement**. 3. Enter a **Title**. 4. Choose the **Role** the document belongs to. 5. Choose a **Document type**. 6. Click **Create**. ![The Create Working agreement dialog with three required fields: Title, Role with the help text "Only roles you are assigned to", and Document type, above Cancel and Create buttons.](/images/structure-governance/how-to-add-and-publish-a-publication/02-create-working-agreement-dialog.png) All three fields are required, and there are only three. In particular the dialog has no circle field and no review date: the review date is set on the document itself once it exists. Talkspirit saves the document as a **draft** and opens the editor straight away, so you can start writing. ## Write it and set its properties Type in the page body. Your changes are saved as you go, and the header shows **Saved** once they are. The **General** panel on the right holds the document's properties: **Belongs to**, **Contributors**, **Type** and **Review date**. Type and review date can both be changed here at any time, and attachments are added from the same panel. ![A working agreement open in edit mode. The header shows a Draft badge, a Saved indicator, Stop editing and Publish. The General panel on the right lists Belongs to, Contributors, Type and Review date.](/images/structure-governance/how-to-add-and-publish-a-publication/03-working-agreement-editor-publish.png) ## Let other people in A new document starts as **Private**. Click **Contributors** in the General panel to open **Manage access**, then search for members, circles or roles and click **Invite**. Each one gets **Viewer**, **Contributor** or **Admin**. The **Access settings** dropdown at the bottom switches the whole document between **Public**, **Restricted** and **Private**. **Public** is not offered when the owning circle keeps its content to members only. ![The Manage access dialog: a field reading "Select members, circles, or roles to invite" with an Invite button, a Who has access list, and an Access settings dropdown set to Private.](/images/structure-governance/how-to-add-and-publish-a-publication/04-manage-access.png) Two things are worth knowing before you invite anyone: - Members of the role or circle the document belongs to can already **edit** it without being invited. You only need to invite people from elsewhere. - **Publishing** is narrower than editing. The person who created the document can publish it, as can an organisation administrator and anyone you give **Admin** here. Being a contributor, or a member of the owning circle, is not enough. Managing access is itself restricted to those same people. ## Publish it For a document type that publishes directly, which is the usual case: 1. Open the document and click **Edit** if you are not already editing. 2. Click **Publish** in the top right. The document's badge changes to **Published** and the list shows a publish date. Publishing again later works the same way. Once a document is published, **Edit** starts a draft alongside it, the header shows a **Pending draft** chip, and **Publish** puts that draft live. Readers keep seeing the published version until you do. See [Editing or deleting a working agreement](/structure-governance/how-to-edit-or-delete-a-publication). ## When the document type needs a decision Whether a document publishes directly or goes to the circle is a property of its **document type**, not of your circle or of the organisation. An administrator sets it per type in the Structure settings, and it is the same switch for every document of that type. See [Managing document types](/structure-governance/manage-publications-types). For a type that requires a governance workflow, the editor replaces **Publish** with **Submit for governance**. Clicking it creates a proposal for the circle and submits it in one step: - the document's status becomes **In review**; - editing is locked while the vote runs, and the document shows an *Under governance review* banner; - if the proposal is accepted the document is published for you, and if it is cancelled the document goes back to draft. Only a decision maker of the circle can submit. And because the proposal has to go to a circle, use the circle's page to create documents of a governance type: a document attached only to a role has no circle to send the proposal to. ## What's next? - [Working agreements overview](/structure-governance/publications-overview) - [Editing or deleting a working agreement](/structure-governance/how-to-edit-or-delete-a-publication) - [Managing document types](/structure-governance/manage-publications-types) - [How do I add attachments to roles and circles?](/structure-governance/adding-attachments-to-roles-and-circles) --- ## Editing, archiving or deleting a working agreement URL: https://support.talkspirit.com/en/structure-governance/how-to-edit-or-delete-a-publication Category: Structure & Governance · Section: Policies & publications · Type: Tutorial ## Editing, archiving or deleting a working agreement Working agreements are the documents your circles and roles keep: policies, charters, ways of working. They live in **Structure** > **Working agreements**. What older help pages called a *publication* is the same thing under its converged name, and [Working agreements overview](/structure-governance/publications-overview) explains the vocabulary. This article covers changing an existing agreement, publishing the new version, and taking one out of circulation. ## Who can change a working agreement? In the interface, the **Edit** button appears if you belong to the circle or role the agreement belongs to, if you created it, or if you were given Contributor or Admin access to it. Publishing, archiving and deleting are gated more tightly than editing. Talkspirit accepts them only from the person who created the agreement, from someone granted **Admin** access to that document, or from an administrator. Belonging to the circle is not enough on its own. If **Publish** returns an error, that is why: ask the agreement's creator or an administrator to publish it, or to give you Admin access to the document. One more rule depends on the agreement's **type** rather than on you. A type can be set to require a governance proposal, in which case publishing goes through your circle instead of happening straight away. Administrators set that per type, in [Managing working agreement types](/structure-governance/manage-publications-types). ## How do I edit a working agreement? 1. Go to **Structure** > **Working agreements**. 2. Click the row of the agreement you want to change. It opens in a preview panel; the expand control (**Full page**) gives you the whole screen. 3. Click **Edit**. If the agreement is published and already carries unpublished work, the button shows a **Pending draft** badge. 4. Write in the body. Talkspirit saves as you go and the header shows **Saved**. 5. Click **Stop editing** when you want to leave the editor without publishing. Your changes stay as a draft. ![The Support rota working agreement open in edit mode, with the Saved indicator, Stop editing and Publish in the header](/images/structure-governance/how-to-edit-or-delete-a-publication/02-editing-a-working-agreement.png) Editing is not a live shared session: see [Editing a working agreement with others](/structure-governance/publications-collaborative-edition). ## How do I publish my changes? Click **Publish**. On an already published agreement the button appears once there are draft changes to publish. If the agreement's type requires a proposal, you get **Submit for governance** instead. Talkspirit creates a governance proposal carrying your draft, and the agreement shows the status **In review** until the circle decides. It cannot be edited while it is in review, and only decision makers of the governing circle can submit it or open a published one for a new revision. To throw unpublished work away instead of publishing it, open the three-dot menu in the header and choose **Discard draft changes**. On an agreement that was never published, the same menu offers **Delete draft**, which removes the whole document. ## How do I archive a working agreement? Retiring a published agreement is done from the list, not from the agreement's own page. 1. Go to **Structure** > **Working agreements**. 2. At the right end of the row, click the three dots. 3. Choose **Archive**. ![The row menu of a working agreement, offering Copy URL and Archive](/images/structure-governance/how-to-edit-or-delete-a-publication/01-row-actions-archive.png) The agreement leaves the list. To find it again, click **Filter** and switch on **Archived**. **Archiving cannot be undone from the interface.** Working agreements have no unarchive control, so archive an agreement only when you are willing to rewrite it from scratch if you change your mind. ## How do I delete a working agreement? **Delete permanently** is offered only on an agreement that is already archived, so deleting is always a two-step job: archive first, then delete. 1. Click **Filter**, then switch on **Archived**. 2. At the right end of the row, click the three dots and choose **Delete permanently**. ![The row menu of an archived working agreement, offering Copy URL and Delete permanently](/images/structure-governance/how-to-edit-or-delete-a-publication/03-archived-delete-permanently.png) Talkspirit asks you to confirm. In the **Delete document** dialog, click **Delete permanently**. ![The Delete document dialog asking to confirm permanent deletion, with Cancel and Delete permanently](/images/structure-governance/how-to-edit-or-delete-a-publication/04-delete-confirmation.png) The agreement then disappears from the list, from the **Archived** filter and from everywhere else in Talkspirit. Nothing in the interface brings it back. ## What's Next? - [Working agreements overview](/structure-governance/publications-overview) - [How do I create and publish a working agreement?](/structure-governance/how-to-add-and-publish-a-publication) - [How do I see earlier versions of a working agreement?](/structure-governance/publications-version-history) - [How do I create a proposal?](/structure-governance/how-to-create-a-proposal) --- ## Using the working agreement editor URL: https://support.talkspirit.com/en/structure-governance/how-to-use-publications-editor-tool Category: Structure & Governance · Section: Policies & publications · Type: Tutorial The **Structure** app in Talkspirit provides a rich editor for writing working agreements and the other documents that carry your governance content, such as procedures, policies and technical docs. The editor supports structured content blocks, text formatting, inline mentions, and emoji shortcuts, giving you all the tools needed to write clear, well-organised documents. You will find these documents in the **Structure** app, under **Working agreements**. The names of the document types are configurable, so your organisation may use a different term than **working agreements**. ## How do I add content blocks? Click the **+** button at the start of a line to access block-level elements. Typing **/** in an empty line opens the same menu without leaving the keyboard: - **Headings** (used to generate a table of contents automatically) - **Lists** (bullet point, ordered, and task list) - **Coloured callouts** - **Tables** - **Code blocks** - **Images** - **Quotes** ![The working agreement editor with the cursor on an empty line and the + block menu open, listing Heading 1, Heading 2 and Heading 3 under Headings, then Quote, Toggle List and Numbered List under Basic blocks](/images/structure-governance/how-to-use-publications-editor-tool/01-block-menu.png) **Note:** Using Headings generates a table of contents for your document automatically. Apply headings consistently to titles and subtitles for this to work. ![A working agreement containing three headings, with its table-of-contents panel open at the top of the page listing each heading as a jump link](/images/structure-governance/how-to-use-publications-editor-tool/02-table-of-contents.png) ## How do I format text? Highlight any content to access inline formatting options: - **Bold** or **italic** (or both) - Strikethrough or underline - Text colour and highlighting - Coloured callout - **Bullet point**, **ordered**, or **task list** ![The working agreement editor in edit mode, with the floating formatting toolbar open above a line of text: a block-type dropdown, a Callout dropdown, bold, italic, underline and strikethrough, alignment, text colour, list indent controls, a link button and an AI menu](/images/structure-governance/how-to-use-publications-editor-tool/03-formatting-toolbar.png) ## How do I use shortcuts and mentions? The editor supports the following shortcuts: - Type **:** to open the emoji picker and insert an emoji - Type **@** followed by the name of a member, role, or circle to mention them. You can also mention a project, goal, task, metric, or checklist. The results are grouped by type, so scroll the list to move from members to roles, circles and the other types. Members are not notified when they are mentioned in the document body, but mentions in comments on the document do send a notification. ![The working agreement editor in edit mode just after typing the @ character, with the mention dropdown open under the cursor listing organisation members in a Users group, each with an initials avatar and email address](/images/structure-governance/how-to-use-publications-editor-tool/04-mention-dropdown.png) ## What's Next? - [Publications Collaborative Edition](/structure-governance/publications-collaborative-edition) - [How do I edit or delete a publication?](/structure-governance/how-to-edit-or-delete-a-publication) - [How do I manage publication types?](/structure-governance/manage-publications-types) - [How do I mention roles in Talkspirit?](/structure-governance/how-to-mention-roles) --- ## Collaborating on a working agreement URL: https://support.talkspirit.com/en/structure-governance/publications-collaborative-edition Category: Structure & Governance · Section: Policies & publications · Type: Reference · Tags: permissions ## Collaborating on a working agreement Several people can work on the same working agreement, but not at the same moment. Talkspirit has no simultaneous editing: there are no live cursors and no shared editing session. What you get instead is one shared draft that anyone with edit access can pick up, and a published version that everyone else keeps reading until the draft is published. You will find these documents in the **Structure** app, under **Working agreements**. The names of the document types are configurable, so your organisation may use a different term than **working agreements**. ## Who can edit a working agreement? Anyone assigned to the circle or the role the document belongs to can edit it, without being invited. So can the person who created it. Administrators keep access to every document in the organisation, whatever its access settings say. To bring in anyone else, open the document and click **Contributors** in the **General** panel. That opens **Manage access**. The row only responds for people who hold **Admin** access on the document, so if clicking it does nothing, you are not one of them. ![The Manage access dialogue for a working agreement: an invite field reading Select members, circles, or roles to invite with an Invite button, a Who has access list showing one person at Admin level, and an Access settings dropdown set to Private](/images/structure-governance/publications-collaborative-edition/01-manage-access.png) - The invite field takes a person, a role or a whole circle, so you can grant access to a team in one go. - Each entry carries a level. **Viewer** reads, **Contributor** reads and edits, **Admin** also publishes and deletes. - **Access settings** controls who else can find the document. **Public** makes it visible to everyone in the organisation. **Private** and **Restricted** both limit it to the owning circle or role and the people you have invited. A new document starts **Private**. ## How do we avoid overwriting each other? The editor saves on its own about two seconds after you stop typing, and again when you leave the page, so there is no Save button to look for. Those saves go to the draft. The version your colleagues are reading only changes when someone clicks **Publish**. Publishing is narrower than editing, and the interface does not warn you. Belonging to the owning circle or role lets you write; publishing needs **Admin** on the document, or having created it. The **Publish** button is offered to everyone who can edit, so if it comes back with "Failed to publish document", that is what happened. Your text is safe in the draft. Ask someone with **Admin** access on the document to publish it. A published document that has unpublished work shows a **Pending draft** chip next to **Edit**. The caret beside it offers **View draft** and **View published**, so you can compare what is live with what is being written. ![A published working agreement open on its full page: the header shows the title, a Published badge, an Edit button with a Pending draft chip and a caret, the General panel lists Belongs to, Contributors and Type, and the Comments tab below it holds one comment](/images/structure-governance/publications-collaborative-edition/02-published-with-pending-draft.png) Because there is no simultaneous editing, the last save wins. If two people click **Edit** at the same time, whoever saves last replaces the other one's paragraphs, with no warning and no merge. Agree who is holding the pen, keep everything else in the comments, and reload the page before you start typing if someone else has been in the document. To throw work in progress away and go back to the published text, open the more menu in the top right and choose **Discard draft changes**. The same menu carries **Version history**, which is where you restore an earlier published version. ## How do I comment and mention people? The **Comments** tab sits in the panel to the right of the document, next to **Activity**. Commenting does not need edit mode: anyone who can edit the document can comment on it, and once it is published anyone who can read it can comment too. ![The Comments panel of a working agreement showing one comment with a reply underneath it, the Hide replies toggle between them, and a Write a comment field at the bottom](/images/structure-governance/publications-collaborative-edition/03-comment-thread.png) - Write in **Write a comment** and send to start a thread. Replies nest under the first comment and collapse behind a toggle that counts them. - Select a passage in the document before you comment to anchor the thread to that text. **Go to text** on the comment jumps back to it, and the more menu can **Hide comment highlights** when the marks get in the way. - Hover a comment for **Reply**, **Resolve** and the more actions menu, which holds **Edit** and **Delete** for your own comments. **Reopen** brings a resolved thread back. - Filter the list by **All**, **Open** or **Resolved** to see what is still outstanding. Type **@** in a comment to mention someone. Mentioning a role notifies everyone holding it, and mentioning a circle notifies every member of that circle, so one mention can reach a whole team. The people you mention get a notification in Talkspirit and an email naming the document. Mentions typed in the document body itself notify nobody: only comments do. ## What changes when the type requires a proposal? A document type can be configured so that changes need the circle's consent. On a type like that, **Edit** does not edit the published document in place. It creates a new draft beside it and takes you there, so the text everyone is reading stays untouched while you work on the replacement. When that draft is ready, the primary button reads **Submit for governance** rather than **Publish**, and it sends the draft to the circle as a proposal. From then on the document is locked: it carries an **Under governance review** banner explaining that edits are held until the proposal is accepted or rejected, with a link to the proposal. The editing controls disappear while the lock is on, so wait for the decision or withdraw the proposal before working on the text again. Types with no proposal requirement publish straight away, with no approval step. Which types need one is set for the whole organisation on the document types page, not per circle. ## What's Next? - [Publications Overview](../structure-governance/publications-overview) - [Using the working agreement editor](../structure-governance/how-to-use-publications-editor-tool) - [Using Publications version history](../structure-governance/publications-version-history) - [How do I manage publication types?](../structure-governance/manage-publications-types) --- ## View and restore an earlier version of a working agreement URL: https://support.talkspirit.com/en/structure-governance/publications-version-history Category: Structure & Governance · Section: Policies & publications · Type: Tutorial ## View and restore an earlier version of a working agreement Every time a working agreement is published, the text it replaces is kept. **Version history** lists those versions and lets you put an earlier one back in place. It lives in the document's own menu, not in a separate app. Working agreements are the documents listed under **Structure** > **Working agreements**. Your organisation may call them something else, because the word is part of the configurable vocabulary. For what they are and how they are organised, see [Working agreements overview](../structure-governance/publications-overview). ## How do I open version history? 1. Go to **Structure** > **Working agreements** and click the row of the document you want. 2. Click **Full page** to open it (version history also opens from the preview, but the panel has more room on the full page). 3. Click the **three-dot menu** in the top right, then **Version history**. ![The three-dot menu of a working agreement open, showing Copy URL, Version history, Hide comment highlights and Discard draft changes](/images/structure-governance/publications-version-history/01-open-version-history.png) The panel opens in the right-hand column, below the document information. Click the cross in its header to close it again. Anyone who can open the working agreement can open its version history. For a public working agreement that is everyone in the organisation. For a private or restricted one it is the members of the owning circle or role, the people it has been shared with, the person who created it, and administrators. ## What does the list show? Each entry gives a version number and how long ago that version was created, for example *about 1 hour ago*. There is a **Restore** button on every entry except the one at the top. ![The Version history panel listing Version 4 marked as Current, then Version 8, Version 9 and Version 10, each with a Restore button](/images/structure-governance/publications-version-history/02-version-history-panel.png) Two things about this list are worth knowing before you use it: - **It is ordered oldest first.** The most recent version is at the bottom, and the entry labelled *(Current)* is the one at the top. Read the times, not the position or the label, to find the version you want. - **The numbers skip.** Each time you save while editing, a new numbered draft is created, and publishing clears the drafts below it. The published versions that survive therefore keep the numbers they were given, and gaps are normal. The panel does not show who wrote each version, and it has no side-by-side or highlighted comparison between two versions. To see what a version contains, restore it. ## How do I restore an earlier version? You need to be able to manage the document: you created it, you hold administrator access to it through its circle or role, or you are an organisation administrator. Without that, the entries are listed but no **Restore** button appears. 1. Open **Version history** as above. 2. Click **Restore** on the entry you want. 3. Confirm with **Restore** in the dialog. ![Confirmation dialog reading Restore version? The current draft will be replaced by this version. This cannot be undone, with Cancel and Restore buttons](/images/structure-governance/publications-version-history/03-restore-version-confirmation.png) The restored text is published straight away, so there is no separate publishing step to complete. Nothing is removed from the history: the restore is added on top as a new version, and the one you restored from stays in the list. Any unpublished draft you had on the document is replaced, which is what the dialog warns about. ## How do I compare what is published with what I am editing? When a working agreement has changes that have not been published, the header shows **Edit** with a **Pending draft** label next to it. Click the arrow beside that button to switch between the two. ![The Edit button carrying a Pending draft label, with its arrow open on a View draft menu item](/images/structure-governance/publications-version-history/04-view-draft-or-published.png) The menu offers **View draft** while you are on the published text, and **View published** once you are looking at the draft. Publishing the draft is what turns it into the next entry in version history. ## What's Next? - [Working agreements overview](../structure-governance/publications-overview) - [Publications Collaborative Edition](../structure-governance/publications-collaborative-edition) - [What are Decision Settings?](../structure-governance/what-are-decision-settings) - [Publications & Processes](../structure-governance/publications-processes) --- ## Managing document types URL: https://support.talkspirit.com/en/structure-governance/manage-publications-types Category: Structure & Governance · Section: Policies & publications · Type: Tutorial · Tags: admin ## Managing document types A document type is the category a working agreement carries: **Policy**, **Procedure**, or any type your organisation invents. Administrators manage the list in **Structure settings**, and each type decides two things: the label readers see on the working agreement, and whether creating or editing one is saved straight away or goes through a governance proposal first. You need administrator rights. The settings page and all three actions on it are reserved for organisation administrators, and the list applies to the whole organisation: document types cannot be configured circle by circle. ## Where document types live 1. Open the **Structure** app. 2. Click **Structure settings** at the bottom of the left sidebar. 3. Select **Working agreements**. ![The Working agreements Settings page in the Structure module, showing the Document Types card with one system type and two custom types, and the Add Type button](/images/structure-governance/manage-publications-types/01-document-types-settings.png) Each row shows five things: - **Name** and, underneath it, the description you wrote. - **Slug**, the fixed identifier used behind the scenes. - **Status**, Active or Inactive. Only Active types are offered when someone creates a working agreement. - **Type**, System for the types Talkspirit ships and Custom for the ones you create. - **Workflow**, Direct or Governance. See the last section. The starting list depends on your organisation. A new organisation is seeded with five system types: Working Agreement, Procedure, Policy, Technical Doc and Other. An organisation migrated from Holaspirit keeps the types that came across with its content instead, so your list may be shorter. Your organisation can also rename "working agreement" and "proposal", so the page title and the switch below may use your own words. ## Creating a document type 1. Click **Add Type**. 2. Enter a **Label**. This is what members see. 3. Check the **Slug**. It is filled in automatically from the label, in capitals with underscores. You can change it here, but not after the type is created, so get it right now. 4. Add a **Description** if you want one. It appears under the name in the list and helps administrators tell similar types apart. 5. Turn on **Require proposal workflow** if documents of this type need circle consent before they are published. 6. Click **Create Document Type**. ![The Create Document Type dialog with Label filled in as Meeting Notes, the Slug auto-filled as MEETING_NOTES, an empty Description, and the Require proposal workflow switch turned off](/images/structure-governance/manage-publications-types/02-create-document-type-dialog.png) **Tip:** use the description to say what belongs in each type. It is the fastest way to stop two administrators creating near duplicates. Two rules the form enforces. A slug must be unique in your organisation, and it must be capitals, digits and underscores only, starting with a letter. Every type you create here is a Custom type. ## Editing or deleting a document type 1. Click the three-dot button at the end of the row. 2. Choose **Edit** or **Delete**. ![The document types table with the row menu open on a custom type, showing the Edit and Delete options](/images/structure-governance/manage-publications-types/03-document-type-row-actions.png) **Edit** reopens the same form. You can change the label, the description and the proposal switch. The slug is greyed out and cannot be changed. **Delete** asks you to confirm, then removes the type permanently. Two things will stop you: - **System types have no Delete option.** You can edit their label and workflow, but you cannot remove them. - **A type still used by at least one working agreement cannot be deleted.** Move those working agreements to another type first, then delete. ## Direct and Governance workflows The **Require proposal workflow** switch is what the Workflow column reports: - **Direct** means a working agreement of this type is saved and published straight away. - **Governance** means creating or editing one opens a governance proposal, so the circle consents before the change takes effect. One thing to know before you rely on it: the proposal route needs a circle to govern the decision. A working agreement created outside any circle is saved directly even when its type is set to Governance. ## What's next? - [Publications Overview](/structure-governance/publications-overview) - [How do I add and publish a publication?](/structure-governance/how-to-add-and-publish-a-publication) --- ## Documenting processes with working agreements URL: https://support.talkspirit.com/en/structure-governance/publications-processes Category: Structure & Governance · Section: Policies & publications · Type: Reference ## Documenting processes with working agreements Your documented processes live in the **Structure** app, under **Working agreements**. Each document belongs to a circle or a role, carries a document type, and moves from draft to published. Whether publishing it needs a decision from the circle is settled by the document type, not by the document itself. Your organisation can rename these documents, so the words on your screen may differ. [Publications Overview](../structure-governance/publications-overview) covers the vocabulary and the views; this article covers what a document goes through once it exists. ## Why write a process down - **Consistency**: a written process is one you can compare against reality, and improve on purpose rather than by accident. - **Continuity**: a process known to two people leaves with those two people. A written one stays. - **Onboarding**: new joiners find out how the work is done without having to ask someone who is busy. ## Before you write Involve the people who actually do the work: they know which steps are real. A useful first draft settles four things. - The purpose of the process, and where it starts and ends. - The steps in order, and what marks each one finished. - The role or circle answerable for each step. - How you will know it is working, and when you will look at it again. ## Where your documents live Open **Structure** in the navigation rail, then **Working agreements**. ![The Working agreements list in the Structure module, showing six documents with their type, owning circle or role, and publish date](/images/structure-governance/publications-processes/02-working-agreements-list.png) Each row shows the document type, the circle or role the document belongs to, and its publish date. **Not published yet** means it is still a draft. **Pending changes** means it is published and someone has an unpublished draft on top of it. **Filter**, **Group** and search narrow the list; grouping is available by status, circle, role and type. ## The two routes to publication Every document type carries a workflow, and the type decides the route. - **Direct**: you write the document and click **Publish**. It goes live straight away. - **Governance**: you write the document and click **Submit for governance**. The document moves to **In review**, editing locks, and a proposal goes to the circle. Adopted, the document is published. Rejected or withdrawn, it returns to **Draft** so you can revise it and submit again. An administrator sets this per type in **Structure settings** > **Working agreements**, using the **Require proposal workflow** switch. The **Workflow** column shows the route each type takes. ![The Document Types table in Working agreements settings, with a Workflow column reading Direct on two types and Governance on a third](/images/structure-governance/publications-processes/01-document-type-workflow.png) Which types exist, what they are called and which route they take are your organisation's choices, so read the **Workflow** column rather than assuming. Editing follows the same rule: on a governance type, **Edit** on a published document starts a fresh draft that goes through the proposal round again. Attach a governance-type document to the circle that will decide on it, using **Belongs to** in the document's properties. A document attached only to a role has no circle to send its proposal to, and **Submit for governance** will not go anywhere. ## The three states | Status | What it means | What you can do | |---|---|---| | **Draft** | Written but never published. The list shows **Not published yet**. | Edit it, then publish it or submit it for governance. | | **In review** | A governance proposal is in progress. A banner reads **Under governance review**. | Read it and open the proposal. Editing is locked until the vote ends. | | **Published** | Live for everyone who can see the document. | Edit it, which creates a pending draft, and consult its version history. | ## Who can do what - **Create and edit**: the person who created the document, members of the circle or role it belongs to, anyone granted explicit access, and administrators. - **Submit for governance**: only a decision maker of the circle the document belongs to. Administrator rights alone are not enough here. - **Publish directly**: not possible on a governance type. The request is refused and sent back to the governance route. - **Create and edit document types**: administrators only. ## Keeping documents current Documentation is only worth the time it took if it stays true. - Set a **Review date** in the document's properties so the next look is on the record rather than in someone's memory. - Open **Version history** from the document menu to see earlier versions and **Restore** one. - Use the **Comments** and **Activity** tabs in the right-hand panel, so a question about a step stays attached to the step. ## What's Next? - [Publications Overview](../structure-governance/publications-overview) - [Adding and publishing a publication](../structure-governance/how-to-add-and-publish-a-publication) - [Managing Publication Types](../structure-governance/manage-publications-types) - [Using Publications version history](../structure-governance/publications-version-history) --- ## Adding, editing, and deleting checklists URL: https://support.talkspirit.com/en/structure-governance/how-to-add-edit-and-delete-checklists Category: Structure & Governance · Section: Policies & publications · Type: Tutorial ## Adding, editing, and deleting checklists Add a checklist from the **Checklists** tab of any role or circle with **Add checklist**, edit it by opening its card, and delete it in two stages: archive it first, then delete it. Checklists track recurring role and circle actions with a set recurrence, so a Finance role can see whether the Sales role has sent its invoices to customers. **Note:** this article covers governance checklists on roles and circles. For the to-do list you can add to a newsfeed post, see [Using the checklist feature](/communication/checklist). ## What do I need before I start? Checklists are part of the **Holacracy add-on**. If your organisation has not enabled it, roles and circles have no **Checklists** tab at all, see [Holacracy Add-on Overview in Talkspirit](/structure-governance/holacracy-add-on-overview). Any member of a circle can create a checklist. Editing, archiving and deleting are limited to the member who created the checklist, or to an administrator. **Note:** your organisation can rename *checklist*, so the tab on your screen may use a different word. ## How do I add a checklist? 1. Open the **Checklists** tab of a role or circle. 2. Click **Add checklist**. 3. Add a **Title**. 4. Add a **Description** if you need one. It is a plain text box. 5. Choose the **Recurrence**: Daily, Weekly, Twice a month, Monthly, Every 2 months, Quarterly, Every 6 months, or Yearly. 6. Under **Assign to**, choose **All circle members** or **A role**. 7. If you chose **A role**, pick the **Role**. A **Members** section, shown for both choices, lets you adjust who reports on the checklist. A role with no members cannot be used: the dialog asks you to assign members to the role first. To attach a document, save the checklist first, open it, and add the file from its **Files** tab. ![The Create checklist dialog for a circle, with a Title and Description filled in, the Recurrence set to Weekly, and the Assign to choice between All circle members and A role](/images/structure-governance/how-to-add-edit-and-delete-checklists/01-create-checklist-dialog.png) **Note:** the **Checklists** step of a meeting opens this same dialog. When the meeting covers two or more circles, it asks which **Circle** the checklist belongs to first. ![The Checklists step of a live tactical meeting, with two checklist rows, the checkbox at the start of each row, and the Add checklist button in the step toolbar](/images/structure-governance/how-to-add-edit-and-delete-checklists/02-meeting-checklists-step.png) ## How do I edit a checklist? Open the checklist from the role or circle page and click **Edit** next to **Information**. In a meeting, clicking the checklist row opens the same **Edit checklist** dialog directly. If you did not create the checklist and you are not an administrator, it opens read-only. ![A checklist detail panel, with the Information section showing an Edit button, Recurrence, Assigned to and Description, and the Checks section with its Mark as checked button](/images/structure-governance/how-to-add-edit-and-delete-checklists/03-checklist-detail-panel.png) ## How do I delete a checklist? Deleting happens in two stages. You archive the checklist first, then delete it from the archive. 1. Click the three-dot menu to the right of the checklist, select **Archive**, and confirm. 2. Click **Filter** and select the **Archived** quick filter. 3. Click the three-dot menu on the archived checklist and select **Delete**. **Important:** deleting a checklist cannot be undone, and its record of past checks goes with it. Archiving is the reversible step: an archived checklist can be brought back at any time with **Unarchive**. ![The three-dot menu on an active checklist, open on Edit, Copy URL, Bring to a meeting and Archive](/images/structure-governance/how-to-add-edit-and-delete-checklists/04-archive-menu.png) ![The same list with the Archived filter on, and the archived checklist's three-dot menu open on Unarchive and Delete](/images/structure-governance/how-to-add-edit-and-delete-checklists/05-archived-unarchive-delete.png) ## How do I review and validate checklists in a meeting? Open a tactical meeting, or any meeting whose template includes the **Checklists** step. Any member of the parent circle can tick a checklist off there, including on another member's behalf: hover over the row and tick the checkbox at the start of it. You can also do this outside a meeting: on the role or circle page the list has a **Status** column that reads **Checked** or **Not checked**, and opening the checklist gives you a **Mark as checked** button, which becomes **Uncheck** once the checklist is ticked. **Note:** on the circle page you can group checklists by **Recurrence** or leave them ungrouped. Inside a meeting you can also group them by **Circle**. ![The Checklists step of a live meeting with one row's checkbox ticked and the other empty, annotated Checked and Not checked](/images/structure-governance/how-to-add-edit-and-delete-checklists/06-meeting-checklists-checked.png) ## What's Next? - [Adding, editing, and deleting metrics](/structure-governance/how-to-add-edit-and-delete-metrics), the same mechanics, for the numbers a circle tracks. - [Tactical Meetings Overview](/structure-governance/introducing-tactical-meetings), what else happens in the meeting where checklists are reviewed. - [Adding a role or a circle](/structure-governance/how-to-add-a-role-or-a-circle) - [Governance Overview in Talkspirit](/structure-governance/governance-overview) --- ## Highlights on the organisation chart URL: https://support.talkspirit.com/en/structure-governance/understanding-highlights Category: Structure & Governance · Section: Chart & circles · Type: Reference ## Highlights on the organisation chart A highlight is a colour with a rule behind it. Every role and circle the rule matches takes that colour on your organisation chart, and everything else steps back, so the matches read at a glance. Talkspirit ships a catalogue of highlights, and your administrators can add more built on your own role and circle fields. One thing catches most people out: a highlight colours nothing on its own. Colour appears only once you apply a **view**, which is a saved set of highlights. Until you pick one, the chart stays in its usual colours, however many highlights your administrators have written. If your organisation has renamed circles and roles under Administration > Terminology, read your own words for them throughout. ## Is it a highlight or a view? Two different objects, and the confusion starts with the chart's **Highlight** button, because it opens the second one. | | What it is | Where you meet it | |---|---|---| | **Highlight** | One rule, one colour, one name: Vacant, Hiring, Legal, Changed this month | Talkspirit's catalogue, plus the ones your administrators write under **Structure settings > Visualisation > Highlight** | | **View** | A named set of highlights, saved so you can switch them on together | The **Highlight** menu at the top right of **Explore organisation** | To switch highlights on, open **Explore organisation**, click **Highlight**, and click a view in the list. Every highlight in that view takes effect at once, and a legend appears naming them. Click a line in the legend to hide or show that one colour, and click the view again to switch the whole thing off. Building and sharing views is covered in [Managing chart custom views](/structure-governance/how-to-manage-chart-custom-views). A highlight can sit in as many views as you like. Its colour belongs to the highlight and not to the view, so changing it while you edit one view changes it everywhere that highlight appears, for everyone. Deleting a highlight takes it out of every view that used it, and Talkspirit tells you how many are affected before you confirm. ## What a highlight does to the chart Each of the three chart views draws the same match differently. - **Circles & roles**: a matching role is filled with the highlight colour, and a matching circle takes a pale tint of it. Roles that match nothing give up their usual fill for a neutral grey. Circles that match nothing keep their normal colour. - **Hierarchy**: a matching card carries the colour as a bar down its left edge, and cards that match nothing fade into the background. - **Network**: a matching node is filled solid with the colour, and a node that matches nothing is hollowed out to the page colour with only a pale outline left. A role or circle that matches several highlights at once is drawn in diagonal stripes of each of their colours, rather than picking one. So a highlight always does two things at once: it colours what matches, and it pushes back what does not. That is what separates it from the chart's search box, which dims what does not match but never adds any colour of its own. ## Which one wins, the filter or the colour? **Filter**, the search box and **Highlight** all change what stands out, and they do not combine the same way in every view. In **Circles & roles**, a filter or a search term takes over: while either is in use the highlight colours step aside, and they come back the moment you clear it. In **Hierarchy** and **Network** the two are combined instead, so only what matches your filter and carries a highlight colour stays lit. ## Where highlights come from Two sources sit side by side in the **Add highlight** menu when you build a view. - **Talkspirit's catalogue** covers your own roles and circles, four statuses (Vacant, Hiring, Core and Transversal), four windows of recent activity, and four thresholds of allocated time. These are the same in every organisation, and their rules cannot be rewritten. - **My organisation** holds the highlights your own administrators have written. A rule there can test any role or circle field: name, purpose, domains, accountabilities, when it was created or last changed, whether a role is vacant, hiring, a core role or a cross-circle role, and any custom field your organisation has added. Everyone in your organisation sees the same catalogue and the same organisation highlights. What differs is which of them you have saved into a view and switched on, and that choice affects nobody's chart but your own. ## What's Next? - [Managing chart custom views](/structure-governance/how-to-manage-chart-custom-views) - [Managing chart highlights as an administrator](/structure-governance/manage-highlights-as-an-admin) - [Navigating your organisation chart](/structure-governance/how-to-navigate-your-chart) --- ## Mentioning roles in Talkspirit URL: https://support.talkspirit.com/en/structure-governance/how-to-mention-roles Category: Structure & Governance · Section: Roles & assignments · Type: Tutorial ## Mentioning roles in Talkspirit Type **@** followed by the first letters of a role's name in any rich text field, then pick the role from the list. Talkspirit inserts a chip that links to that role's page. From a comment, the same mention also notifies everyone currently assigned to the role. ## Mentioning a role 1. Click into a rich text field, for example a comment box or the description of a tension. 2. Type **@** and the first letters of the role's name. 3. Pick the role under the **Roles** heading. ![The mention list open in a Create tension dialog, showing a Roles group with the Product Manager role and its circle underneath, followed by Circles, Projects and Tasks groups](/images/structure-governance/how-to-mention-roles/01-mention-picker.png) The circle the role sits in is shown under its name, so two roles both called *Circle Lead* stay distinguishable. Press Escape to close the list without inserting anything. Alongside **Roles**, the list offers **Users**, **Circles**, and, where your organisation uses those apps, **Projects**, **Goals**, **Tasks**, **Metrics** and **Checklists**. If your organisation renames roles or circles, the headings follow your own wording. ## Where you can mention a role Roles appear in the picker on every surface below, provided you can see the Structure module: - **Governance fields** on a role or a circle: purpose, domains, accountabilities, and any long text or list custom field. Here the picker deliberately offers users, roles and circles only. - **Proposals**, including the domains and accountabilities you edit inside one. - **Comments**, on proposals, checklists, metrics, working agreements, tasks, goals and projects. - **Descriptions** of tensions, metrics and checklists. - **Working agreements**, in the body of the document. - **Meeting notes**: agenda items, and the check-in, closing and free sections. - **Task and project descriptions.** You cannot mention a role in a Newsfeed post or a chat message. Those two surfaces still run on the classic Talkspirit editor, which mentions people and groups only. ## What the mention does A mention always creates a link, and it notifies people in one case only. **It links.** The role's name becomes a chip. Anyone reading the field clicks it and lands on the role's page, with its purpose, domains, accountabilities and current holders. The link points at the role itself, not at its name, so it keeps working after the role is renamed. The text inside the chip is the name as it was on the day you typed it, so re-type the mention if you want the new wording to show. **It notifies, but only from a comment.** When you mention a role in a comment, everyone assigned to that role gets an in-app notification and an email reading *You were mentioned*. Mention a circle instead and every member of that circle is notified. You are never notified about your own comment. Mentions typed anywhere other than a comment notify nobody. Mentioning a role or a member in a purpose, a domain or an accountability is silent: it records a link, it tells no one. If you need the holders to react, leave a comment. ## Where the relationship shows up Mentions placed in **domains and accountabilities** also feed the **Relations** section, on a **circle's** General tab. It lists the roles and circles whose domains or accountabilities mention that circle, so you can see at a glance who has declared a dependency on it. The section is derived, not edited: a small padlock in its header says so, and the only way to change it is to change the mention that produced it. Two limits are worth knowing before you plan around it. A **role's** page has no Relations section, so mentioning a role in a domain creates a link but nothing accumulates on the role itself. And mentions placed in a purpose, a policy or a custom field are never counted: only domains and accountabilities feed Relations. For what to do with those connections once you have them, see [How do I build relationships between roles?](/structure-governance/building-relationships-between-roles) ## Mentioning a member Members work the same way: type **@**, then the person's name, then pick them under **Users**. The chip links to their member page. As with roles, they are notified only when you mention them in a comment. ## What's Next? - [How do I edit a role or a circle?](/structure-governance/how-to-edit-a-role-or-a-circle) - [How do I edit governance fields for roles and circles?](/structure-governance/how-to-edit-core-and-custom-governance-fields-for-roles-and-circles) - [How do I build relationships between roles?](/structure-governance/building-relationships-between-roles) - [Where are my tensions and how do I process them?](/structure-governance/tensions-overview) --- ## Holacracy add-on overview URL: https://support.talkspirit.com/en/structure-governance/holacracy-add-on-overview Category: Structure & Governance · Section: Methodologies · Type: Reference · Tags: admin ## Holacracy add-on overview The Holacracy add-on switches on the parts of Talkspirit that are specific to Holacracy practice: tensions, checklists, the Governance and Tactical meeting templates, and the option to rename Holacracy vocabulary. It is narrower than its name suggests. Circles, roles, proposals, policies, working agreements, role elections and metrics all belong to the Structure module and work whether or not your organisation has the add-on. You need administrator rights to switch the add-on on or off. ## What the add-on enables The add-on's own page lists its effects in two groups. **Holacracy practices**, each with its own visibility switch: - **Tensions.** Members capture tensions, the issues or opportunities they notice, and process them in meetings. The add-on brings the tension bell in the header and the tension queue on the Cockpit. - **Checklists.** Recurring actions each role confirms during meetings, with a **Checklists** tab on circles, roles and member profiles. **Customisation and adaptations**, which apply as soon as the add-on is on: - **Custom terminology.** Rename *tension*, *checklist* and *election* on the Administration **Terminology** page. Core Structure words such as *circle*, *role* and *proposal* can be renamed without the add-on. - **Governance and Tactical meetings.** The two facilitated meeting categories, and the ready-made templates that go with them, appear in the meeting template gallery. The page also lists **Processing agenda items**, described as agenda items being opened only from the Agenda section of a meeting. That restriction is not applied in the current release: agenda items open from any section, with or without the add-on. ![The Holacracy add-on page in Administration, with the enable switch and the list of what the add-on enables](/images/structure-governance/holacracy-add-on-overview/02-holacracy-add-on-page.png) ## What the add-on does not cover Three things are regularly mistaken for Holacracy features and are not gated by the add-on. - **Metrics.** The Metrics switch sits on the Structure module page, above the **Add-ons** heading, and works independently of Holacracy. - **Role elections.** Election settings live in Structure settings, on the **Circles settings** tab, and are always shown. Only the word *election* needs the add-on, and only so that you can rename it. - **The rest of governance.** Proposals, policies, domains, accountabilities and working agreements are core Structure features. ## Switching the add-on on 1. Select your avatar at the top right and choose **Administration**. 2. Under **Modules**, select **Structure**. 3. Scroll to **Add-ons** and select **Configure** on the **Holacracy add-on** row. 4. Switch on **Enable Holacracy add-on**. ![The Structure module page in Administration, showing the Metrics switch above the Add-ons heading and the Holacracy add-on row below it](/images/structure-governance/holacracy-add-on-overview/01-structure-module-add-ons.png) The add-on rows only appear when the Structure module itself is on. If your plan does not include Holacracy, the switch is replaced by the message "This feature is not included in your current plan" and a **Contact sales** button. Holacracy is an add-on you buy on top of your plan, priced per plan, so it is not reserved for one plan in particular. Switching the add-on off asks you to confirm first. ## Choosing which practices members see Tensions and checklists have their own switches, so you can run the add-on with only one of them visible. 1. Open the **Structure** app and select **Structure settings** at the bottom of the panel. 2. Go to the **Holacracy** tab. 3. Switch **Tensions** and **Checklist** on or off. ![The Holacracy tab of Structure settings, with separate switches for Tensions and Checklist](/images/structure-governance/holacracy-add-on-overview/03-holacracy-practice-switches.png) The **Holacracy** tab only appears once the add-on is on. From the add-on page, **Open Holacracy settings** takes you straight to it. ## What happens if you switch the add-on off Switching the add-on off hides the practices, it does not delete anything. - Tensions and checklists that already exist stay where they are and come back if you switch the add-on on again. - Any renaming you applied to *tension*, *checklist* or *election* stops showing and the default words return. Your values are kept, so the renames come back with the add-on. - The Governance and Tactical categories disappear from the meeting template gallery. Templates already filed under them keep their category. ## The add-on is not your governance methodology These two settings are easy to confuse. The add-on is what your organisation has bought and switched on. Your governance methodology is a separate organisation-wide setting that decides how a decision is worded: under Holacracy, the buttons on a proposal read **No objection** and **Object**, and objecting opens a questionnaire. Under any other methodology they read **Validate** and **Decline**. New organisations start on Holacracy. So a proposal can read **No objection** in an organisation that has never bought the add-on, and switching the add-on off does not change those buttons. ## What's Next? - [Holacracy in Talkspirit](/structure-governance/holacracy-in-talkspirit) - [Where are my tensions and how do I process them?](/structure-governance/tensions-overview) - [Adding, editing, and deleting checklists](/structure-governance/how-to-add-edit-and-delete-checklists) - [Configuring circle settings for my organisation](/structure-governance/how-to-configure-circle-settings-for-my-organization) --- ## Holacracy in Talkspirit URL: https://support.talkspirit.com/en/structure-governance/holacracy-in-talkspirit Category: Structure & Governance · Section: Methodologies · Type: Tutorial ## Holacracy in Talkspirit Talkspirit is built for Holacracy: every organisation starts with Holacracy as its governance methodology, so governance proposals already follow Integrative Decision Making and elections already follow the Integrative Election Process. The Structure module holds your circles, roles, proposals and elections, and the Holacracy add-on switches on the two practices that are specific to the method, tensions and checklists. This article maps each Holacracy practice to the place in Talkspirit where you do it. ## What is Holacracy? Holacracy is a method for structuring and running an organisation that replaces the conventional management hierarchy. Power is distributed throughout the organisation, giving individuals and teams freedom while staying aligned to the organisation's purpose. It is described in the [Holacracy Constitution](http://www.holacracy.org/constitution) and is a registered trademark of HolacracyOne LLC. Useful resources: - [How Holacracy works](http://www.holacracy.org/how-it-works/) - [Holacracy Comic Book](http://igipartners.com/en/read-holacracy-comic-book-free#page-1) - Holacracy, the book, by Brian J. Robertson ## Turn on the Holacracy add-on You need administrator rights for this step. 1. Open **Administration**, then **Modules**, then **Structure**. 2. Click **Configure** on the **Holacracy add-on** row. 3. Switch on **Enable Holacracy add-on**. ![The Holacracy add-on page in Administration, with the Enable Holacracy add-on toggle switched on and the What this add-on enables list below it](/images/structure-governance/holacracy-in-talkspirit/01-holacracy-add-on-settings.png) The page lists what the add-on brings, under **What this add-on enables**: - **Tensions** and **Checklists**, the two Holacracy practices you can switch on or off. - **Custom terminology**, to rename Holacracy words such as tensions, circles and roles. - **Governance and Tactical meetings**, two facilitated formats with ready-made templates. - **Processing agenda items**, which keeps agenda items opening and processing in the Agenda section only. If the row is locked, the add-on is not included in your current plan and the page offers a **Contact sales** link. The add-on is separate from the Structure module itself, which stays on either way. For everything the add-on settings page can do, see [Holacracy Add-on Overview](/structure-governance/holacracy-add-on-overview). ## Choose which practices your members see Go to **Structure**, then **Structure settings**, then the **Holacracy** tab of **General settings**. Two switches decide what circle members see: - **Tensions**: allow members to capture and process tensions on circles. - **Checklist**: allow circles to track recurring engagements through checklists. ![The Holacracy tab of Structure general settings, showing the Tensions and Checklist switches both on](/images/structure-governance/holacracy-in-talkspirit/02-holacracy-practice-toggles.png) Turning a practice off hides its interface. Both switches only take effect while the add-on is enabled. ## How each practice maps to Talkspirit ### Roles instead of job descriptions A person holds several roles, and each role carries a purpose, accountabilities and domains. Roles evolve as the work does, they can move between circles, and a role that grows can be transformed into a circle. The roles your constitution puts in every circle are created once as **role templates**, in the **Role templates** tab of Structure general settings, and flagged as **main role**. Main roles are set by administrators at organisation level, and they appear at the top of each circle's role list. Talkspirit does not ship a fixed set, so name yours the way your practice does, whether that is Circle Lead and Circle Rep or Lead Link and Rep Link. The product word is **main role**. If your organisation says something else, rename the vocabulary in **Administration**, then **Terminology**. ### Circles The Structure module shows the organisation as a holarchy of nested circles, each with its own purpose, accountabilities and members. See [How do I navigate your chart?](/structure-governance/how-to-navigate-your-chart) for moving around it, and [Circle overview](/structure-governance/circle-overview) for what a circle page holds. ### Governance Governance settings live in the **Decision settings** tab of Structure general settings. ![The Decision settings tab showing Decision rules, Proposal adoption and Proposal editing](/images/structure-governance/holacracy-in-talkspirit/03-decision-settings.png) **Decision rules** switch on the mechanics your practice needs: **Consent-based decisions**, **Objection round**, **Asynchronous governance** and **Decision log**. **Proposal adoption** decides whether structural change goes through governance at all. With **Require proposals for governance changes** on, a change creates a proposal, and you choose whether proposals are adopted **After** a number of days if no objections are raised, or **Immediately**. With it off, changes apply directly. **Proposal editing** sets who may edit a draft proposal: only the author, the author and circle leads, or all circle members. Circles can override it. A governance proposal in Holacracy runs through Integrative Decision Making: present the proposal, clarifying questions, reaction round, amend and clarify, objection round, then integration. **Who can propose.** Creating a proposal in a circle requires being a decision maker of that circle. Administrator rights alone do not grant it, so an administrator who is not a decision maker in the circle cannot open a proposal there. See [What is a decision maker of a circle?](/structure-governance/what-is-a-decision-maker-of-a-circle). ### Tensions A tension is a gap someone senses between current reality and the potential they perceive. With the add-on and the Tensions switch on, members capture tensions from the bell in the header and work them in **Structure**, then **Tensions**, before bringing them to a meeting. See [Tensions overview](/structure-governance/tensions-overview). ### Meetings Two system templates match the method. **Governance Meeting** works through proposals to evolve roles and policies, and **Tactical Meeting** reviews checklists and metrics, then triages operational items. Start from either in the template gallery. See [Introducing governance meetings](/structure-governance/introducing-governance-meetings) and [Introducing tactical meetings](/structure-governance/introducing-tactical-meetings). ### Elections Elected roles are configured in the **Circles settings** tab: **Roles can be elected** allows elections, and **Roles must be elected** forces them. Holacracy elections follow the Integrative Election Process: present the role and its mandate, nomination round, change and reasons round, candidate proposal, objection round, then integration. See [How to hold an election for an elected role](/structure-governance/how-to-hold-an-election-for-an-elected-role). ### Cross-circle roles Holacracy 5.0 lets a circle link a role in from elsewhere. In Talkspirit this is a **cross-circle role**. See [Cross-circle roles overview](/structure-governance/cross-circle-roles-overview). ## What's next? - [Holacracy Add-on Overview](/structure-governance/holacracy-add-on-overview) - [What changes come with Holacracy 5.0?](/structure-governance/what-changes-come-with-holacracy-50) - [How do I submit and track a proposal?](/structure-governance/how-to-submit-and-track-a-proposal) --- ## What changes come with Holacracy 5.0? URL: https://support.talkspirit.com/en/structure-governance/what-changes-come-with-holacracy-50 Category: Structure & Governance · Section: Methodologies · Type: Reference Holacracy 5.0 is the current version of the Holacracy Constitution. It renames two of the roles Holacracy places in every circle, lets a role be held by several members, formalises linking a role across circles, and expects every circle member to hold a role. Talkspirit's Structure module supports Holacracy without a version setting, so you shape your circles, roles and terminology to match the practice you follow. ## What changed in the structural role names? Version 5.0 renames two of the roles Holacracy puts in every circle: - **Lead Link** becomes **Circle Lead**. - **Rep Link** becomes **Circle Rep**. It also revises the purpose and accountabilities of the Facilitator, Secretary and Circle Rep. A Circle Rep is no longer present in every circle automatically: any circle member can request an election to appoint one. Talkspirit ships no fixed set of these roles and no ready-made templates. You create them yourself as **role templates** and tick **Main role** on each, naming them the way your practice does, whether that is Circle Lead and Circle Rep or the older Lead Link and Rep Link. See [Main roles and the Core badge](/structure-governance/understanding-core-roles). ## Can a role have several holders? Yes. A role in Talkspirit has no limit on how many members hold it, so a main role such as Circle Lead can be filled by several people at once. This matches Holacracy 5.0, which allows more than one Circle Lead where 4.1 allowed a single Lead Link. Elected roles are filled through an election rather than by direct assignment. ## How does cross-circle linking work? Holacracy 5.0 lets one circle bring in a role that lives in another circle, so the same piece of work takes part in both places. In Talkspirit this is a **cross-circle role**: you invite an existing role into any circle that needs its input, and the invited copy inherits the original's purpose, domains and accountabilities and follows its later changes. See [Cross-circle roles in Talkspirit](/structure-governance/cross-circle-roles-overview). ## What changed about circle membership? Holacracy 5.0 expects every circle member to hold a role. Talkspirit still lets an administrator add a member to a circle without a role, and a written governance policy is how a circle chooses to require one. See [Adding or removing a member without a role from a circle](/structure-governance/how-to-add-or-remove-a-member-without-a-role-from-a-circle). Every member of a circle is a **decision maker** by default. That status lets them create proposals, add roles and vote on governance. You remove it to make a member a **non-decision maker**; it is never something you grant. Decision-maker status governs what a member can change, not whether they can attend meetings. ## How does Talkspirit handle Holacracy versions? Talkspirit has no Holacracy version setting and ships no 4.1 or 5.0 template library. The Structure module supports the Holacracy practice itself: circles, roles, proposals, elections and Integrative Decision Making. You align with whichever version of the Constitution you follow by naming your own main roles, renaming vocabulary under **Administration → Terminology**, and setting your decision rules. In line with 5.0's principle that every role is its own circle, you can also transform any role into a circle. See [Decision settings](/structure-governance/what-are-decision-settings) and [Transforming a role into a circle, or a circle back into a role](/structure-governance/how-to-transform-a-role-into-a-circle-and-back). ## Next steps - [Holacracy in Talkspirit](/structure-governance/holacracy-in-talkspirit) - [Main roles and the Core badge](/structure-governance/understanding-core-roles) - [Cross-circle roles in Talkspirit](/structure-governance/cross-circle-roles-overview) - [Decision settings](/structure-governance/what-are-decision-settings) --- ## Running sociocracy in Talkspirit URL: https://support.talkspirit.com/en/structure-governance/sociocracy-in-talkspirit Category: Structure & Governance · Section: Methodologies · Type: Tutorial · Tags: admin ## Running sociocracy in Talkspirit Talkspirit does not ship a sociocracy mode you switch on. Its governance engine is shaped by Holacracy: an organisation's methodology is set to Holacracy and, for almost every organisation, there is no control to change it. What Talkspirit does give you is the raw material sociocracy needs, and all of it is configurable: consent instead of a vote, elected roles, roles that represent one circle inside another, and the freedom to rename almost every word on screen. > **In summary:** do not look for a sociocracy setting. Set **Proposal adoption** to require proposals and adopt them when nobody objects, create your own role templates for the leader and delegate roles, turn on role elections, and rename Talkspirit's vocabulary to your own under **Administration** > **Terminology**. ## Is there a sociocracy setting? Not one you can reach. Talkspirit stores a governance methodology for the whole organisation, and it knows four of them, including Sociocracy 3.0. The screen that would let an administrator pick one is a **Methodology** tab in **Structure settings** > **General**, and it is hidden: it only appears for members enrolled in the beta programme, who then switch on **Methodology** under **Beta features** in their own account menu. If your account menu has no **Beta features** entry, the tab does not exist for you and your organisation is on Holacracy. That is not the setback it sounds like, for two reasons. The first is that Holacracy's decision process in Talkspirit is already a consent process. A proposal is adopted when nobody objects, not when a majority votes for it, and the objection test the product walks people through is the sociocratic one. The second is a genuine oddity worth knowing before you go hunting for the beta: the consent wording is tied to the Holacracy setting. On the Holacracy methodology, the two buttons on a proposal read **No objection** and **Object**, and **Object** opens a structured objection assessment. On any other methodology, including Sociocracy 3.0, the same two buttons read **Validate** and **Decline** and the assessment does not open. Switching the methodology to Sociocracy 3.0 therefore makes the interface look less sociocratic, not more. There is also no sociocracy view of the chart. The three views are **Circles & roles**, **Hierarchy** and **Network**. ![A submitted proposal's No objection and Object buttons behind the six-step Objection Assessment dialog that Object opens, showing step 1 of 6: does this proposal cause harm or move the circle backward?](/images/structure-governance/sociocracy-in-talkspirit/04-no-objection-object-buttons-objection-assessment.png) ## Set up consent decisions Consent lives in **Structure settings** > **General** > **Decision settings**, in the **Proposal adoption** card. 1. In the Structure side panel, click **Structure settings**, then open the **Decision settings** tab. 2. Turn on **Require proposals for governance changes**. The description under it changes to *Changes create proposals*. 3. Under **Proposals will be adopted**, choose **After N days, if no objections are raised** and set the window. Seven days is the default. 4. Click **Save**. ![The Decision settings tab of Structure settings, showing the Decision rules card with four switches above a Proposal adoption card where Require proposals for governance changes is on and adoption is set to after 7 days if no objections are raised](/images/structure-governance/sociocracy-in-talkspirit/01-decision-settings-proposal-adoption.png) With that in place, a governance change becomes a proposal, every decision maker of the circle is invited to consent, and the change is applied when the window closes with no objection standing. The alternative, **Immediately**, adopts on submission and is only useful while you are still drafting your structure. **Ignore the Decision rules card at the top of that tab.** Its four switches, **Consent-based decisions**, **Objection round**, **Asynchronous governance** and **Decision log**, are placeholders for a planned feature and are wired to nothing. Turning **Consent-based decisions** on changes no behaviour, and leaving it off does not stop the consent round: consent is controlled by the **Proposal adoption** card underneath, and objections work regardless. ## Circles Sociocracy's circles map onto Talkspirit's circles with nothing to configure. A circle holds roles, has its own purpose, domains, accountabilities and policies, and can contain sub-circles. [Circles in Talkspirit](/structure-governance/circle-overview) covers the anatomy, and [Adding a role or a circle](/structure-governance/how-to-add-a-role-or-a-circle) covers creating them. The one thing to decide early is who counts as a decision maker, because that, not membership, is what gives someone a voice in consent. Every new member of a circle is a decision maker until somebody removes the status. See [Decision makers in a circle](/structure-governance/what-is-a-decision-maker-of-a-circle). ## Double linking Talkspirit gives no ready-made leader or delegate role. There are no built-in core roles at all, so you create the ones your practice needs as **role templates**, named the way your organisation talks. Two checkboxes on a template exist for exactly this purpose: - **Represents parent circle**, for the role that carries the wider circle into this one. - **Represents sub-circle**, for the role that carries this circle into the wider one. Create one template with each box ticked, tick **Main role** so every new circle receives them, and tick **Electable** if the circle chooses who fills them. ![The Role templates tab of Structure settings, listing one template named Circle Lead in a table with Main, Electable, Assigner, Rep. parent and Rep. child columns](/images/structure-governance/sociocracy-in-talkspirit/02-role-templates-representation-columns.png) Be clear about what these two boxes do. They mark the role and show as **Rep. parent** and **Rep. child** in the templates table. They do not create a link between two circles on their own, they grant no rights, and nothing in the product breaks if the linked circle never fills them. The linking is your practice; the flags record it. For a horizontal link, where the same role takes part in two circles at once, use a cross-circle role instead. That mechanism is real and enforced: see [Cross-circle roles in Talkspirit](/structure-governance/cross-circle-roles-overview). Full instructions for building a template are in [Main roles and the Core badge](/structure-governance/understanding-core-roles). ## Elections Roles filled by the consent of the circle are supported directly. Organisation-wide, in **Structure settings** > **General** > **Circles settings**, the **Role elections** card carries **Roles can be elected**, which is on by default, an **Allow circles to override this setting** switch, and **Roles must be elected**, which forces every role in the organisation to be filled by election. ![The Circles settings tab of Structure settings showing a Role assignment card and a Role elections card, with Roles can be elected switched on](/images/structure-governance/sociocracy-in-talkspirit/03-role-elections-settings.png) Per circle, a circle's own settings hold an **Elected roles** picker listing which of that circle's roles are filled this way. Running the election itself is covered in [Holding an election for an elected role](/structure-governance/how-to-hold-an-election-for-an-elected-role). ## Use your own words Talkspirit's default vocabulary is Holacracy's. An administrator changes it for the whole organisation under **Administration** > **Terminology**, one value per language, up to 50 characters each. Circle, role, sub-circle, parent circle, main role, purpose, domain, accountability, policy, proposal and working agreement are all renameable, so an organisation that says "aim" rather than "purpose" can say so everywhere. Three words are handled differently: tension, checklist and election can only be renamed when the Holacracy add-on is active on your plan. Role names are not terminology. **Circle Lead** or **Facilitator** are just names you gave a role template, so you rename them by editing the template. ## Meetings Talkspirit has no built-in sociocracy meeting formats, and it does not need them. A meeting template is a list of **Sections** you define yourself, so you can build a governance meeting and an operations meeting that match your own agenda rather than an imported one. See [Creating a meeting template](/structure-governance/how-to-create-a-meeting-template). ## What's Next? - [Circles in Talkspirit](/structure-governance/circle-overview) - [Main roles and the Core badge](/structure-governance/understanding-core-roles) - [Cross-circle roles in Talkspirit](/structure-governance/cross-circle-roles-overview) - [Holding an election for an elected role](/structure-governance/how-to-hold-an-election-for-an-elected-role) - [Submitting and tracking a proposal](/structure-governance/how-to-submit-and-track-a-proposal) - [Creating a meeting template](/structure-governance/how-to-create-a-meeting-template) --- ## Time Spent in Roles Add-on Overview URL: https://support.talkspirit.com/en/structure-governance/time-spent-in-roles-add-on-overview Category: Structure & Governance · Section: Roles & assignments · Type: Tutorial ## Time Spent in Roles Add-on Overview Time spent in roles is a paid add-on for the Structure module. Each member records what share of their working time goes to each of their roles, and Talkspirit turns those percentages into Full Time Equivalent (FTE) figures that everyone in the organisation can read on circle pages, role pages and member profiles. This article explains what the add-on gives you and how the numbers are produced. To switch it on, see [Activating the Time Spent in Roles add-on](/en/structure-governance/activate-the-time-spent-in-my-roles-add-on). ## What the add-on changes Once the add-on is active, four things appear: - A **Time spent in roles** entry in your profile menu, at the top right of the screen. - FTE figures on circle pages, role pages, the **Members** tab and member profiles. - A **Time spent in roles** page under **Structure settings**, for administrators. - A **Time Spent Reminder** row in your own notification preferences. The add-on works by revealing surfaces rather than by locking data. When it is off, these surfaces are simply not shown. It is sold as a separate purchase alongside the Structure module and costs the same on every paid plan, so you do not need to move up a tier to use it. ## Where you record your time 1. Click your **profile icon** at the top right of the screen. 2. Click **Time spent in roles**. 3. Under **Work Schedule**, choose **Full Time** or **Part Time**. Part Time lets you enter your own number of days per month. 4. Move the slider on each role to the share of your time it takes. 5. Click **Save Changes**. ![The Time Spent in Roles dialog: a Work Schedule selector set to Full Time, one slider per role, and a Time Distribution chart reading 100 percent, Perfect allocation.](/images/structure-governance/time-spent-in-roles-add-on-overview/01-time-spent-in-roles-modal.png) Each slider shows the percentage and its equivalent in days per month, so 50% of a 20-day month reads `~10d`. The **Time Distribution** panel adds your percentages up and labels the result **Under allocated**, **Perfect allocation** or **Over allocated**. Going over 100% is allowed. Talkspirit flags it, in the dialog and later as an **Over-allocated** badge on your profile, but it never refuses the save. If you hold no roles, the dialog explains that time allocation becomes available once you are assigned to one. The same dialog opens on its own when you follow the link in a reminder email, so you can go straight from the reminder to your sliders. ## Time is recorded per role, not per circle The dialog lists your **role** assignments only, with the parent circle named underneath each role for context. There is no slider for a circle. Circle figures are always a sum of the roles the circle contains. ## Where the numbers are read Every member of the organisation can see the figures. They appear: - On a **circle page**, in the **Composition** panel: a `Total: X FTE` chip for the circle's roles, and an FTE value on each role row, sub-circle row and member row. - On a **role page**, in the assigned-members panel: a total for the role and a value per member. - In the **Members** tab of a circle or role, as a sortable **Time spent** column. - On a **member profile**, under **Roles**, as a coloured bar with one segment per role. Hovering a segment gives the role name and its percentage. ![The Composition panel of a circle, showing ROLES 3, a Total 0.5 FTE chip, and a Product Manager role listed at 0.5 FTE.](/images/structure-governance/time-spent-in-roles-add-on-overview/02-circle-composition-fte.png) The conversion is simple: **one FTE is 100% of one person's time**. A member who puts 50% on a role contributes 0.5 FTE to it, and a role held by three people at 20%, 30% and 80% shows 1.3 FTE. Two points worth knowing: - A part-time schedule changes the **days** figures, not the FTE. Somebody working 10 days a month who puts 50% on a role still shows 0.5 FTE, because the percentage is a share of their own working time. - A circle's total covers the roles inside that circle. Roles held in its sub-circles are counted on the sub-circle, not added into the parent. Where nobody has recorded anything, no figure is drawn at all, so an empty FTE column means the data is missing rather than zero. ## What administrators configure Open **Structure**, click **Structure settings** at the bottom of the left panel, then **Time spent in roles**. ![The Time spent in roles settings page: Number of Working Days by Month set to 20, and a Notification schedule card with reminder notifications turned off.](/images/structure-governance/time-spent-in-roles-add-on-overview/03-time-spent-settings.png) **Number of Working Days by Month** sets what a full-time month means for the whole organisation. It starts at 20 and accepts any value from 1 to 31. It is what drives the days figures in every member's dialog. **Notification schedule** turns on a periodic reminder asking members to review their allocations. Choose **Daily**, **Weekly** or **Monthly**, the hour it goes out, and the day of the week or of the month. Click **Save**. The reminder is an email, and it links straight to the member's own sliders. Each member can turn it off for themselves under **Profile and preferences**, in the **Notifications** section: the row is called **Time Spent Reminder**, in the **Structure** group. The **Export** tab on the settings page is not connected yet. It shows format, date-range and scope selectors, but choosing them and clicking the generate button produces no file. Treat time spent data as read on screen for now. ## What happens when someone leaves a role When a member is unassigned from a role, or removed from it, the time recorded against that role is switched off straight away. It stops counting toward the role, toward the circle and toward the member's own total, and it disappears from their sliders. The figure itself is kept in an audit trail, so history stays intact. Deleting the role is not the same thing. Deleting a role removes it from the chart, but it does not release the time recorded against it, so that share keeps counting toward the holder's own total with no slider left to change it. If a role is going away and its holders will not simply be moved, unassign the members first, then delete the role. ## What the add-on does not cover Marking a role as **Hiring** so that people can apply to it is part of the Structure module itself, not of this add-on, and it works whether or not time tracking is switched on. See [Applying for a role, or leaving one](/en/structure-governance/how-do-i-apply-or-resign-from-a-role). ## What's Next? - [Activating the Time Spent in Roles add-on](/en/structure-governance/activate-the-time-spent-in-my-roles-add-on) - [Roles in Talkspirit](/en/structure-governance/role-overview) - [How do I assign a role to a member?](/en/structure-governance/how-to-assign-or-remove-a-member-from-a-role) --- ## Activating the Time spent in roles add-on URL: https://support.talkspirit.com/en/structure-governance/activate-the-time-spent-in-my-roles-add-on Category: Structure & Governance · Section: Roles & assignments · Type: Tutorial · Tags: admin ## Activating the Time spent in roles add-on Time spent in roles is switched on from **Administration**, and only an organisation administrator can do it. Two things have to line up: your organisation must be entitled to the add-on, and an administrator must switch it on. This article covers both, and what members see before and after. For what the add-on is for and how to use it, see [Time spent in roles add-on overview](/structure-governance/time-spent-in-roles-add-on-overview). ## Before you start - You need **administrator rights**. Administration redirects anyone else back to the cockpit. - The **Structure** module must be on. The add-ons only appear once it is, so an empty Add-ons area usually means Structure itself is switched off. - Time spent is a **paid add-on**, sold on top of Structure. It is not tied to a particular plan, so you do not need to move up a tier to get it. ## Switch the add-on on 1. Click your **organisation name or avatar** at the top right of the screen. 2. Click **Administration**. 3. In the left menu, under **Modules**, click **Structure**. 4. Scroll to the **Add-ons** section and switch on **Time spent**. ![The Structure module page in Administration, with the Time spent add-on row highlighted in the Add-ons section](/images/structure-governance/activate-the-time-spent-in-my-roles-add-on/01-administration-structure-add-ons.png) The row is labelled **Time spent**, not "Time spent in roles". Everywhere else in the product, the feature itself is called **Time spent in roles**. Switching it off asks you to confirm first. Nothing is deleted: allocations members have already entered stay in place, and reappear if you switch the add-on back on. ### If the switch is greyed out A greyed-out switch and an **Available on a higher plan** badge mean your organisation is not entitled to the add-on yet. A **Contact sales** button sits under the description: it opens the support chat, or falls back to an email to hello@talkspirit.com. The wording mentions a plan, but Time spent is bought as an add-on rather than by upgrading, so ask for the add-on by name. ## Configure it, once it is on Activation and configuration live in two different places, which is easy to trip over. The switch is in **Administration**. The settings are in **Structure settings**. Open Structure > **Structure settings** at the bottom of the left menu, then **Time spent in roles**. The page has two tabs: - **Time spent settings** sets the number of working days in a month, which is what turns a member's percentages into days and FTE. The default is **20**. It also holds the reminder schedule: switch on reminders, then pick a frequency, an hour, and a day. - **Export** offers export options for the collected data. ![The Time spent in roles settings page in Structure settings, showing working days per month and the reminder schedule](/images/structure-governance/activate-the-time-spent-in-my-roles-add-on/02-structure-settings-time-spent.png) Two caveats on this page. **Enable access for inactive members** is displayed but cannot currently be changed. And the **Export** tab's controls are not yet wired to anything, so the list of files it shows is a placeholder rather than your organisation's exports. The **Time spent in roles** entry only appears in the Structure settings menu for administrators. The page itself is not restricted, though, so a member who has the direct address can open it. They will see the settings and be refused when they save. ## What members see, before and after Before you switch the add-on on, there is nothing to find: **Time spent in roles** is absent from the user menu, and roles and circles show no FTE figures. Once it is on, every member gets a **Time spent in roles** entry in the menu under their avatar. It opens a panel where they choose full time or part time, then set a percentage per role. A donut on the right shows the total and flags an under or over allocation. ![The Time spent in roles panel, showing the work schedule choice, one slider per role, and the time distribution donut](/images/structure-governance/activate-the-time-spent-in-my-roles-add-on/03-time-spent-in-roles-panel.png) FTE figures then appear alongside members on circle and role pages, for everyone, not only administrators. A member with no role assignment sees the panel invite them to come back once they hold a role. Members set their own allocations, and only their own. Anyone can read what a colleague has entered from the **Roles** tab of that member's profile, where a bar shows their allocation across roles. There is no screen for editing someone else's figures, so a member who is off with the numbers has to correct them. If you switch reminders on, members receive an email pointing them straight at their own panel. ## What's next? - [Time spent in roles add-on overview](/structure-governance/time-spent-in-roles-add-on-overview) - [How do I assign a member to a role?](/structure-governance/how-to-assign-or-remove-a-member-from-a-role) - [How do I create a role?](/structure-governance/how-to-add-a-role-or-a-circle) --- # Goals & Analytics ## The Goals module URL: https://support.talkspirit.com/en/goals-analytics/goals-overview Category: Goals & Analytics · Section: Goals & OKRs · Type: Reference ## The Goals module The Goals module is where your organisation sets objectives, measures them with key results, and keeps teams working towards the same outcomes. Every goal carries an owner, a time period and a category, and its progress is calculated from its key results, its sub-goals, or both. You follow that progress in three views: List, Hierarchy and Timeline. --- ## What is a goal? A goal is an outcome someone commits to reaching within a time period. It combines two things: - **The objective**: the goal's title and description, saying what you want to achieve - **Key results**: the measurable indicators that move the goal's progress Each goal also has an **owner**, which can be a member, a circle or a role, plus a **time period**, a **category** and a **privacy** setting. Tasks and projects can be linked to a key result to show which work supports it. Those links are informational: they never change the key result's progress. **Example:** - **Objective:** Launch the new customer onboarding experience - **Key result 1:** Reduce time to first value from 14 days to 5 days - **Key result 2:** Reach a 90% onboarding completion rate - **Key result 3:** Reach an NPS of 50 ![A goal page in Talkspirit: the title "Increase NPS by 25%" with an Active badge, an Overall progress bar at 31% with Key results contribution and Sub-goals contribution dials, a General block listing owner, time period and category, then the Key results, Parent goal and Sub-goals sections.](/images/goals-analytics/goals-overview/02-goal-page.png) --- ## How are goals categorised? Every goal belongs to one of three categories, which describe how far its scope reaches: | Category | Scope | Example | |---|---|---| | **Company** | The whole organisation | "Become the reference for employee engagement" | | **Team** | A circle or department | "Increase product adoption in the EMEA region" | | **Individual** | One person's contribution | "Complete the advanced data analysis certification" | The category is a label, not a permission. Anyone allowed to create goals in your organisation can pick any of the three. **Note:** Administrators define the time periods goals can be attached to, and read the organisation's goal statistics, under **Goal settings** at the bottom of the Goals panel. --- ## How do key results work? A key result is one measurable indicator of a goal's progress. A goal can have several, each with its own progress and its own weight. There are two types: | Type | How it works | Example | |---|---|---| | **Quantitative / Percentage** | Tracks a number or a percentage from a starting value to a target | Revenue from 1M to 2M | | **Milestone / Binary** | Tracks simple completion, done or not done | "New website launched" | Choose the type when you create the key result. It cannot be changed afterwards. A quantitative key result can carry a **unit**, chosen from a fixed list of 27: symbols such as **%**, **$**, **€** and **#**, counts such as **users**, **count** and **pts**, durations such as **days**, **months** and **years**, and business measures such as **NPS**, **CSAT**, **churn %** and **market share**. Leave it on **None** when no unit applies. A key result can also be taken out of the calculation with **Exclude this from contributing**. It stays visible and keeps its own progress, but it stops counting towards the goal. --- ## How do I update progress? Progress moves through **check-ins**. On the goal, select the plus icon beside a key result to open **Update Progress**, then record: 1. The **New Value** for the key result 2. A **Confidence Level**: High, Medium or Low 3. An optional **Comment** about the update Select **Save Check-in**. The dialog shows the previous value, the progress towards target and the change since the last check-in, and every check-in is kept in **Progress History**. ![The Update Progress dialog: Previous Value, New Value marked required, a Progress Towards Target summary reading 31%, a Confidence Level list set to "Medium - On track with some concerns", an optional Comment box, and Cancel and Save Check-in buttons.](/images/goals-analytics/goals-overview/03-update-progress-modal.png) A **Key Results to update** section appears in the Goals panel when one of your key results is waiting for a check-in. A key result lands there when its goal is active, its time period covers today, you own or contribute to the goal, and no progress has been recorded since that period started. When nothing is waiting, the section is hidden rather than empty. Goals also surface on your **Cockpit**, under **Requires attention**, with a Goals tab and a note telling you how long a goal has gone without an update. ![The Requires attention block on the Cockpit, with All, Tasks, Goals and Tensions tabs, showing one goal card labelled GOAL: "Reach 4.5/5 average onboarding satisfaction", the note "Review needed: no progress recorded in 20 days", 0% progress and an At risk badge.](/images/goals-analytics/goals-overview/07-cockpit-goals.png) --- ## How is progress calculated? Goal progress is calculated automatically. Open the goal's **More actions** menu and select **Progress driver** to choose what it is calculated from: | Progress driver | What it uses | |---|---| | **Key result** | The progress of the goal's key results only | | **Sub-goals** | The progress of the goal's sub-goals only | | **Both** | Both pools, split by a percentage you set | On the **Both** tab, set **Key result weight** and **Sub-goals weight**. They must add up to 100%, and they start at 50/50. Inside each pool, every key result and every sub-goal carries its own weight: **None**, **0.25x**, **0.5x**, **1x**, **2x**, **3x** or **4x**. A key result at 2x counts twice as much as one at 1x. New items start at 1x, so a goal nobody has weighted treats them all equally. ![The Progress driver dialog on the Both tab: a Weighting block with Key result weight and Sub-goals weight both at 50%, then a Key Results list and a Sub-goals list, each item showing its progress and a weight selector set to 1x.](/images/goals-analytics/goals-overview/04-progress-driver-modal.png) --- ## How does the goal hierarchy work? Any goal can become the **sub-goal** of another, so a broad objective can be broken into the goals that deliver it. A sub-goal's progress feeds its parent whenever the parent's progress driver includes sub-goals. From a goal you can: - Add a **sub-goal**, either by linking an existing goal or by creating a new one - Add a **parent goal**, which puts this goal one level down - **Unlink** a sub-goal or a parent, which breaks the link and leaves both goals in place The only structural rule is that a goal cannot be linked to one of its own ancestors or descendants. Categories do not constrain the shape: a team goal can sit under another team goal. ![The Hierarchy view: goal cards laid out on a canvas, each showing its category, status, time period, progress and owner, with a connector running from "Acquire 10 new customers" down to its sub-goal, and zoom and layout controls in the lower right.](/images/goals-analytics/goals-overview/05-hierarchy-view.png) --- ## What views are available? The Goals module has three views. Your choice is remembered for your next visit. ### List A sortable table: **Name**, **Status**, **Progress**, **Time period**, **Owner** and **Category**. A goal with sub-goals shows a chevron that expands them inline. ![The Goals List view: a "7 goals" count, the view switcher, and Filter, Sort and Group controls above a table with Name, Status, Progress, Time period, Owner and Category columns. The Goals panel on the left lists All Goals and My goals.](/images/goals-analytics/goals-overview/01-goals-list-view.png) ### Hierarchy An interactive map of parent and sub-goal relationships. Expand and collapse branches, drag cards, switch the layout direction, and zoom in and out. When a filter is active, matching goals stay bright and the rest dim. ### Timeline A Gantt chart placing goals across their time periods, each bar coloured by status. Use **Zoom in** and **Zoom out** to move between five scales, from a single year down to weeks and days, and **Previous**, **Today** and **Next** to move along the chart. Only goals with a time period appear here. ![The Goals Timeline view: quarter and month headers across the top, three goal rows drawn as bars with their progress percentages, and Previous, Today, Next and zoom controls above the chart.](/images/goals-analytics/goals-overview/06-timeline-view.png) --- ## What do the statuses mean? A goal carries two indicators. **Status** is the health signal you set yourself, from the goal's progress block or from the List view: | Status | Meaning | |---|---| | **On track** | Progress is where it should be | | **At risk** | Progress is behind or under threat | | **Blocked** | Progress has stopped | | **Not set** | Nobody has set a status yet | Beside the goal's title, a badge shows where the goal is in its life: **Draft**, **Active**, **Closed** or **Archived**. Archiving keeps a goal readable but takes it out of the default lists, and the **Archived** quick filter brings it back. --- ## Who can see a goal? Open **Share** from the goal's **More actions** menu. **Access settings** decides who can reach the goal: | Privacy | Who can access | |---|---| | **Everyone in the organisation (Public)** | Every member | | **Only invited people (Private)** | The owner and the people invited | | **Custom access (Custom)** | The members, roles and circles you choose | For each person, role or circle you invite, choose **View only**, **Update progress** or **Full access**. The owner always keeps full access and cannot be removed. --- ## How do I find a goal? Above the list, the toolbar gives you: - **Quick filters**: My Goals, On Track, At Risk, Blocked and Archived - **Filter**: build conditions on Category, Time period, Owner and Status - **Sort**: by any column, including Last modified - **Group**: by Time period, Category, Status or Owner, in the List and Timeline views - **Search**: type a name and the list narrows as you type --- ## What's Next? - [How do I add, edit, or delete a Goal?](/en/goals-analytics/how-to-add-edit-or-delete-a-goal) - [How do I implement Goals in Talkspirit?](/en/goals-analytics/how-to-implement-goals) - [How do weighted objectives work?](/en/goals-analytics/weighted-objective) - [What are the different Goal views?](/en/goals-analytics/the-different-goals-views) --- ## View your organisation's key metrics URL: https://support.talkspirit.com/en/goals-analytics/organisation-overview Category: Goals & Analytics · Section: Statistics & dashboards · Type: Quick Fix · Tags: admin **Administration → Overview** shows your organisation's key metrics at a glance. The page presents four cards: the total number of accounts, how many modules are active, attachment storage used, and AI credit consumption. It is a summary view. For detailed per-app usage figures or exportable reports, use the Statistics pages linked below. ## Prerequisites You need administrator rights to open **Administration**. ## What does each metric show? **Administration → Overview** displays four cards: - **Total users**: the total number of accounts in your organisation, both members and guests. When your subscription sets a seat limit, the count is shown against that limit, for example `48 / 100`. - **Active modules**: how many of the twelve core modules included in your plan are switched on, shown as a count out of twelve. - **Storage used**: attachment storage consumed against your quota. This figure counts file attachments only. Knowledge storage is measured separately under **Administration → Knowledge**. - **AI credits**: AI assistant credits consumed in the current cycle. Select **View details** to open the full usage report. ![Administration Overview with the four key-metric cards](/images/goals-analytics/organisation-overview/admin-overview.png) ## Next steps - [Statistics in Talkspirit](/en/goals-analytics/view-app-statistics) - [Downloading a statistics report](/en/goals-analytics/download-a-statistics-report) - [Group statistics](/en/communication/group-statistics) --- ## Adding, editing, or deleting a goal URL: https://support.talkspirit.com/en/goals-analytics/how-to-add-edit-or-delete-a-goal Category: Goals & Analytics · Section: Goals & OKRs · Type: Tutorial ## Adding, editing, or deleting a goal The **Goals** app is where a goal is created, changed and retired. You add a goal from the list with three things: a title, an owner and a time period. Everything else, key results, a parent goal, sub-goals and files, is added afterwards on the goal's own page. Archiving takes a finished goal out of the list and keeps it. Deleting removes it and its key results permanently. ## What do I need before I start? - Members and administrators can add goals. Guests cannot. - Every goal needs a **Title**, an **Owner** and a **Time period**. The **Create** button stays inactive until all three are filled in. - Time periods are defined once for the whole organisation in **Goal settings**. If the picker is empty, ask an administrator to add one: [Managing Goal time periods for my organisation](/goals-analytics/manage-goal-time-periods). - The **Owner** can be a member, a role or a circle. Whoever owns the goal, or belongs to the circle or holds the role that owns it, gets full rights on it: edit, share, archive and delete. Administrators have those rights on every goal. ## How do I add a goal? 1. Go to the **Goals** app. 2. Select **Add goal** at the top right of the list. ![The Goals module in list view, with the organisation's goals in a table of Name, Status, Progress, Time period, Owner and Category columns, and the Add goal button highlighted at the top right.](/images/goals-analytics/how-to-add-edit-or-delete-a-goal/01-goals-app-add-goal.png) 3. Enter the **Title** of your goal. 4. Choose an **Owner** from the picker, which lists members, roles and circles. 5. Choose a **Time period**, and set the **Category** to Company, Team or Individual. 6. Set **Privacy**: **Public** lets everyone in the organisation see the goal, **Private** limits it to the people you invite. 7. Select **Create**. ![The Add goal dialog, with fields for Title, Parent goal, Description, Owner, Time period, Category, Privacy and Status, and Cancel and Create buttons at the bottom.](/images/goals-analytics/how-to-add-edit-or-delete-a-goal/02-add-goal-dialog.png) **Note:** two optional fields in the dialog are easy to miss. **Parent goal** attaches the new goal under an existing one straight away, and **Description** has a Spark suggestion button that drafts one from the title and time period. **Status** can be left empty and set later. ## How do I add key results to a goal? Creating a goal opens its page, and that page is where the goal takes shape. Key results, a parent goal, sub-goals and attachments all live there, not in the Add goal dialog. 1. Open the goal from the list. 2. In the **Key Results** section, select **Add**. 3. Give the key result a title, then pick its **Result Type**: **Quantitative / Percentage** to track a number, or **Milestone / Binary** for done or not done. 4. Set the starting and target values, and a unit if you use one. 5. Select **Save**. ![The lower half of a goal page, showing the General, Description and Attachments sections, then the Key Results section with its Add button highlighted and one key result listed, followed by the Parent goal and Sub-goals sections.](/images/goals-analytics/how-to-add-edit-or-delete-a-goal/03-goal-key-results.png) **Important:** the result type is fixed once the key result is created. Everything else about it stays editable, so if the type is wrong, delete the key result and add it again. We've seen three or four key results per goal work best. Beyond that, progress stops being a signal. Progress itself is not typed in here: each key result gets its own check-in, where you record the new value and how confident you are of reaching the target. ## How do I edit a goal? 1. Open the goal. 2. Select the **More actions** menu at the top right of the goal, shown as three dots. 3. Choose **Edit goal**, change what you need, and select **Save**. ![The More actions menu open on a goal page, listing Edit goal, Progress driver, Share, Copy URL, Bring to a meeting and Archive goal.](/images/goals-analytics/how-to-add-edit-or-delete-a-goal/04-goal-actions-menu.png) **Edit goal** reopens the same dialog you filled in at creation, so the title, owner, time period, category, privacy and status are all changed there. The health status shown next to the goal's name is quicker to change directly from that badge, and **Progress driver** in the same menu decides whether progress is calculated from key results, from sub-goals, or from both. ## How do I archive a goal, and how do I find it again? Archive a goal when its time period has closed, or when it no longer reflects what the circle is working on. The goal and its history are kept, and you can bring it back at any time. 1. Open the goal. 2. Select **More actions**, then **Archive goal**. 3. Confirm in the dialog. An archived goal leaves the list straight away: the Goals list shows active, closed and draft goals only. To see your archived goals, open **Filter** and select the **Archived** quick filter. ![The Goals list with the Filter panel open, showing the quick filters My Goals, On Track, At Risk, Blocked and Archived, and an Add filter control under All filters.](/images/goals-analytics/how-to-add-edit-or-delete-a-goal/06-archived-quick-filter.png) To restore it, open the archived goal and select **More actions**, then **Unarchive goal**. Until you do, an archived goal is read-only: the menu offers only **Copy URL** and **Unarchive goal**. ## How do I delete a goal? Deleting a goal removes the goal, its key results and every check-in recorded against them. This cannot be undone, and nothing is left to restore. If there is any chance you will want the goal later, archive it instead. 1. Go to the **Goals** app. 2. Select the row actions menu at the end of the goal's row, shown as three dots. 3. Choose **Delete goal**, then confirm. ![The Goals list with a row actions menu open, offering Copy URL and Delete goal in red.](/images/goals-analytics/how-to-add-edit-or-delete-a-goal/05-goal-row-delete.png) **Delete goal** is offered in the list, not on the goal's own page, and only to people who own the goal. If you do not see it, you do not have the rights to delete that goal, and its owner or an administrator does. ## How do I see what changed on a goal? 1. Open the goal. 2. In the discussion panel on the right, select the **Activity** tab. The tab lists every change to the goal and its key results, newest first, with the member who made it and the time. Use the **Comments** tab beside it to discuss the goal without changing anything. ![A goal page with the Activity tab selected in the right-hand panel, listing three entries dated 19 March 2026: a member creating the goal and updating a key result twice, each with a timestamp.](/images/goals-analytics/how-to-add-edit-or-delete-a-goal/07-goal-activity.png) ## What's Next? - [Creating company Goals](/goals-analytics/create-company-goals) - [Assigning members to key results](/goals-analytics/assign-members-to-key-results) - [Goal views](/goals-analytics/the-different-goals-views) - [Visualising the Goal hierarchy](/goals-analytics/visualize-the-goals-hierarchy) --- ## View statistics for goals, projects, and meetings URL: https://support.talkspirit.com/en/goals-analytics/view-app-statistics Category: Goals & Analytics · Section: Statistics & dashboards · Type: Tutorial · Tags: admin The Goals, Projects, and Meetings apps each provide a Statistics dashboard in their settings. Each one, called an Insights view, shows headline metrics and charts for that app's activity across your organisation. You choose the period to analyse, from the current month to the last 12 months. Only an administrator of the relevant app opens these dashboards. You need administrator rights for the app whose statistics you want to view. Goals, Projects, and Meetings are gated independently, so a Goals administrator is not automatically a Projects or Meetings administrator. ## View goals statistics 1. Open the **Goals** app. 2. Open **Goal settings** from the sidebar. 3. Select the **Statistics** tab. The **Goals Insights** dashboard shows **Total Goals**, **Total Key Results**, **Completion Rate**, and **Active Owners**, with charts for **Goals by Status** and **Goals by Health**. Use the period selector to switch between **Current month** and the last **3**, **6**, or **12 months**. ![Goals Insights dashboard on the Statistics tab of Goal settings: Total Goals, Total Key Results, Completion Rate, and Active Owners cards above the Goals by Status chart, with the period selector set to Current month](/images/goals-analytics/view-app-statistics/goals-insights.png) ## View project statistics 1. Open the **Projects** app. 2. Open **Project settings** from the sidebar. 3. Select the **Stats** tab. The **Project Insights** dashboard shows **Total Projects**, **Total Tasks**, **Completed Tasks**, and **Completion Rate**, with charts for **Tasks by Status**, **Active Projects by Circle**, and **Active Users Rate**. Circle is the default name for the teams in your Structure; your organisation may use a different term. ![Project Insights dashboard on the Stats tab of Project settings: Total Projects, Total Tasks, Completed Tasks, and Completion Rate cards above the Tasks by Status chart and the Active Projects by Circle breakdown](/images/goals-analytics/view-app-statistics/project-insights.png) ## View meeting statistics 1. Open the **Meetings** app. 2. Open **Meeting settings** from the sidebar. 3. Select the **Statistics** tab. The **Meeting Insights** dashboard shows **Total Meetings**, **Total Hours**, **Average Duration**, **Average Attendance**, **Action Item Completion**, **Agenda Completion**, and **Active Organisers**, with charts breaking meetings down by status, type, circle, and template. ![Meeting Insights dashboard on the Statistics tab of Meeting settings: seven metric cards including Total Meetings, Total Hours, Average Duration, and Average Attendance above the Meetings by Status chart](/images/goals-analytics/view-app-statistics/meeting-insights.png) ## Who can view statistics? Each app's statistics require administrator rights for that app. A member without those rights does not see the **Statistics** tab in the app's settings. The dashboards report on your whole organisation's activity in the app, not on a single team or member. ## What's Next? - [The Goals module](/en/goals-analytics/goals-overview) - [Group statistics](/en/communication/group-statistics) - [Managing Goal time periods for my organisation](/en/goals-analytics/manage-goal-time-periods) --- ## Creating a company goal URL: https://support.talkspirit.com/en/goals-analytics/create-company-goals Category: Goals & Analytics · Section: Goals & OKRs · Type: Tutorial · Tags: admin ## Creating a company goal A company goal is a goal whose **Category** is set to **Company**, the top level of the three categories the Goals module uses: Company, Team and Individual. Choosing Company marks the goal as organisation-wide, groups it under **Company Goals** in the List and Timeline views, and gives it a building icon in the **Category** column. Only administrators can choose it. This article covers the category. For the mechanics of creating, editing and deleting any goal, see [Adding, editing, or deleting a Goal](/goals-analytics/how-to-add-edit-or-delete-a-goal). --- ## Who can create a company goal? You need administrator rights. Administrators can create goals in all three categories. Members are limited to **Team** and **Individual**, and guest accounts cannot create goals at all. Before you start, make sure your organisation has at least one active time period, because every goal requires one. Administrators define them in **Goal settings**, on the **Time periods** tab. See [Managing Goal time periods for my organisation](/goals-analytics/manage-goal-time-periods). --- ## How do I create a company goal? 1. Open the **Goals** app. 2. Select **Add goal**, at the top right of the Goals list. ![The Talkspirit Goals module in List view, with the Add goal button highlighted at the top right of the page](/images/goals-analytics/create-company-goals/01-goals-list-add-goal.png) 3. Enter a **Title**. 4. Choose an **Owner**: a member, a role or a circle. 5. Choose a **Time period**. 6. Set **Category** to **Company**. ![The Add goal dialog with a title filled in and the Category field, highlighted, set to Company](/images/goals-analytics/create-company-goals/02-add-goal-category-company.png) 7. Add a **Parent goal**, a **Description**, a **Privacy** setting and a **Status** if you need them. 8. Select **Create**. **Note:** Category defaults to **Team**, so a company goal always needs this one deliberate change. You can change the category later from **Edit goal**. --- ## How do I find the company goals in my organisation? Every goal shows its category in the **Category** column of the List view, so a company goal is recognisable at a glance. To see them together: 1. Open the **Goals** app in the **List** or **Timeline** view. 2. Select **Group**, then **Category**. ![The Goals list grouped by Category, showing a Company Goals heading with one goal above a Team Goals heading with five](/images/goals-analytics/create-company-goals/03-goals-grouped-by-category.png) The goals split into **Company Goals**, **Team Goals** and **Individual Goals**, in that order, with a count beside each heading. To hide everything else instead, use **Filter**, add a **Category** filter and select **Company**. --- ## How do company goals connect to team and individual goals? The category on its own creates no link. Alignment comes from the **Parent goal** field: a goal sits under whichever goal you name as its parent, and the **Hierarchy** view draws that tree. To make a team goal roll up to a company goal, open the team goal and set the company goal as its **Parent goal**. You can also work downwards: open the company goal and select **Add sub-goal**. ![The Goals Hierarchy view showing six top-level goal cards, one badged Company and the rest badged Team, with a line linking one of them down to a sub-goal badged Individual](/images/goals-analytics/create-company-goals/04-goals-hierarchy-view.png) Progress then rolls up the tree. Use **Progress driver** on the parent goal to decide whether its progress comes from its own key results, from its sub-goals, or from both. --- ## What's Next? - [Adding, editing, or deleting a Goal](/goals-analytics/how-to-add-edit-or-delete-a-goal) - [Visualising the Goal hierarchy](/goals-analytics/visualize-the-goals-hierarchy) - [Managing Goal time periods for my organisation](/goals-analytics/manage-goal-time-periods) --- ## Download a statistics report URL: https://support.talkspirit.com/en/goals-analytics/download-a-statistics-report Category: Goals & Analytics · Section: Statistics & dashboards · Type: Tutorial · Tags: admin Administrators can export your organisation's Talkspirit usage statistics from the **Statistics** page in two formats: a raw Excel spreadsheet through **Download statistics**, and a pre-formatted PowerPoint presentation through **Generate a presentation**. Both cover the past year and download automatically once generated. ## Prerequisites You need administrator rights. Only administrators can open the **Statistics** page and export reports. ## Export your statistics 1. Open **Administration**. 2. Select **Statistics**. 3. Select **Download statistics** for a raw spreadsheet, or **Generate a presentation** for a formatted slideshow. The file is generated in the background and downloads automatically when it is ready. ![The classic Statistics page header with the Download statistics and Generate a presentation buttons](/images/goals-analytics/download-a-statistics-report/statistics-export-header.png) ## What the spreadsheet contains The Excel file holds raw data for your own analysis, organised into separate worksheets: - Daily figures for connections, active users, and each module - Average connections per day - The 100 groups with the most members, and the most active groups for chat, projects, tasks, and drive documents - Newsfeed top contributors, top publishers, the most-liked post, and post content - Top contributors for drive and library - Most active project members - Apps enabled per group, calendar synchronisation, and widget types ## What the presentation contains The PowerPoint file is a ready-to-share report with one chart per slide: - Members with an account, and monthly and weekly active users (overall and by device) - Groups created and groups by privacy level - Newsfeed posts and reactions, and the members who publish most - Chat messages sent and chat rooms created each month - File types created each month - Projects usage and the groups creating the most project tasks - Groups publishing the most drive documents - Video meeting and webinar consumption ## Next steps - [View your organisation's key metrics](/en/goals-analytics/organisation-overview) - [Group statistics](/en/communication/group-statistics) --- ## How do I visualise the goal hierarchy? URL: https://support.talkspirit.com/en/goals-analytics/visualize-the-goals-hierarchy Category: Goals & Analytics · Section: Goals & OKRs · Type: Tutorial ## How do I visualise the goal hierarchy? The **Hierarchy** view in the Goals module draws every goal you can see as a card on a canvas, each one connected to its parent goal by a line. It shows at a glance how objectives nest, who owns each one and how far along they are. Hierarchy is one of the three Goals views, alongside **List** and **Timeline**, and you pan, zoom and collapse branches to explore it. ## How do I open the Hierarchy view? 1. Open the **Goals** app. 2. In the toolbar above the goals, click **Hierarchy**. It is the third button in the view switcher, after **List** and **Timeline**. Talkspirit remembers the view you were last in, so the Goals module reopens on Hierarchy until you switch again. ![The Goals module in Hierarchy view: goal cards spread across a canvas, one card linked to a sub-goal below it, with the view switcher outlined at the top left and the zoom and layout controls outlined at the bottom right.](/images/goals-analytics/visualize-the-goals-hierarchy/01-goals-hierarchy-view.png) ## What does the Hierarchy view show? Every goal you have access to appears as a card. A goal with no parent starts its own branch. A goal that has a parent sits below it, joined by a line, and a sub-goal can have sub-goals of its own. Two things often surprise people: - **Category is not a level.** **Company**, **Team** and **Individual** are categories you set on each goal. They label a goal, they do not place it in the tree. What places a goal in the tree is its parent goal, and nothing else. - **Nothing is filed separately.** Every goal lives on the one canvas, whether or not it is linked to anything. There is no separate area for unlinked goals. **Filter** works in this view. **Sort** and **Group** do not: they apply to the List and Timeline views only. When you search or filter, the whole tree stays on screen, the goals that do not match fade back, and the parents of each match stay at full strength so you can still see where the matches sit. ## What does each goal card show? A card carries the goal's name, its category, its health status when one is set, its time period and dates, its progress as a percentage and a bar, its owner, and a badge counting its key results. The owner can be a member, a role, a circle or a group. A small round button on the edge of any card that has sub-goals collapses or expands that branch. It stays visible when the branch is closed, so you can always tell there is more underneath. ![Close-up of two linked goal cards. The upper card shows its name, a Team category badge, its time period, 47% progress and its owner, with a collapse button on its lower edge and a line running down to a sub-goal card below.](/images/goals-analytics/visualize-the-goals-hierarchy/02-goal-card-and-sub-goal.png) ## How do I nest one goal under another? 1. In the Goals module, click **Add goal**. To nest a goal that already exists, open it, click the more actions button and choose **Edit goal**. 2. Open the **Parent goal** field and choose the goal this one belongs under. Leave it on **No parent goal** for a top-level goal. 3. Complete the remaining fields, then click **Create**, or **Save** if you were editing. **Note:** Talkspirit refuses a link that would loop back on itself, so you cannot nest a goal under one of its own sub-goals. It also caps how deep a branch may run, and tells you when a link would go one level too far. ![The Add goal dialog with the Parent goal field open, listing No parent goal and every existing goal to choose from.](/images/goals-analytics/visualize-the-goals-hierarchy/03-parent-goal-field.png) ## How do I move around the tree? The controls sit in the bottom-right corner of the canvas. - Drag the canvas to pan. Scroll to zoom, or use the **Zoom in** and **Zoom out** buttons. - **Fit view** brings the whole tree back into frame. - **Expand all** and **Collapse all** open or close every branch at once. - The layout button switches the tree between top-down and left-to-right. - Drag a card to move it. Talkspirit remembers your positions, your zoom level and which branches you closed, in this browser. Changing a goal's parent clears the saved position of that goal and of its new parent, so the tree lays those two out again. A minimap appears in the bottom-left corner while the tree holds 50 goals or fewer. You can drag and zoom inside it to jump across a wide tree. ## How do I get from one goal to its place in the tree? Open a goal and look for its **Hierarchy** section, which shows its parent and its sub-goals on their own small canvas. Click **See in context** to open the full Hierarchy view centred on that goal, outlined so you can pick it out immediately. ## Does a sub-goal's progress count towards its parent? Not until you ask it to. Every goal has a **Progress driver** that decides where its progress comes from: its key results, its sub-goals, or both. A goal starts with all of its progress coming from its key results and none from its sub-goals, so linking a sub-goal does not move the parent's percentage on its own. To make progress cascade: 1. Open the parent goal, click the more actions button and choose **Progress driver**. 2. Choose **Sub-goals**, or **Both** if the goal also has key results of its own. 3. On the **Both** tab, set **Sub-goals weight** to the share of the parent's progress the sub-goals should carry. **Key result weight** and **Sub-goals weight** together have to make 100%. 4. Give each sub-goal a multiplier if some of them should count for more than others. 5. Click **Save**. From then on, a change to any sub-goal's progress recalculates the parent, and its parent in turn, all the way up the branch. ## What's Next? - [The three Goals views and when to use each](/goals-analytics/the-different-goals-views) - [Adding, editing, or deleting a goal](/goals-analytics/how-to-add-edit-or-delete-a-goal) - [Weighting key results so the biggest ones count for more](/goals-analytics/weighted-objective) --- ## The three Goals views: List, Timeline and Hierarchy URL: https://support.talkspirit.com/en/goals-analytics/the-different-goals-views Category: Goals & Analytics · Section: Goals & OKRs · Type: Reference ## The three Goals views: List, Timeline and Hierarchy The Goals module presents one set of goals in three views: **List**, **Timeline** and **Hierarchy**. List is a sortable table of every goal you can see, Timeline plots each goal as a bar on a calendar, and Hierarchy draws the tree that links parent goals to their sub-goals. You switch between them with the three buttons on the left of the Goals toolbar, and Talkspirit remembers the one you chose. --- ## How do I switch between the Goals views? 1. Click **Goals** in the navigation rail. 2. In the toolbar under the **All Goals** heading, click one of the three view buttons on the left. The active view shows its name, the other two show their icon only. Talkspirit stores your choice in this browser, so Goals opens on the same view next time. The first time you arrive, you land on List. ![The Goals module in List view, with the three view buttons outlined in the toolbar above the table of goals](/images/goals-analytics/the-different-goals-views/01-goals-list-view.png) The panel on the left is the same in all three views. **All Goals** opens the full set with a count beside it, and **My goals** lists the goals assigned to you, to your roles and to your circles. A **Key Results to update** section appears in that panel when one of your key results is waiting for a check-in. When nothing is due, the section is simply absent, which is normal rather than a fault. --- ## What does the List view show? The List view is a table of every goal you have access to, with six columns: **Name**, **Status**, **Progress**, **Time period**, **Owner** and **Category**. Click a column heading to sort by it. A goal that has sub-goals carries a sub-goal count beside its name, and the arrow to the left of the name unfolds them as indented rows under their parent. ![The Goals table with one parent goal unfolded, its sub-goal shown as an indented row underneath, across the Name, Status, Progress, Time period, Owner and Category columns](/images/goals-analytics/the-different-goals-views/02-goals-list-sub-goal-expanded.png) An owner can be a member, a circle or a role. Category is Company, Team or Individual. --- ## What does the Timeline view show? The Timeline view plots each goal as a bar across a calendar, so you can see which goals run in parallel and which are about to end. The chart has its own controls above it: previous, **Today** and next on the left, zoom out and zoom in on the right. You can also zoom by holding Ctrl (or Cmd on a Mac) while you scroll, or by pinching on a trackpad. The scale runs from years down to days. **Note:** only goals that have a time period appear on the timeline. If none of them does, the view shows "No goals with dates" and asks you to add time periods. ![The Goals module in Timeline view, with the previous, Today and next controls outlined on the left of the chart and the zoom controls outlined on the right](/images/goals-analytics/the-different-goals-views/03-goals-timeline-view.png) --- ## What does the Hierarchy view show? The Hierarchy view draws the alignment tree on a canvas. Every goal is a card, and a line runs from a parent goal down to each of its sub-goals. Goals with no parent sit on the top row, whatever their category. Each card carries the category, the status, the time period, the progress bar, the owner and the number of key results it holds. The controls stacked on the right expand every branch, collapse them again, switch between a vertical and a horizontal layout, zoom, and fit the whole tree to the screen. ![The Goals module in Hierarchy view, showing six goal cards on one row and a seventh card linked below its parent goal by a connecting line](/images/goals-analytics/the-different-goals-views/04-goals-hierarchy-view.png) To link a goal to a parent and read cascading progress, see [Visualising the Goal hierarchy](/goals-analytics/visualize-the-goals-hierarchy). --- ## Which controls work in which view? | Control | List | Timeline | Hierarchy | |---|---|---|---| | **Filter** and search | Yes | Yes | Yes, but goals that do not match are dimmed rather than removed, so the tree stays whole | | **Group** | Yes | Yes | Not available | | **Sort** | Yes | No effect on the chart order | Not available | Filters cover Status, Category, Time period and Owner, plus one-click filters for **My Goals**, **On Track**, **At Risk**, **Blocked** and **Archived**. Grouping is by Time period, Category, Status or Owner. Archived goals are not a separate view: switch on the **Archived** filter to bring them into whichever view you are in. --- ## What's Next? - [Visualising the Goal hierarchy](/goals-analytics/visualize-the-goals-hierarchy) - [Adding, editing, or deleting a Goal](/goals-analytics/how-to-add-edit-or-delete-a-goal) - [Managing Goal time periods for my organisation](/goals-analytics/manage-goal-time-periods) - [What Goals are and how they work](/goals-analytics/goals-overview) --- ## Managing Goal time periods for my organisation URL: https://support.talkspirit.com/en/goals-analytics/manage-goal-time-periods Category: Goals & Analytics · Section: Goals & OKRs · Type: Tutorial · Tags: admin ## Managing Goal time periods for my organisation A **time period** is the span of time a goal is tracked against, such as a quarter or a year. Administrators define the list of time periods for the whole organisation, so every circle plans on the same rhythm. Members choose one when they create a goal, and it appears in the **Time period** column of the Goals list. You need administrator rights to change the list. ## Where do I manage Goal time periods? 1. Open the **Goals** app. 2. At the bottom of the Goals side panel, click **Goal settings**. 3. Select **Time periods**. ![The Goals module with the Goal settings page open on the Time periods tab. The Goal settings button at the bottom of the Goals side panel is outlined. The Goal time periods card lists five periods with their name, start date, end date, duration and status.](/images/goals-analytics/manage-goal-time-periods/01-goal-time-periods-settings.png) The table lists every time period in your organisation with its **Name**, **Start Date**, **End Date**, **Duration** and **Status**. Click a column heading to sort by it. The second tab, **Statistics**, shows goal insights for the whole organisation. Each organisation has its own list. A newly created organisation starts with one time period covering the current quarter, and an organisation that was already tracking goals keeps the periods it had. ## What defines a time period? - **Name**: what members see when they pick a period, for example "Q3 2026". - **Frequency** and **Period**: together they set the length. Frequency 3 with **Month** gives three months. A frequency in months goes up to 12, a frequency in years up to 5. - **Start Date**: the first day of the period. - **End Date**: calculated for you, as the day before the next period would start. - **Status**: **Active** periods can be chosen for goals, **Inactive** ones cannot. ## How do I add a time period? 1. Click **Add time period**. 2. Enter a **Name**. 3. Set the **Frequency** and the **Period**. 4. Choose a **Start Date**. 5. Click **Add**. ![The Add time period dialog, with the fields Name set to H2 2026, Frequency set to 6, Period set to Month, and an empty Start Date field. Cancel and Add buttons sit at the bottom.](/images/goals-analytics/manage-goal-time-periods/02-add-time-period-dialog.png) **Note:** choose a start date that exists in every month the period crosses. A one month period starting on 31 January is refused, because February has no 31st. ## How do I edit a time period? 1. Click the actions button at the end of the row. 2. Select **Edit**. 3. Change the **Title**, the **Frequency** or the **Start date**. 4. Tick **Apply to active goals** if you want the active goals in this period flagged as updated. 5. Click **Save**. ![The Goal time periods table with the actions menu open on the Quarterly row, showing two entries, Edit and Delete.](/images/goals-analytics/manage-goal-time-periods/03-time-period-row-actions-menu.png) ![The Edit time period dialog for the Quarterly period. Title reads Quarterly, Frequency 3, Period Month greyed out, Start date Jan 1 2026. Active time period is ticked and Apply to active goals is unticked.](/images/goals-analytics/manage-goal-time-periods/04-edit-time-period-dialog.png) **Period** is fixed once a time period exists, which is why it is greyed out here. To plan in years rather than months, add a new time period. Untick **Active time period** to take a period out of circulation. It stops being offered when members set a goal's time period, and every goal already using it keeps it. This is how you retire a planning rhythm without disturbing work in flight. ## How do I delete a time period? 1. Click the actions button at the end of the row. 2. Select **Delete**. 3. Click **Delete** in the **Confirm deletion** dialog. ![The Confirm deletion dialog asking Are you sure you want to delete this item? This action cannot be undone, with Cancel and Delete buttons.](/images/goals-analytics/manage-goal-time-periods/05-delete-time-period-confirmation.png) A time period can only be deleted while no goal references it. If a goal is attached, the deletion is refused and the row stays in the list. **Note:** if the row is still there after you confirm, a goal is still using that period. Untick **Active time period** instead, which retires it without touching the goals attached to it. ## What's Next? - [Adding, editing, or deleting a Goal](/goals-analytics/how-to-add-edit-or-delete-a-goal) - [Creating company Goals](/goals-analytics/create-company-goals) - [Goal views](/goals-analytics/the-different-goals-views) --- ## Assigning responsibility for a key result URL: https://support.talkspirit.com/en/goals-analytics/assign-members-to-key-results Category: Goals & Analytics · Section: Goals & OKRs · Type: Tutorial ## Assigning responsibility for a key result A key result in Talkspirit has no assignee of its own. Responsibility sits on the goal that holds it: every goal names one **Owner**, and everyone else who takes part is added through **Share**, with a permission level. Granting someone **Update progress** is what allows them to record check-ins on that goal's key results, which is how individual contribution becomes visible. ## Where does responsibility for a key result live? Responsibility is set once, on the goal, and every key result inside it follows. A key result carries a title, a target, a current value and a weight, and nothing that names a person. There is no per-key-result member picker to look for. Two settings on the goal do the work: - **Owner** says whose outcome this is. Choose a circle when a team carries it, a role when a specific responsibility carries it, or a member when it is personal. Everyone in the owning circle or role gets full rights on the goal, including the right to change who else has access. - **Share** says who else takes part, and what each of them may do. --- ## How do I give someone responsibility for a key result? You need **Full access** on the goal, or to belong to the circle or role that owns it, before you can change who has access. 1. Open **Goals** and select the goal that holds the key result. 2. Select **More actions** at the top right of the goal, then **Share**. 3. Type at least three characters in **Select members, circles, or roles to invite**. Results arrive grouped under **Members**, **Circles** and **Roles**, each row carrying a badge for its type. 4. Select the person you want, then **Invite**. They join the **Who has access** list at **View only**, the least permissive level. 5. Select **View only** next to their name, then choose **Update progress**. ![The Share goal dialog on a Talkspirit goal, listing who has access: the owning circle marked Owner, and a member set to Update progress. Below the list, Access settings reads "Everyone in the organisation (Public)".](/images/goals-analytics/assign-members-to-key-results/01-share-goal-access.png) The same menu is where you change or withdraw responsibility later. It also holds **Remove**, which takes the person off the goal entirely. ![The permission menu open beside a member in the Share goal dialog, offering View only, Update progress (ticked) and Full access, with Remove below them.](/images/goals-analytics/assign-members-to-key-results/02-permission-levels.png) **Note:** Your organisation can rename circles and roles, so those two group headings may read differently for you. --- ## What does each permission level allow? | Level | What the person can do | |---|---| | **View only** | Open the goal and read its key results, progress and comments. | | **Update progress** | Record check-ins on the goal's key results, so they report the numbers they are responsible for. | | **Full access** | Work on the goal itself: edit it, add and remove key results, and manage who has access. | A goal set to **Everyone in the organisation (Public)** is already readable by every member, so **Share** is about who contributes, not who can see. --- ## How does the person know a key result is theirs? Three things happen once you grant **Update progress**: - They are notified that you assigned them to the goal. Members can turn this off under **Notifications** in their account preferences, so treat the notification as a courtesy, not a briefing. - The goal appears in their **My goals** panel, under **Assigned to me**. - When one of its key results is due an update, it appears in the **Key Results to update** section of the same panel. That section is hidden when nothing is waiting, so an empty panel means they are up to date. To report progress, they select **Update Progress** (the plus icon) at the end of the key result row, enter the new value, set a **Confidence Level** and add an optional **Comment**, then **Save Check-in**. --- ## Where can I see what happened? Each key result keeps its own record. Select **More actions** on the key result row, then **View History**, to open **Progress History**: every check-in on that key result, in order. The goal's own **Activity** tab, in the **Discussion** panel, records changes to the goal itself: when it was created, updated, archived or deleted, and by whom. Changes to who has access are not listed there, so use **Share** to see who takes part today. ## What's Next? - [Adding, editing, or deleting a goal](/goals-analytics/how-to-add-edit-or-delete-a-goal) - [Creating company goals](/goals-analytics/create-company-goals) - [Weighted objectives](/goals-analytics/weighted-objective) --- ## How do I weight key results and sub-goals? URL: https://support.talkspirit.com/en/goals-analytics/weighted-objective Category: Goals & Analytics · Section: Goals & OKRs · Type: Tutorial ## How do I weight key results and sub-goals? Talkspirit calculates a goal's progress from its key results, from its sub-goals, or from both. The **Progress driver** settings let you say how much each one counts: a key result set to 2x moves the goal twice as far as one set to 1x. Weights are relative, so what matters is the ratio between them. Every key result and sub-goal starts at 1x, which means they all count equally. --- ## Where do I set weights? Weights live in the **Progress driver** settings on the goal, not on the key result. You need edit rights on the goal, so you must be one of its owners or contributors. Members who only have view access can open the goal but will not see this menu entry. 1. Open the **Goals** app and select a goal. 2. Open the three-dot **More actions** menu at the top of the goal, then choose **Progress driver**. 3. Pick the tab that matches what should drive progress: **Key result**, **Sub-goals** or **Both**. 4. Set a weight on each row with the selector on the right: **0.25x**, **0.5x**, **1x**, **2x**, **3x** or **4x**. 5. On the **Both** tab, also fill in **Key result weight** and **Sub-goals weight**. The two must add up to 100%. 6. Click **Save**. ![The Progress driver dialog on the Key result tab, with a key result's weight selector open and listing None, 0.25x, 0.5x, 1x currently selected, 2x, 3x and 4x](/images/goals-analytics/weighted-objective/02-key-result-weight-scale.png) **Note:** The selector also offers **None**, but saving it is refused: Talkspirit accepts weights between 0.25x and 4x only. To take a key result out of the calculation altogether, use **Exclude this from contributing** instead. --- ## How is weighted progress calculated? Talkspirit works in two stages. First it combines everything inside a pool: each key result contributes its own progress multiplied by its share of the pool, and its share is its weight divided by the total of all the weights in that pool. Then, if the goal draws on both key results and sub-goals, it combines the two pools using the percentages you set. **Example.** A goal has three key results, one of them weighted 2x: | Key result | Weight | Progress | Contribution | | --- | --- | --- | --- | | Reach an NPS of 8/10 | 2x | 50% | 25% | | Collect 240 of 300 survey responses | 1x | 80% | 20% | | Present 2 of 5 planned improvements | 1x | 40% | 10% | The three weights add up to 4, so the 2x key result owns half the pool and the two 1x key results own a quarter each. Goal progress is 25 + 20 + 10, which is **55%**. Sub-goals work the same way inside their own pool, and their weight sits on the link to the parent goal. Weighting a sub-goal at 2x under one parent does not change how it counts under another. --- ## How do the two pools share a goal's progress? On the **Both** tab, **Key result weight** and **Sub-goals weight** decide how much of the goal each pool accounts for, and they must add up to 100%. Save a split that does not, and Talkspirit tells you the pool weights must sum to 100%. ![The Progress driver dialog on a goal, Both tab, showing a Weighting box with Key result weight at 100% and Sub-goals weight at 0%, then one key result and one sub-goal each carrying a 1x weight selector](/images/goals-analytics/weighted-objective/01-progress-driver-weighting.png) A new goal starts at 100% key results and 0% sub-goals. If a goal has both key results and sub-goals and you have never changed that split, the two pools count equally at 50% each, so set the split yourself whenever the balance matters to you. **Note:** Saving a weight recalculates that goal, then every goal above it in the hierarchy. --- ## How do I keep a key result out of the calculation? Edit the key result and tick **Exclude this from contributing**. The key result stays on the goal and keeps tracking its own progress, but neither its weight nor its progress counts towards the goal. This is the right tool for a result you follow for information rather than for scoring. --- ## What's Next? - [Adding, editing, or deleting a goal](/goals-analytics/how-to-add-edit-or-delete-a-goal) - [Assigning responsibility for a key result](/goals-analytics/assign-members-to-key-results) - [Visualising the Goal hierarchy](/goals-analytics/visualize-the-goals-hierarchy) --- ## Implementing Goals in your organisation URL: https://support.talkspirit.com/en/goals-analytics/how-to-implement-goals Category: Goals & Analytics · Section: Goals & OKRs · Type: Tutorial ## Implementing Goals in your organisation Rolling out Goals works best in three cadences: annual goals for the whole organisation, quarterly goals for each team, and regular check-ins in between. Start with the company goals, let each circle derive its own from them, then keep progress current. In Talkspirit a goal pairs a short, motivating title with key results, and each key result carries a starting value and a target value that show how close you are. --- ## What carries the cadence in the product? Three fields on every goal do the work of a rollout plan. The **Category** places a goal at Company, Team, or Individual level. The **Time period** sets the window it spans, and your organisation defines those periods in **Goal settings > Time periods**. The **Owner** can be a member, a circle, or a role, so a quarterly goal can belong to a team rather than to one person. The rest of this article is the rhythm you build on top of those three fields. --- ## When should you use Goals? Goals work best when applied across three cadences: | Cadence | Rhythm | What you set | |---|---|---| | **Strategic** | Annual | Goals in the **Company** category for the organisation and its largest units | | **Tactical** | Quarterly | Goals in the **Team** category for each circle, with a review at the midpoint | | **Follow-through** | Every one or two weeks | Check-ins on key results, so progress and confidence stay current | ![The Goals module in list view, showing six goals with their status, progress, time period, owning circle and category side by side.](/images/goals-analytics/how-to-implement-goals/01-goals-list-company-and-team-goals.png) ### Reviewing Goals in meetings You can put goals in front of a circle at its regular meeting in two ways: - Add a **Goals** section to a meeting agenda template. The section lists the goals and key results of the meeting's participants automatically. The **Strategic Review** system template already includes one. - Open a goal and choose **Bring to a meeting** to attach that single goal to an upcoming agenda. **Note:** The **Tactical Meeting** system template does not include a Goals section. It reviews metrics, checklists and agenda items. Add a Goals section to your own copy of the template if you want goals reviewed at every tactical meeting. --- ## How do I roll out Goals step by step? A typical rollout follows this sequence: 1. Create the organisation's annual goals in the **Company** category, and gather feedback on them before the period starts. 2. Ask each circle to create its own goals in the **Team** category for the coming quarter. 3. Link each team goal to the company goal it supports, so it appears as a sub-goal and feeds the parent's progress. 4. Give every goal an owner, a time period, and the key results that will measure it. Two or three per goal is usually enough to stay focused. 5. Set a starting value and a target value on each key result, so progress is measurable from day one. 6. Hold check-ins every one or two weeks. Each check-in records a new value, a confidence level of High, Medium or Low, and an optional comment. 7. At the midpoint of the period, review each goal's status of **On track**, **At risk** or **Blocked**, and adjust what is no longer realistic. 8. At the end of the period, close the goals, open **Goal settings > Statistics** to see completion rates and the spread of goals by status and health, then plan the next period. **Note:** Your organisation can restrict which categories a member may create, so creating Company goals may be reserved for administrators or for specific roles. If the **Company** category is not offered when you add a goal, ask an administrator. --- ## What helps a rollout succeed? - **Know your baseline.** Identify the current measurement before you choose a target value. A key result with no starting value cannot show progress. - **Start small.** One goal per circle in the first period establishes focus and gives everyone a clear priority. - **Keep the rhythm.** Planning and reviewing goals takes real time. Start the next period's planning before the current one ends. - **Check in on a schedule, not on demand.** A short check-in every two weeks surfaces blockers while there is still time to act. - **Use Goals to communicate.** Keep goals public so every member can see how their work connects to the organisation's direction. - **Stay flexible.** Adjusting a goal partway through a period is normal, and better than tracking one that no longer matters. - **Brief new members** on how your organisation uses goals before they create their first one. - **Review what you learned** at the end of each period, and carry one improvement into the next. --- ## What's Next? - [The Goals module](/goals-analytics/goals-overview) - [How do I add, edit, or delete a Goal?](/goals-analytics/how-to-add-edit-or-delete-a-goal) - [How do I create company Goals?](/goals-analytics/create-company-goals) - [How do I manage Goal time periods?](/goals-analytics/manage-goal-time-periods) --- # Administration & Security ## Talkspirit Administration overview URL: https://support.talkspirit.com/en/administration-security/talkspirits-administration Category: Administration & Security · Section: Organization management · Type: Reference · Tags: admin The Talkspirit Administration panel is the single place where administrators configure the whole organisation. A left sidebar groups every setting into sections: a top-level **Overview**, then **Settings**, **People**, **Security**, and **Modules**, with a link out to your billing portal at the end. Understanding this map lets you find any setting quickly. Only members with administrator rights can open Administration. Anyone without those rights is redirected back to their workspace. Opening Administration lands you on the **Overview** section. ![The Talkspirit Administration panel for Alpine Tech, showing the full left sidebar with its section groups (Overview, Settings, People, Security, Modules) expanded, with Overview selected, and the four Overview metric tiles at the top of the page](/images/administration-security/talkspirits-administration/admin-overview-sidebar.png) ## What does the Overview section show? **Overview** is the landing page of Administration and gives you key metrics and activity at a glance. It displays four figures for your organisation: - **Total users**: how many members belong to the organisation - **Active modules**: how many modules are currently switched on - **Storage used**: attachment storage against your quota (knowledge storage is counted separately) - **AI credits**: assistant usage against your quota, with a link to the detailed usage view ## What is in the Settings group? The **Settings** group holds the organisation-wide configuration: - **Organisation**: general settings, branding, and domain configuration - **Onboarding**: the landing page and onboarding messages shown to new members - **Legal**: terms of service and data protection officer details - **Terminology**: the labels used for key terms across your workspace, per language - **Integrations**: file upload pickers available to your organisation - **Tools**: extra capabilities such as video conferencing and the apps directory Two further entries sit above this group, at the top of the sidebar next to **Overview**: - **AI assistant**: configure the assistant and manage its credit quota - **Public pages**: create and manage pages published outside the workspace (shown when the Structure module is enabled) ## What is in the People group? The **People** group is where you manage who belongs to the organisation: - **Users**: view members, edit their profiles, and set roles - **Groups**: manage groups and who can create them (shown when the Newsfeed module is enabled) - **Invitations**: track and manage invitations already sent ## What is in the Security group? The **Security** group controls how members sign in and how their sessions are protected: - **Authentication**: enable external sign-on providers, including Google, SAML, OpenID Connect, LinkedIn, and Azure AD - **Security policies**: configure two-factor authentication, password policies, and session management If your plan includes partner integrations, an **API** entry also appears here for creating and managing API keys. ## What is in the Modules group? The **Modules** group gives each module its own configuration page. Open **Administration → Modules** and pick the module to set up: - **Cockpit** - **Homepage** - **Structure** - **Goals** - **Newsfeed** - **Chat** - **Projects** - **Meetings** - **Calendar** - **Drive** - **Library** ## Where do I manage billing? The last sidebar entry, **Billing**, opens your subscription and billing portal in a new browser tab. From there you review your plan, licences, and payment details. ## Next steps - [Ways to add new members to your organisation](/en/administration-security/how-do-i-add-new-members-to-my-organization) - [Managing users](/en/administration-security/managing-users) - [User Roles and Permissions](/en/administration-security/user-roles) - [Password Security Policy](/en/administration-security/password-security-policy) --- ## Customising my organisation's workspace URL: https://support.talkspirit.com/en/administration-security/how-to-customise-my-organisations-workspace Category: Administration & Security · Section: Organization management · Type: Tutorial · Tags: admin Administrators personalise a Talkspirit workspace from **Administration → Organisation**. You upload an organisation logo that shows in the topbar, set a background picture for the sign-in pages, and choose a brand colour applied across the whole workspace. Every visual change reaches all members and the public sign-in pages. Only administrators can make these changes. ## Before you start - You are an organisation administrator. Only administrators can open **Administration** and change branding. - To change your organisation's colours, see [Change your organisation's brand colour](/en/administration-security/change-your-brand-colour). This article covers the logo and the login background picture. ## How do I add my organisation's logo? Your logo appears in the topbar at the top of the workspace. 1. Select your profile picture, then **Administration**. 2. In the administration menu, select **Organisation**. 3. In the **Logo** section, select the add button (the plus icon). 4. Choose your image file. Talkspirit uploads it at once and shows it in the topbar preview. ![Logo section in Administration → Organisation showing the uploaded Alpine Tech logo, the topbar preview, and the add and remove buttons](/images/administration-security/how-to-customise-my-organisations-workspace/logo-section.png) To replace the logo, select the same button again. To remove it, select the delete button (the bin icon) next to the preview. > **Note:** Accepted formats are PNG, JPEG, GIF, SVG and WebP. The logo should have a maximum width of 180 pixels. ## How do I set a login background picture? The background picture fills the sign-in and sign-up pages, so everyone signing in to your organisation sees it. 1. In **Administration → Organisation**, go to the **Login background picture** section. 2. Select the add button (the plus icon). 3. Choose your image file. Talkspirit uploads it at once and shows it in the login preview. ![Login background picture section in Administration → Organisation showing the sign-in page mockup with the uploaded Alpine Tech background image](/images/administration-security/how-to-customise-my-organisations-workspace/login-background-section.png) The image should be at least 2000 pixels wide by 1500 pixels high. To remove it, select the delete button (the bin icon) next to the preview. ## Next steps - [Change your organisation's brand colour](/en/administration-security/change-your-brand-colour) - [Changing the name of my organisation](/en/administration-security/how-to-change-the-name-of-my-organization) - [Talkspirit Administration overview](/en/administration-security/talkspirits-administration) --- ## Changing the name of my organisation URL: https://support.talkspirit.com/en/administration-security/how-to-change-the-name-of-my-organization Category: Administration & Security · Section: Organization management · Type: Tutorial · Tags: admin Administrators can rename an organisation at any time from the **Organisation** page in the Administration panel. The name field saves as soon as you leave it, so there is no separate Save button. Only members with administrator rights can reach this setting. ## How do I rename my organisation? 1. Click your **profile icon**, then select **Administration**. 2. In the admin sidebar, open **Organisation**. 3. In the **Organisation name** field, type the new name. 4. Press **Enter**, or click outside the field, to save. A confirmation message reads **Organisation name updated**. > **Tip:** Press `Escape` while editing to discard your changes and restore the current name. ![Organisation URL and Organisation name settings in the Administration panel, showing the name field set to "Alpine Tech"](/images/administration-security/how-to-change-the-name-of-my-organization/organisation-name-url.png) ## Next steps - [Customising my organisation's workspace](/en/administration-security/how-to-customise-my-organisations-workspace) - [Change your organisation's brand colour](/en/administration-security/change-your-brand-colour) - [Talkspirit Administration overview](/en/administration-security/talkspirits-administration) --- ## Change your organisation's brand colour URL: https://support.talkspirit.com/en/administration-security/change-your-brand-colour Category: Administration & Security · Section: Platform settings · Type: Tutorial · Tags: admin Your organisation's brand colour replaces the default Talkspirit palette across the whole workspace. Administrators set it from **Administration → Organisation**, in the **Brand colour** section: you choose one colour, and Talkspirit derives the full interface palette from it. Brand colour is an Enterprise-plan add-on, so without it the section shows an upgrade prompt instead of the colour controls. ## Before you start - You are an organisation administrator. Only administrators can change branding. - Your plan includes the brand colour add-on (Enterprise plan). Without it, the **Brand colour** section shows **Talk to us** in place of the colour controls. ## How do I set my brand colour? 1. Select your profile picture, then **Administration**. 2. In the administration menu, select **Organisation**. 3. In the **Brand colour** section, select **Activate brand colours**. 4. Choose your colour in the colour picker. 5. Select **Apply theme** to save it across your organisation. ![Brand colour section in the Organisation settings, showing a selected dark blue colour with its derived swatches and the Apply theme button](/images/administration-security/change-your-brand-colour/brand-colour-active.png) > **Note:** You choose one brand colour. Talkspirit builds the rest of the interface palette from it, so there is no separate secondary, tertiary, or button colour to set. ## What if my colour is hard to read? When you choose a colour, Talkspirit checks that text stays readable against it. If the contrast is too low, it keeps your hue and suggests a slightly darker shade. Select **Use optimised shade** to apply the suggestion, or **Undo** to pick a different colour. ## How do I go back to the default colours? In the **Brand colour** section, select **Revert to default theme**. Your organisation returns to the default Talkspirit palette. ## Why can't I see the brand colour controls? Two conditions gate this feature: - Only administrators can change branding. If you are a member without administrator rights, the administration menu is not available to you. - Brand colour is an Enterprise-plan add-on. If your plan does not include it, the section shows an upgrade prompt (**Talk to us**) instead of the colour controls. ## Next steps - [Changing the name of my organisation](/en/administration-security/how-to-change-the-name-of-my-organization) - [Customising my organisation's workspace](/en/administration-security/how-to-customise-my-organisations-workspace) - [Talkspirit Administration overview](/en/administration-security/talkspirits-administration) --- ## Customise your organisation's terminology URL: https://support.talkspirit.com/en/administration-security/customise-terminology Category: Administration & Security · Section: Organization management · Type: Tutorial · Tags: admin The **Terminology** settings let an administrator rename the structural terms Talkspirit uses, such as circle, role and tension, so everyone in your organisation sees your own vocabulary instead of the defaults. You set the label for each language your members work in, and it replaces the default word everywhere in the workspace. Terminology lives under **Administration → Terminology**. ## Before you start You need administrator rights. The **Terminology** page sits inside **Administration**, which only administrators can open. ## Which terms you can rename The **Core vocabulary** table lists the structural terms you can rename, with their default labels: - **Circle**, the basic governance unit - **Role**, an accountability slot within a circle - **Sub-circle** and **Parent circle** - **Main role**, a circle's lead role - **Purpose** - **Domain** - **Accountability** - **Policy** - **Proposal** - **Working agreement** When your organisation has the [Holacracy add-on](/en/structure-governance/holacracy-add-on-overview), a **Holacracy** section adds six more renameable terms, in this order: **Tension**, **Checklist**, **Election**, **Project**, **Task** and **Sub-task**. The last three are the Projects module's own vocabulary, so renaming them changes what your organisation calls a project, a task and a sub-task. Without the add-on, that section does not appear. ## Rename a term 1. Go to **Administration → Terminology**. 2. In the **Core vocabulary** table, find the term you want to change and open its **Edit** action. 3. In the dialog, expand the language you want to set. Your current language is expanded by default. 4. Enter the **Singular** and **Plural** labels you want members to see. 5. For a language that carries grammatical gender, set the **Grammatical gender** so the words around the term agree with it. 6. Select **Save**. A **Terminology saved** confirmation appears. > **Tip:** To restore the default word, reopen the term and select **Reset to defaults**. ## How the change applies A saved label replaces the default term for everyone in your organisation, wherever that term appears across the apps: Structure, Meetings, Goals, Members and Projects all read from the same vocabulary. You set labels per language. Each member sees the label for their own display language, and any language you leave unchanged keeps the default word. Terminology is stored for eight languages: German, English, Spanish, French, Italian, Japanese, Dutch and Portuguese. A member whose display language is outside that set always sees the default terms. ![Administration → Terminology, showing the Core vocabulary table with its 11 structure terms across the supported languages, a Holacracy section below it, and a row actions control on each row](/images/administration-security/customise-terminology/01-core-vocabulary-table.png) ![The edit panel for the Circle term, with a collapsible section per language. The French section is open, showing the Grammatical gender choice, the Singular field and the inflected variations it generates, such as le cercle, du cercle and un cercle](/images/administration-security/customise-terminology/02-edit-term-grammatical-gender.png) ## Next steps - [Governance glossary](/en/getting-started/governance-glossary) - [Customising my organisation's workspace](/en/administration-security/how-to-customise-my-organisations-workspace) - [Holacracy add-on overview](/en/structure-governance/holacracy-add-on-overview) --- ## Configuring default, source, and locked groups URL: https://support.talkspirit.com/en/administration-security/configuring-default-source-and-locked-groups Category: Administration & Security · Section: Platform settings · Type: Tutorial · Tags: admin, guests ## Configuring default, source, and locked groups Default groups are the groups that every new member joins automatically on joining your organisation. Source groups and locked groups go further: members cannot leave or unfollow them on their own, which makes them reliable channels for communications everyone must see. All three lists live on one page: **Administration > Groups settings**, in classic Talkspirit. > **Role prerequisite:** You need to be an organisation administrator or a groups administrator to open this page. None of this applies to guests. Guests never join default groups automatically and are not added to source groups; invite a guest to each group individually. ## Add or remove default groups 1. Open **Administration > Groups settings**. 2. In the **Default groups to new members** section, type the first letters of a group's name and select it to add it. Remove a group from the selection to stop new members joining it. 3. Confirm your changes in the save bar that appears at the bottom of the page. ![The lower part of the classic Groups settings screen, showing the Default groups to new members field with General selected, the Source groups section listing General with a switch, and the Other locked groups field with its own group picker](/images/administration-security/configuring-default-source-and-locked-groups/01-groups-settings-default-source-locked.png) Every organisation starts with one default group: **General**, an open group created with the organisation. Changing the list only affects members who join afterwards. Existing members are not added to a new default group, and removing a group from the list does not remove anybody from that group. ## Turn a default group into a source group In the **Source groups** section, each default group appears with a switch. Turn a group's switch on and save to make it a source group. A source group reaches everyone, permanently: - When you save, every existing member of the organisation (except guests) is added to the group, and every future member joins it automatically. - Members cannot leave the group or unfollow it. - Member management is closed: neither group managers nor administrators can remove individual members from a source group. Use a source group for communications that must reach the whole organisation, such as company-wide announcements. ## Lock a group that is not a default group The **Other locked groups** section works like the default-groups list: type a group's name to add it. Only groups that are not default groups can be selected here. A locked group keeps its members: they cannot leave or unfollow it on their own. Unlike a source group, nobody is added automatically, and an organisation administrator can still remove a member when needed. Locked groups suit department-level communications where everyone concerned must keep seeing the group's posts. > **Note:** Organisation administrators are the exception: they can leave a source or locked group themselves. ## What's Next? - [Creating a group](/en/communication/creating-a-group) - [Dynamic groups and people sets](/en/communication/dynamic-groups-and-people-sets) - [Manage all groups as an administrator](/en/administration-security/managing-groups) - [What is a groups administrator?](/en/communication/the-groups-administrator) --- ## Enabling beta features in Talkspirit URL: https://support.talkspirit.com/en/administration-security/enable-beta-features Category: Administration & Security · Section: Platform settings · Type: Tutorial Beta features let you preview and test functionality that is still in development, before it is released to everyone. They are available when your organisation is enrolled in the Talkspirit beta programme. You turn each beta feature on or off individually from your profile menu, and the change applies only to you. Beta features are still being built, so they may be incomplete or change before their final release. ## Before you start Your organisation must be enrolled in the Talkspirit beta programme. The Talkspirit team activates it for your organisation. Once it is active, a **Beta features** entry appears in your profile menu, with the number of features currently available shown next to it. ## How do I turn a beta feature on or off? 1. Click your **profile photo** in the top navigation bar. 2. Select **Beta features**. 3. Turn on the toggle next to the feature you want to test. ![The Beta features panel open from the profile menu, listing each beta feature with its own on/off toggle](/images/administration-security/enable-beta-features/beta-features-panel.png) The change applies immediately and only to you. Turn the toggle off to stop using the feature. ## Which beta features are available? The list changes as features are added and as tested features are released to everyone. Each available feature appears in the **Beta features** panel with its name and a short description of what it does. When none are available, the panel shows the message "No beta features are available right now." ## What's Next? - [Managing platform features in Talkspirit](/en/administration-security/talkspirits-administration) - [Assigning vs mentioning](/en/communication/differences-between-assigning-and-mentioning) - Talkspirit Windows Desktop App Release Notes --- ## Exporting my organisation's data as a member URL: https://support.talkspirit.com/en/administration-security/export-my-organisations-data-as-a-member Category: Administration & Security · Section: Data & compliance · Type: Tutorial As a member, you can export a project board you manage and download the organisation chart as an animation. Organisation-wide data exports, such as members, circles, roles, and statistics, are reserved for administrators. This article covers the exports open to you without administrator rights; for everything else, see the administrator guide linked below. ## How do I export a project board? You can export any project board you can configure as a ZIP archive. The archive holds a JSON file with the board's tasks, columns, and assignments, along with the files attached to its tasks, and you choose whether to include comments. The **Export** option appears only for boards you can configure, so you cannot export a board you have only joined. 1. Open the project board you want to export. 2. Open the board menu (the three-dots icon in the top right). 3. Select **Export**. 4. Choose whether to **Include comments**. 5. Click **Export**, then **Download** when the file is ready. ![Project board menu open with the Export item highlighted, above Archive and below Change privacy](/images/administration-security/export-my-organisations-data-as-a-member/board-menu-export.png) ## How do I export the organisation chart? You can export the organisation chart as an animation of your structure's history, saved as a video (MP4) or an animated GIF. The animation plays back how circles and roles changed over time. 1. In the sidebar, under **My organisation**, select **Timetravel**. 2. Click **Export animation**. 3. Choose the **Format**: **Video (MP4)** or **GIF**. 4. Set the range, resolution, and background you want. 5. Click **Export** to download the file. ![Timetravel view with the Export animation dialog open, showing the Video (MP4) and GIF format choice alongside the Range and More options controls](/images/administration-security/export-my-organisations-data-as-a-member/timetravel-export-animation-dialog.png) > **Note:** Timetravel export is off by default. If you do not see **Export animation**, ask an administrator to enable it in the structure settings. ## What's Next? - [Exporting my organisation's data as an admin](/en/administration-security/export-your-organisations-data-as-an-administrator) - [Configure your project board](/en/collaboration/administrate-your-project-board-as-a-member) - [Adding a role or a circle](/en/structure-governance/how-to-add-a-role-or-a-circle) --- ## Exporting my organisation's data as an administrator URL: https://support.talkspirit.com/en/administration-security/export-your-organisations-data-as-an-administrator Category: Administration & Security · Section: Data & compliance · Type: Tutorial · Tags: admin As an administrator you have three exports, each on the screen of the thing it exports. The organisation structure leaves as a JSON file from **Structure**, the members list as a CSV file from **Administration** → **Users**, and the newsfeed posts as an emailed archive from **Administration** → **Organisation**. This article walks through each one and states what Talkspirit does not export, so you know before an audit or an offboarding what you can hand over. ## How do I export the whole organisation structure? You need administrator rights. Architect mode, where the export lives, is available only to administrators. 1. Open **Structure** and go to **Explore organisation**. 2. Select **Architect mode** in the chart header. 3. In the orange Architect mode banner, select **Export** (the download icon). Your browser downloads the structure as a JSON file named `structure-export.json`. The banner's other icon, **Import**, takes such a file back in. ![Explore organisation chart for Alpine Tech in Architect mode, with the ⋯ more actions menu open in the orange Architect mode banner showing the Export and Import items, as the banner looked before Export and Import became two icon buttons](/images/administration-security/export-your-organisations-data-as-an-administrator/01-explore-org-chart-architect-mode-menu.png) ## What does the structure export contain? The JSON file mirrors your organisation chart. For every circle, role and sub-circle it records: - The name and identifier - Purpose, domains and accountabilities - Custom fields and their values, matched by the field's key Sub-circles and roles nest under their parent circle, so the file preserves the full hierarchy. > **Note:** The structure export describes the organisation, not the people in it. It does not record who holds each role. To see a member's roles, open them in the **Members** app; an export of roles with their holders does not exist today. ## How do I export a single circle or role? In Architect mode, open a circle or role from the chart. The architect band at the top of its panel carries the same **Export** and **Import** icons, scoped to that item. For a circle, choose **"[name]" and everything inside it** or **"[name]" only**, then select **Export**. A role exports on its own. The download uses the same JSON format as the whole-organisation export. ## How do I export the members list? 1. Open **Administration** → **Users**. 2. Open the **Member actions** menu (the ⋯ button at the top right of the list) and select **Export all members**. The export runs in the background and covers every member of the organisation, whatever filters, sorting or selection the list currently shows. Only one export runs at a time. When it is ready, a **Download the file** link appears on the same page. The link expires after a while; running the export again produces a fresh one. The file is a CSV with one row per member: identifiers, first and last name, display name, email address, organisation role (administrator or user), status, guest level and profile details such as language, time zone and phone. It does not list the circles and roles a member holds. ## How do I get an archive of the newsfeed? 1. Open **Administration** → **Organisation** and scroll to **Data export**. 2. Select **Request an export** and confirm. Talkspirit prepares an archive of every group's newsfeed posts as JSON files and sends it to you by email; it cannot be downloaded from the screen. The link in the email expires 24 hours after it is sent, and the archive is deleted 10 days after you requested it. Anyone who can read that inbox can read the export, and it cannot be recalled once sent. The **Requests** list below the button shows past requests and whether each one is still being prepared or has been sent. After a request you may have to wait before you can start another. ## What cannot be exported? - **Chat history** is not included in any export. Conversations are read on screen. - **Uploaded files** are not included in the members export or the newsfeed archive. Keep copies from **Drive** before you close an organisation. - **Role holders**: no export lists roles with the members assigned to them. See the note above. - **Time spent in roles**: the **Export** tab of the add-on's settings is not connected yet. See [Time Spent in Roles Add-on Overview](/en/structure-governance/time-spent-in-roles-add-on-overview). ## How do I re-import a structure export? In Architect mode, select **Import** in the banner to import into the whole organisation, or in a circle's architect band to import into that circle. Choose a JSON file. Talkspirit checks it against your organisation, then updates the circles and roles it finds and creates the ones it does not. Only what is in the file changes, and nothing is ever deleted. When you import into a circle, new items are created inside it and existing items are updated where they already are. ## What's Next? - [Exporting my organisation's data as a member](/en/administration-security/export-my-organisations-data-as-a-member) - [Time Spent in Roles Add-on Overview](/en/structure-governance/time-spent-in-roles-add-on-overview) - [Adding a role or a circle](/en/structure-governance/how-to-add-a-role-or-a-circle) - [Navigating your organisation chart](/en/structure-governance/how-to-navigate-your-chart) --- ## Set the default landing page after sign-in URL: https://support.talkspirit.com/en/administration-security/set-the-default-landing-page Category: Administration & Security · Section: Platform settings · Type: Tutorial · Tags: admin The **Administration → Onboarding** page is where an administrator sets the default landing page: the screen every member opens when they sign in to the organisation. You pick one page for the whole organisation from a short menu, and it applies the next time each member signs in. The Cockpit is always offered; the other pages appear only when their module is active. ## Prerequisites You need administrator rights. The **Administration** area, including the Onboarding page, is available only to administrators. ## Set the default landing page 1. Go to **Administration → Onboarding**. 2. Under **Landing page**, open the **Default page after login** menu. 3. Select the page members should open when they sign in. The change saves as soon as you select it: a **Landing page updated** confirmation appears. There is no separate save step. ## What each option opens The menu offers up to four destinations: - **Cockpit**: each member's personal home, gathering their attention items, meetings, circles and roles. It is always available as an option. - **Homepage**: the organisation's Homepage portal of news, events and shortcuts. - **Chat**: the messaging app. - **Structure**: the organisation chart of circles and roles. An option appears only when its module is enabled for the organisation, so the list can be shorter than four. The Cockpit is the exception: it stays in the menu whichever modules are on. The choice sets where members arrive first, nothing more. Each member still reaches every other app from the navigation rail, and each person sees only the content their access allows, on whichever page you choose. ## Onboarding messages The Onboarding page also shows an **Onboarding messages** section, for a welcome message and onboarding steps shown to new members. This section is not yet available for configuration: it is reserved for a forthcoming capability, and selecting the landing page is the only setting the page applies today. > **Note:** The onboarding-message fields are placeholders. Nothing you see under **Onboarding messages** changes what new members receive yet. ## Next steps - [Cockpit overview](/en/getting-started/cockpit) - [Activating the Homepage](/en/administration-security/activating-the-homepage) - [Strategies to onboard your team](/en/administration-security/strategies-to-onboard-your-team) --- ## Talkspirit Homepage overview URL: https://support.talkspirit.com/en/administration-security/the-homepage Category: Administration & Security · Section: Platform settings · Type: Reference ## Talkspirit Homepage overview The Talkspirit Homepage is an internal portal where Homepage managers publish company news, events, key contacts and app shortcuts. Managers compose one or more home pages, each aimed at an audience of their choice, so the Homepage you see can differ from a colleague's. You open it from the **Home** entry at the top of the navigation rail. ## How do I reach the Homepage? An administrator activates the Homepage and appoints its managers: see [Activating the Homepage](/en/administration-security/activating-the-homepage). While the app is active, the **Home** entry appears at the top of the navigation rail for members and administrators. Click it to open your Homepage. ![The Talkspirit navigation rail with the Home entry outlined at its top, above the Newsfeed, Chat, Calendar and Cockpit entries](/images/administration-security/the-homepage/01-home-rail-entry.png) Two behaviours depend on your organisation's settings: - If an administrator sets the Homepage as the landing page, it opens each time you sign in. - If no published home page is aimed at you, the **Home** entry opens your newsfeed instead. ## How is the Homepage structured? Homepage managers build each home page from rows of modules and choose when to publish it; you never see draft pages. When several published pages are aimed at you, they appear as tabs and you can switch between them. | Module | What it shows | |---|---| | **Carousel** | Up to six items in one rotating banner. A page can hold one carousel. | | **Article** | A titled piece of information, with an optional image, video or link. | | **Event** | An important date and its location. The manager types the date in: the module is not connected to the Calendar module. | | **Media** | An image or video on its own. | | **Apps** | Shortcuts to applications from your organisation's apps directory. | | **Referents** | Contact people chosen from the organisation's members. | Carousel, Article, Event and Media modules can each carry an image or an uploaded video, and each item can link to an internal or external resource. For the fields in detail, see [Publishing an article on the Homepage](/en/communication/publishing-an-article) and [Publishing app shortcuts on the Homepage](/en/administration-security/publish-app-shortcuts-on-the-homepage). ![A published Talkspirit Homepage page as a member sees it: a full-width Hero row holding a Media module, with the page's own tab shown above the content](/images/administration-security/the-homepage/02-operator-briefing-member-view.png) ## Who sees the Homepage? The **Home** entry appears for members and administrators. Which pages you then see depends on the audience the managers set for each page: everyone, members only, or selected people. Whether the Homepage app is available to your organisation depends on your subscription. ## Next steps - [Activating the Homepage](/en/administration-security/activating-the-homepage) - [Managing and publishing the Homepage](/en/administration-security/managing-and-publishing-the-homepage) - [Publishing an article on the Homepage](/en/communication/publishing-an-article) - [Using the Homepage on mobile](/en/administration-security/the-homepage-on-mobile) --- ## Activating the Homepage URL: https://support.talkspirit.com/en/administration-security/activating-the-homepage Category: Administration & Security · Section: Platform settings · Type: Tutorial · Tags: admin ## Activating the Homepage The Homepage is a portal-style module for sharing news and editorial information with your organisation. An administrator activates it from the Administration, then designates the managers who build and publish its pages. Once active, a **Home** entry appears at the top of the navigation for every member, and you can make the Homepage the page members see after signing in. ## How do I activate the Homepage module? Only administrators can activate the module. 1. Select your profile picture in the top bar, then select **Administration**. 2. In the sidebar, under **Modules**, select **Homepage**. 3. Turn on the **Homepage** toggle. ![The Homepage module page of the Administration, with Homepage selected under Modules in the sidebar and the activation toggle outlined](/images/administration-security/activating-the-homepage/01-admin-modules-homepage-toggle.png) The **Home** entry appears at the top of the navigation for every member. Until a manager publishes a page, members who open it are sent to the newsfeed instead. If the toggle shows **Available on a higher plan**, the Homepage is not included in your current plan: use **Contact sales** to add it. ## How do I assign Homepage managers? Managers build the Homepage, control its content, and publish it. You can choose members or administrators to become managers. An administrator is not a Homepage manager by default: to manage the module yourself, designate yourself as a manager. Manager selection has not yet moved into the new Administration area. It lives in classic Talkspirit: 1. In classic Talkspirit, go to **Administration → Apps → Home**. 2. Under **Select Home manager(s)**, choose each manager in the **Select managers** field. 3. Select **Save changes** in the bar at the bottom of the screen. ![Classic Administration → Apps → Home page, showing the Select Home manager(s) heading and the Select managers field with one manager chosen](/images/administration-security/activating-the-homepage/03-classic-select-home-managers.png) Existing managers reach the same screen with the **Manage** button at the top of the Home page. ## How do I set the Homepage as the default landing page? Once the module is active, you can make the Homepage the first page members see after they sign in. 1. Go to **Administration → Onboarding**. 2. Under **Landing page**, open the **Default page after login** list. 3. Select **Homepage**. ![The Default page after login selector on the Onboarding page of the Administration, set to Homepage](/images/administration-security/activating-the-homepage/02-onboarding-default-page-after-login.png) The Homepage option appears in the list only while the module is active. > **Note:** Members who cannot see at least one published Home page are redirected to the newsfeed when they sign in. ## How do I deactivate the Homepage? Only an administrator can deactivate the module. 1. Go to **Administration → Modules → Homepage**. 2. Turn off the **Homepage** toggle. 3. Select **Disable Homepage** in the confirmation dialog. Deactivating hides the **Home** entry for everyone until you turn the module back on. The pages, their content and drafts, and the manager list are all preserved: reactivating the module restores them. If the Homepage was the default landing page, members land on the next active module instead. ## What's Next? - [Talkspirit Homepage overview](/en/administration-security/the-homepage) - [Managing and publishing the Homepage](/en/administration-security/managing-and-publishing-the-homepage) - [Creating, editing, and deleting home pages](/en/administration-security/create-modify-delete-a-home-portal-on-the-home-page) --- ## Managing and publishing the Homepage URL: https://support.talkspirit.com/en/administration-security/managing-and-publishing-the-homepage Category: Administration & Security · Section: Platform settings · Type: Tutorial · Tags: admin ## Managing and publishing the Homepage On the Homepage, designated managers create and publish editorial pages for chosen audiences within the organisation. Managers can create several pages, build layouts from six row formats, and fill the columns with modules: articles, events, carousels, media, app shortcuts, and referent contacts. Every page and every module stays in draft until a manager publishes it. ## How do I become a Homepage manager? An administrator designates Homepage managers from **Administration** → **Home**, under **Select Home manager(s)**. Administrators are not Homepage managers by default: to manage content, they must add themselves to the list. The designation flow is covered in [Activating the Homepage](/en/administration-security/activating-the-homepage). Once designated, a **Home** entry appears at the top of the left-hand navigation sidebar, and a **Home** section appears in the Administration menu. ## How do I create a page? From **Administration** → **Home**, click **+ Add a page**. On the Homepage itself, click the **+** button at the end of the page tabs. ![Administration → Home for a Homepage manager, showing the pages list with a draft page, its cogwheel, the Edit content link, and the + Add a page button](/images/administration-security/managing-and-publishing-the-homepage/01-admin-pages-list-manager.png) In the **Create a page** window, define: - The **Page title** - **Who can see this page**: **Allow all** (members and guest users), **Allow all members** (guest users excluded), or **Allow selected members**, added one by one or through a people set when your plan includes people sets - The **Page status**: **Published** or **Draft** A new page opens on a gallery of ready-made templates: apply one, preview it first, or click **Start from scratch** to build the layout yourself. Renaming, reordering, and deleting pages are covered in [Creating, editing, and deleting home pages](/en/administration-security/create-modify-delete-a-home-portal-on-the-home-page). ## How do I build the page layout? ### Insert a row Click the round **+** button above or below a row and choose one of the 6 row formats: they combine one, two, or three columns of different widths. On an empty page, the same format selector appears under **Start building your page**. There is no limit to the number of rows. ![The row format selector open above a row, showing the 6 available row layouts](/images/administration-security/managing-and-publishing-the-homepage/02-row-format-selector.png) ### Edit or delete a row Click **Edit row** on a row to change its format: existing content is redistributed into the new columns. Click the **trash can** next to **Edit row** and confirm to delete the row. > **Warning:** Deleting a row permanently deletes every module it contains. ## How do I add content modules? Click inside a column and choose a module under **Insert a module**: - **Article**: publish static information - **Event**: publish an event with a date and a place - **Carousel**: display up to 6 articles in a rotating section - **Media**: publish a single image, with an optional title, description, and link (see [Publishing an article on the Homepage](/en/communication/publishing-an-article) for the shared fields) - **Apps**: shortcuts to the organisation's apps, shown only when the app directory contains apps - **Referent**: highlight contact people picked from the organisation's member list ![The Insert a module panel in an empty column, showing the Carousel, Article, Event, Media, and Referent tiles](/images/administration-security/managing-and-publishing-the-homepage/03-insert-a-module-chooser.png) To edit or delete a module, click its **cogwheel** and select **Edit** or **Delete**. To move it, select **Move**, then click **Move here** at the target position in the page. ### Publish an article or an event Select the **Article** module and fill in the editing window. The field-level details, the draft and publish states, the audience rules, and the YouTube thumbnail option are covered in [Publishing an article on the Homepage](/en/communication/publishing-an-article). The **Event** module uses the same fields plus a **Date** (a day and an hour) and a **Place**. ### Publish a carousel Click the **Carousel** module button. Where a carousel may go depends on the row format: it fits the hero and two-section formats anywhere, only the wide column of the sided formats, and never a three-section row. A column that cannot take it shows the option disabled with "Carousel doesnt fit in this column", and each page is limited to one carousel. The carousel always sits at the top of its column. Add up to 6 items using the same fields as the Article module, including an image or a video per item. To manage carousel items, open the **cogwheel** of the Carousel module: the management window lists the items with **+ Add new article**, a cogwheel to edit each item, and a trash can to delete it. The carousel rotates on its own every few seconds and pauses while your cursor is over it; automatic rotation switches off whenever any item is a video, and the previous and next arrows appear as soon as it holds more than one item. ## How do I publish the homepage to users? A page becomes visible to its audience when its status is **Published**; draft modules stay hidden even on a published page. Go to **Administration** → **Home**, click the **cogwheel** next to the page, select **Edit page**, and set the **Page status** to **Published**. To check the result before and after publishing, open the Homepage and switch the view selector from **Manager view** to **Member view** or **Guest view**. ## What's Next? - [Activating the Homepage](/en/administration-security/activating-the-homepage) - [Publishing an article on the Homepage](/en/communication/publishing-an-article) - [Using the Homepage on mobile](/en/administration-security/the-homepage-on-mobile) --- ## Creating, editing, and deleting home pages URL: https://support.talkspirit.com/en/administration-security/create-modify-delete-a-home-portal-on-the-home-page Category: Administration & Security · Section: Platform settings · Type: Tutorial · Tags: admin You create, edit, reorder, and delete the pages of the Homepage from **Administration → Apps → Home** in classic Talkspirit. Each page carries a title shown on its tab, an audience, and a status: a draft page is visible only to Homepage managers, a published page to the audience you set. Only designated Homepage managers can work with pages, and an administrator is not a manager by default. How administrators appoint managers is covered in [Activating the Homepage](/en/administration-security/activating-the-homepage). For an overview of what the Homepage is, see [Talkspirit Homepage overview](/en/administration-security/the-homepage). ## How do I create a home page? 1. In classic Talkspirit, go to **Administration → Apps → Home**. As a manager, you can also select **Manage** at the top right of the Homepage to reach the same screen. ![The Homepage section of Administration → Apps → Home, listing the draft page "Company news" with its Draft label, Edit content link and cogwheel, and the + Add a page button below the list](/images/administration-security/create-modify-delete-a-home-portal-on-the-home-page/01-admin-home-pages-list.png) 2. Select **+ Add a page**. On the Homepage itself, the **+** button at the end of the page tabs opens the same window. 3. In the **Create a page** window, enter the **Page title**. The title appears on the page's tab. 4. Under **Who can see this page**, select **Allow all** (members and guest users), **Allow all members** (guest users excluded), or **Allow selected members**. 5. Under **Page status**, keep **Draft** while you build the page, or select **Published**. 6. Select **Save**. ![The Create a page window, with an empty Page title field, the three Who can see this page options with Allow all selected, and the Page status options with Draft selected](/images/administration-security/create-modify-delete-a-home-portal-on-the-home-page/02-create-a-page-modal.png) If you selected **Allow selected members**, a **Manage members** screen opens next: add the members one by one, then select **Save changes**. When your plan includes people sets, you can also link the page with a people set instead of picking members individually. To fill the new page with rows and modules, select **Edit content** next to it. Building the layout and its content is covered in [Managing and publishing the Homepage](/en/administration-security/managing-and-publishing-the-homepage). ## How do I edit a home page? 1. Go to **Administration → Apps → Home**. 2. Select the **cogwheel** next to the page. 3. Select **Edit page**. 4. In the **Update this page** window, change the title, the audience, or the status, then select **Save**. Publishing works the same way: set the **Page status** to **Published** and the page becomes visible to its audience. When the page's audience is **Allow selected members**, the cogwheel menu also offers **Manage members** and, when your plan includes people sets, **Link this page with a people set**. ## How do I reorder the pages? In **Administration → Apps → Home**, drag a page up or down in the list. Pages appear on the Homepage as tabs in the order of this list. ## How do I delete a home page? 1. Go to **Administration → Apps → Home**. 2. Select the **cogwheel** next to the page. 3. Select **Delete page**. 4. Select **Delete** in the confirmation dialog. ![The delete confirmation dialog for a home page, titled "Delete [page name]", with the warning that the homepage will be permanently deleted along with its widgets, and the Cancel and Delete buttons](/images/administration-security/create-modify-delete-a-home-portal-on-the-home-page/03-delete-page-confirmation.png) > **Warning:** Deleting a page is permanent. The page and every module it contains are deleted with it. ## What's Next? - [Talkspirit Homepage overview](/en/administration-security/the-homepage) - [Managing and publishing the Homepage](/en/administration-security/managing-and-publishing-the-homepage) - [Activating the Homepage](/en/administration-security/activating-the-homepage) --- ## Publishing app shortcuts on the Homepage URL: https://support.talkspirit.com/en/administration-security/publish-app-shortcuts-on-the-homepage Category: Administration & Security · Section: Platform settings · Type: Tutorial · Tags: admin With the **Apps** module, you give members one-click access to your organisation's tools directly from a home page. The module displays shortcuts to applications you pick from the organisation's apps directory, under an optional title. It appears in the module chooser only when the apps directory contains at least one activated app: to enable the directory and activate apps, see [Configuring the organisation apps directory](/en/administration-security/configure-an-organization-apps-directory). > **Role prerequisite:** You need to be a Homepage manager. An administrator designates Homepage managers in **Administration → Apps → Home**; administrators are not Homepage managers by default and must add themselves to manage the page. ## How do I add app shortcuts to a home page? 1. Open the home page where the shortcuts will appear. 2. Click an empty column in a row and select **Apps**. To create a new row first, click the **+** above or below an existing row and pick a layout. 3. In the editing window, enter a **Title** for the module. The title is optional. 4. In the **Apps** field, select the apps to display. The list offers every activated app in the directory. 5. Set the **Publication status** to **Draft** or **Published**, then click **Add** to save a draft or **Publish** to publish immediately. You cannot publish the module without at least one activated app selected; save it as a draft instead. The shortcuts are visible to everyone who sees the page: unlike the Article module, the Apps module has no audience selector. ## What do members see? Members see the module title and its shortcuts, and each shortcut opens the application it links to. Members cannot change which shortcuts appear: only Homepage managers edit the module, through the cog menu on it (**Edit**, **Move** or **Delete**). The module only ever shows activated apps. When an administrator deactivates an app in the apps directory, its shortcut disappears from the module for members; in the editing window the app stays listed but greyed out, marked "This application was disabled by an administrator". When every app in the module is deactivated, the whole module is hidden from members, and managers see a warning in its place inviting them to add apps or delete the module. ## Next steps - [Configuring the organisation apps directory](/en/administration-security/configure-an-organization-apps-directory) - [Talkspirit Homepage overview](/en/administration-security/the-homepage) - [Managing and publishing the Homepage](/en/administration-security/managing-and-publishing-the-homepage) - [Publishing an article on the Homepage](/en/communication/publishing-an-article) --- ## Format text in a Homepage item description URL: https://support.talkspirit.com/en/administration-security/add-text-to-a-homepage-item-description Category: Administration & Security · Section: Platform settings · Type: Tutorial · Tags: admin The description field of an Article, Event or Carousel module on a home page opens a rich text editor. A toolbar appears over selected text for bold, italic, underline, strikethrough, code, colours and links, and the `/` command inserts lists, tables, separators and emojis. Rich text applies only to the description: module titles are plain text. For the modules themselves, see [Talkspirit Homepage overview](/en/administration-security/the-homepage). > **Note:** You need to be a Homepage manager to edit home pages. An administrator designates Homepage managers in **Administration → Apps → Home**. ## How do I format text? Select the text you want to format. A toolbar appears above the selection: - **Bold**: `Cmd+B` (macOS) / `Ctrl+B` (Windows) - **Italic**: `Cmd+I` / `Ctrl+I` - **Underline**: `Cmd+U` / `Ctrl+U` - **Strikethrough**: `Cmd+Shift+S` / `Ctrl+Shift+S` - **Code**: `Cmd+E` / `Ctrl+E` - **Font color** and **Highlight color**: colour the text or its background - **Link**: `Cmd+K` / `Ctrl+K`, then enter the URL - **Text** (the drop-down on the left): turn the current paragraph into a **Quote**, a **Bullet list** or an **Ordered list** Headings are not available in item descriptions: the module title carries the emphasis. ![The Article editing window on a home page, with a description sentence selected and the floating toolbar showing the Text drop-down, bold, italic, underline, strikethrough, code, font color, highlight color and link buttons](/images/administration-security/add-text-to-a-homepage-item-description/01-selection-toolbar.png) ## How do I add a list? Type `/` in the description and choose **Bullet list** or **Ordered list** from the menu. > **Tip:** The editor also converts typing shortcuts at the start of a line: `-` and a space starts a bullet list, `1.` and a space starts an ordered list, and `>` and a space starts a quote. ![The slash command menu open in the description field, listing Text, Emoji, Quote, Bullet list, Ordered list, Table, Separator and Embed](/images/administration-security/add-text-to-a-homepage-item-description/02-slash-menu.png) ## How do I add a table? Type `/` and choose **Table** from the menu. A table of 2 rows by 2 columns appears. ![A freshly inserted 2-row by 2-column table in the description field](/images/administration-security/add-text-to-a-homepage-item-description/03-table-inserted.png) ### How do I edit a table? - **Add a row or column:** point at the table and click the **+** bar along its bottom edge (row) or its right edge (column). - **Insert at a specific position:** point at a cell and click the handle above its column or to the left of its row, then choose **Insert left**, **Insert right**, **Insert above** or **Insert below**. - **Delete a row or column:** open the same handle and choose **Remove row** or **Remove column**. - **Resize a column:** drag the column's right border. - **Delete the table:** remove every row (or every column); the table disappears with the last one. - **Fill a cell:** inside a cell, the `/` command offers text and emojis; lists, tables and quotes cannot nest in cells. ![A table in the description field with the pointer on a cell: the add-row and add-column controls visible, and the column handle menu open showing Insert left, Insert right and Remove column](/images/administration-security/add-text-to-a-homepage-item-description/04-table-column-handle.png) ## How do I add emojis? Type `/` and choose **Emoji** from the menu, or type `:` directly. Then type the first letters of the emoji's name and choose from the suggestions. ![The emoji suggestion list open in the description field after typing a colon and the first letters of an emoji name](/images/administration-security/add-text-to-a-homepage-item-description/05-emoji-suggestions.png) ## Next steps - [Publishing an article on the Homepage](/en/communication/publishing-an-article) - [Managing and publishing the Homepage](/en/administration-security/managing-and-publishing-the-homepage) - [Talkspirit Homepage overview](/en/administration-security/the-homepage) --- ## Setting up Okta SSO in Talkspirit URL: https://support.talkspirit.com/en/administration-security/set-up-okta-sso Category: Administration & Security · Section: Authentication & SSO · Type: Tutorial · Tags: admin Talkspirit supports Okta as a SAML single sign-on (SSO) identity provider. An administrator enables the **SAML** provider under **Administration → Authentication**, selects **Okta**, and enters the connection details from the Okta application. Members then sign in to Talkspirit with their Okta credentials. SAML SSO is included with specific plans. ## Prerequisites - You are an administrator. - Your plan includes SAML SSO. When it does not, the **SAML** provider shows a **Locked** badge with a contact-sales option instead of the configuration fields. - You have created a SAML 2.0 application in your Okta admin console. ## How do I open the SSO settings? 1. Go to **Administration → Authentication**. 2. Open the **SSO Providers** tab. 3. Turn on the **SAML** provider with its switch. The configuration fields expand below the card. ![SAML provider card expanded on the SSO Providers tab, showing the Identity provider selector set to Okta and the connection fields (Entity ID, SSO Endpoint URL, SLO Endpoint URL, X.509 Certificate, login button label)](/images/administration-security/set-up-okta-sso/saml-card-expanded.png) ## How do I connect Okta? In your Okta application, copy the **Issuer**, the **SSO URL** and the signing certificate. Then, in the expanded **SAML** card: 1. Select **Okta** from the **Identity provider** list. 2. Enter the **Entity ID (Issuer URL)**, the **SSO Endpoint URL** and the **X.509 Certificate (PEM)** from Okta. Add the **SLO Endpoint URL** if Okta provides one. 3. Click **Save SAML configuration**. > **Tip:** Select **Import IdP metadata** to fill the endpoints and certificate automatically from Okta's metadata document, so the certificate is never retyped by hand. Okta needs Talkspirit's own service-provider details in return: open the **SAML 2.0 Service Provider Metadata** link on the card and give that metadata to your Okta application. ## Is Okta SSO available on all plans? SAML SSO, including Okta, depends on your plan. When your plan includes it, the **SAML** provider is configurable as described above. When it does not, the provider is locked and shows a contact-sales option. Check your subscription or contact Talkspirit to confirm your entitlement. ## Next steps - [Configuring SAML Authentication](/en/administration-security/saml-authentication) - [Configuring Google Authentication](/en/administration-security/how-to-configure-google-authentication) - [Automated user provisioning and de-provisioning (SCIM 2.0)](/en/administration-security/automated-user-provisioning-and-de-provisioning-scim-20) --- ## Using the Homepage on mobile URL: https://support.talkspirit.com/en/administration-security/the-homepage-on-mobile Category: Administration & Security · Section: Platform settings · Type: Tutorial In the Talkspirit mobile app, the Homepage shows the same published home pages as the browser version, arranged in a single scrolling column. You can switch between the pages aimed at you and read every module in full. The mobile app displays the Homepage in read mode: managers edit pages from a computer. For what the Homepage is and how it is built, see [Talkspirit Homepage overview](/en/administration-security/the-homepage). ## How do I open the Homepage on mobile? 1. Open the Talkspirit mobile app and sign in. 2. Tap **Home** in the bottom navigation bar. If **Home** is not there, tap **Menu**, then **Home**. Your administrator chooses which apps sit in the bottom navigation bar; every other app, including the Homepage, stays reachable from **Menu**. The **Home** entry appears only while the Homepage app is active and at least one published page is aimed at you. A badge on the entry signals pages with content you have not read yet. ## How do I switch between home pages? 1. Tap the page name at the top of the Homepage. A chevron marks it as a list. 2. In the **Portals** panel that opens, tap the page you want to display. A dot marks pages with changes you have not read. The panel lists every page aimed at you. The mobile app labels this list **Portals**, its word for home pages. Only Homepage managers create and edit pages, from a computer: see [Managing and publishing the Homepage](/en/administration-security/managing-and-publishing-the-homepage). ## How does a page display on mobile? The rows and columns a manager designed for the desktop are flattened into one column: each published module appears in full, one after the other. There is no truncated preview to expand; articles display their whole text, image or video, and any link they carry. - **Articles** show their title, author, publication date and full content. - **Events** show the date, the time and, when set, the location as a map link. - **Referents** show contact people. Tap a referent to open their profile, or use the buttons under their name to start a chat or create a post for them, depending on the apps your organisation uses. - **Media** and **app shortcuts** display as they do in the browser. A carousel has no rotating banner on mobile: each of its items appears as a separate article at the top of its page section. The banner form exists in the browser version only. > **Note:** whether the Homepage app is available to your organisation depends on your subscription, and which pages you see depends on the audience a manager set for each page. ## Next steps - [Talkspirit Homepage overview](/en/administration-security/the-homepage) - [Activating the Homepage](/en/administration-security/activating-the-homepage) - [Managing and publishing the Homepage](/en/administration-security/managing-and-publishing-the-homepage) --- ## Recommended image sizes for the Talkspirit home page URL: https://support.talkspirit.com/en/administration-security/recommended-image-sizes-on-the-home-page Category: Administration & Security · Section: Platform settings · Type: Reference · Tags: admin Use images of 1040 x 480 pixels on the Talkspirit home page, whatever the width of the module. Talkspirit delivers every home page image in a single 1040 x 480 pixel format, and the module then displays it at the width of its column, so one size fits the Carousel, Article, Event and Media modules alike. JPEG and PNG files are accepted. Adding images to a home page requires the Homepage manager role: see [Activating the Homepage](/en/administration-security/activating-the-homepage). ## What image size should I use? Prepare every image at 1040 x 480 pixels. Talkspirit crops and scales each uploaded home page image to this format, so a 1040 x 480 original reaches your readers exactly as you framed it, while an image with other proportions loses its edges to the crop. A larger image with the same proportions also works: it is reduced to 1040 x 480. The Carousel, Article and Event modules accept JPEG and PNG images. The Media module accepts the same image formats plus video files: see [Publishing a media item on Talkspirit](/en/communication/publishing-a-media). ## Why does one size fit every module width? The module width changes how large the image is displayed, not the size you should upload. A home page is built from rows, and each of the six row formats splits the row into one, two or three columns; the module scales its 1040 x 480 image down to the width of its column. Column widths are rounded: | Row format | Column widths | | --- | --- | | **Hero section** | 100% | | **Two section** | 50% / 50% | | **Three section** | 33% / 33% / 33% | | **Left sided section** | 33% / 66% | | **Right sided section** | 66% / 33% | | **Two sided section** | 25% / 50% / 25% | ![A draft home page in the manager's edit view: the same 1040 x 480 image on a full-width Hero section row, directly above a Left sided section row showing it again in the narrow column](/images/administration-security/recommended-image-sizes-on-the-home-page/01-hero-and-left-sided-1040x480.png) Choosing row formats and filling the columns is covered in [Managing and publishing the Homepage](/en/administration-security/managing-and-publishing-the-homepage). ## Can I put text on the image? Avoid text on home page images. The image adapts to the module width and to the reader's screen size, and it is not always displayed in its entirety, so text on the image can be cut off or become too small to read. Put your message in the module's title and description fields instead. ## Next steps - [Talkspirit Homepage overview](/en/administration-security/the-homepage) - [Managing and publishing the Homepage](/en/administration-security/managing-and-publishing-the-homepage) - [Publishing an article on the Homepage](/en/communication/publishing-an-article) - [Publishing a media item on Talkspirit](/en/communication/publishing-a-media) --- ## Managing users URL: https://support.talkspirit.com/en/administration-security/managing-users Category: Administration & Security · Section: Users & access · Type: Reference · Tags: admin ## Managing users Every account in your organisation sits on one screen: **Administration > Users**. It tells you who is there, what role and status each person holds, and it carries the actions that change any of that. > **In summary:** click your **profile icon**, select **Administration**, then open **Users** under **People**. You get one row per account, with its role, group count and last sign-in. The actions menu at the end of a row holds everything an administrator can do to that account. You need administrator rights for everything on this page. ![The Users screen in Talkspirit Administration, listing accounts with Name, Email, Role, Groups and Last seen columns](/images/administration-security/managing-users/01-administration-users-list.png) ## What the list shows The heading counts the accounts currently matching your filters. Each row is one account: | Column | What it holds | | --- | --- | | **Name** | The person's photo and display name | | **Email** | Their address, blank for people who sign in with a unique identifier instead | | **Role** | `Admin`, `Member`, `Guest` or `Suspended`, plus a second `Owner` badge where it applies | | **Groups** | How many groups the person belongs to | | **Last seen** | When they last signed in, or `Never connected` | A row of tabs sits across the top of the page. **Users** is the list itself. **Profile fields**, **Profile display**, **Badges** and **Hierarchy** configure what a profile holds and how it is shown. **People sets** and **Company profiles** appear only when the Newsfeed module is enabled, and both open on an empty panel in the new interface: they are still managed from the classic one. > **Note:** people you have invited who have not signed up yet are not on this list. They stay on **Administration > Invitations** until they create their account. ## Find someone in the list - **Search**, behind the magnifier icon, matches as you type. - **Filter** opens a panel with two quick filters, **Members** and **Guests**, and an **Add filter** menu offering **Status** (All, Active, Suspended) and **Role** (All, Member, Guest, Administrator). - **Sort** orders the list **Alphabetical** or by **Last connection**, in either direction. The list loads more rows as you scroll, so on a large organisation a filter is faster than hunting. ![The Filter panel open on the Users screen, showing the Members and Guests quick filters above the Add filter menu](/images/administration-security/managing-users/02-users-filter-panel.png) ## What you can do to a row Open the actions menu at the end of the row. Talkspirit builds it from what applies to that account, so two rows rarely offer the same items. | Action | What it does | When you see it | | --- | --- | --- | | **Edit information** | Opens the profile form | Always | | **Set as Administrator** | Grants full control, after a confirmation | On a member's row | | **Set as Member** | Steps an administrator down, or turns a guest into a member | On an administrator's or a guest's row | | **Set as Guest** | Restricts the account to its access scope | On a member's row | | **Set as Owner**, **Remove as Owner** | Grants or revokes ownership | On an administrator's row, and only if you are an owner yourself | | **Suspend** | Closes access, reversibly | On a member's or guest's row | | **Suspend and anonymize** | Suspends the account and permanently strips its personal data | On a member's or guest's row | | **Restore** | Gives a suspended account its access back | On a suspended row | | **Send an invitation link** | Emails a link for setting a password | Always, greyed out when the account has no email address | | **Fill a new password** | Sets a password yourself | Always | Three rules explain most of what you do not see: - **The role ladder moves one rung at a time.** Guest, then member, then administrator. A guest cannot become an administrator in a single move. - **Administrators cannot be suspended or anonymised.** Those items are absent from an administrator's row, and a note tells you to set the person as **Member** first. - **You cannot change your own role.** On your own row you get only **Edit information**, **Send an invitation link** and **Fill a new password**. **Send an invitation link** is not an invitation. It sends a password-reset email that the person follows to choose a password and reach their account, which is why it is greyed out when there is no address to send it to. **Fill a new password** is offered on every row, including accounts with no email address: you type the password, tick **Require password change on next login** if you want, and pass it on yourself. ## What Edit information can change You can edit **Firstname**, **Lastname**, **Email**, **Localisation**, **Mobile**, **Company**, **Job**, **Biography** and **Competencies**. Changing a first or last name also updates the display name shown everywhere else. Five fields are shown greyed out and cannot be edited: **Unique identifier**, **LinkedIn URL**, **Suspended on**, **Managed by** and **Manager**. **Unique identifier** is misleading here. It shows the profile slug, the tidied form of the person's name that appears in their profile address, not the identifier someone types to sign in when they have no email address. You cannot set a sign-in identifier from this form. ## Update many people at once The Users screen changes one account at a time. To edit many profiles in one go, use the classic interface at `/#/l/dashboard/users` on your organisation's address: 1. On **Manage users**, click **Download and update** at the top right. 2. Under **Users profiles**, choose **Bulk update**. 3. Click **Download back up file (Excel)** first. A spreadsheet applied to the wrong people is slow to undo by hand. 4. Click **Download a template file**, fill it in, then use **Choose an Excel file** to upload it. Talkspirit processes the file and reports the outcome on three tabs: **Done** for the profiles it updated, **Skipped** for the rows it ignored, and **Dismissed** for the rows it could not read. The same **Download and update** menu also exports the list itself, as **Download active users (Excel)** or **Download suspended users (Excel)**. ## What's next - [User Roles and Permissions](/en/administration-security/user-roles) - [Editing, suspending, restoring or removing a member](/en/administration-security/how-to-edit-suspend-restore-or-delete-a-member-from-my-organization) - [Managing email invitations for new members](/en/administration-security/manage-email-invitations-for-new-members) - [Adding users without an email address](/en/administration-security/users-without-email) --- ## Public pages URL: https://support.talkspirit.com/en/administration-security/public-pages Category: Administration & Security · Section: Platform settings · Type: Reference · Tags: admin Public pages are externally visible pages that an administrator builds inside Talkspirit and publishes to a public web address. A published page is reachable by anyone with its link, without signing in, so you can present your organisation's purpose, structure, and open roles to the outside world. Public pages are managed under **Administration → Public pages** and are separate from Library pages, which stay inside your organisation. ## Prerequisites You need administrator rights. **Public pages** appears in the Administration area only for administrators, and the create, publish, and delete actions are restricted to that role. ## What is a public page? A public page is a standalone page you compose in a block editor and publish to a public URL. Alongside text, headings, and media, you can add organisation widgets that draw on your live structure, such as an organisation statistics panel, a circle map, and lists of roles or members. When you create a page you start from a blank page or from one of five templates: **Organisation Showcase**, **Recruitment Page**, **Transparency Dashboard**, **Minimal Landing**, and **Culture & Governance**. Each page has a status: **Draft**, **Published**, or **Archived**. A draft is visible only to administrators inside the editor. Publishing makes the page live at its public address. ## Who can see a published page? Anyone with the link can see a published page, with no sign-in required. The page is served at your organisation's address followed by `/pages/` and the page's URL slug, for example `/pages/careers`. Use **Visit page** to open the live page in a new tab, or **Copy link** to copy that address. Publishing captures a snapshot of the page and its widget data, so visitors see a fixed version rather than live queries. The editor preview states that this is exactly what visitors see. When your structure or content changes, use **Refresh data** to re-capture the snapshot. > **Note:** A draft is not reachable at its public URL. Switching a published page back to draft unpublishes it immediately, and the link stops working until you publish again. ## How do I create and publish a public page? 1. Go to **Administration → Public pages** and select **New page**. 2. Enter a title. The URL slug is filled in from the title, and you can edit it. 3. Choose a template or select **Start from scratch**. The page is created and opens in the editor. 4. Edit the content. Changes save automatically, shown by the **Saving** and **Saved** indicators. 5. Open the actions menu and select **Publish**. The page goes live and switches to preview. To take a page offline, open the actions menu on a published page and select **Switch to draft**. To remove a page for good, select **Delete page**. > **Warning:** Deleting a page is permanent and cannot be undone. The page and its public URL are removed immediately. ## How do public pages differ from Library pages? Library pages are internal: they live inside your organisation and are visible only to the members, guests, or groups you set as their audience. Public pages are external: once published, they are reachable by anyone with the link, without an account. Use a Library page for internal knowledge, and a public page when you want a page to be seen outside your organisation. ## Next steps - [Creating pages and sub-pages in the Library](/en/collaboration/creating-pages-and-sub-pages-in-the-library) - [Defining an audience and publishing a Library page](/en/collaboration/define-an-audience-and-publish-a-library-page) - [Managing and publishing the Homepage](/en/administration-security/managing-and-publishing-the-homepage) --- ## Activating or deactivating the Newsfeed module URL: https://support.talkspirit.com/en/administration-security/activatingdeactivating-the-newsfeed-module Category: Administration & Security · Section: Platform settings · Type: Tutorial · Tags: admin The Newsfeed module is on by default in every Talkspirit organisation. An organisation administrator turns it on or off from **Administration → Modules → Newsfeed**, and the change applies to every member. Turning it off removes the Newsfeed from the navigation for everyone. You can turn the module back on at any time. ## Before you start You need organisation administrator rights to change module settings. ## How do I deactivate the Newsfeed module? 1. Go to **Administration → Modules → Newsfeed**. 2. Turn off the **Newsfeed** toggle. 3. In the **Disable Newsfeed?** dialog, select **Disable Newsfeed**. ![The Newsfeed settings row in Administration → Modules, with the enablement toggle switched on](/images/administration-security/activatingdeactivating-the-newsfeed-module/01-newsfeed-toggle-on.png) The module is disabled straight away, and a confirmation message reports **Newsfeed module disabled**. ![The "Disable Newsfeed?" confirmation dialog, with its Disable Newsfeed and Cancel buttons](/images/administration-security/activatingdeactivating-the-newsfeed-module/02-newsfeed-disable-confirm.png) ## How do I re-enable the Newsfeed module? Go back to **Administration → Modules → Newsfeed** and turn the **Newsfeed** toggle on. Enabling takes effect immediately, with no confirmation step. ## What happens when the Newsfeed is off? Turning the module off applies to your whole organisation: - The **Newsfeed** entry disappears from the navigation for every member. - Members lose access to posts, comments and reactions until you turn the module back on. - Related services stop with it: integrations, events shared to a post, and newsletters. > **Note:** The **Groups** entry shares the Newsfeed's access, so turning the Newsfeed off also removes Groups from the navigation for every member. ## What's next? - [Inviting new users, members, or guests](/en/administration-security/inviting-new-users-members-or-guests) - [User Roles and Permissions](/en/administration-security/user-roles) - [Customising my organisation's workspace](/en/administration-security/how-to-customise-my-organisations-workspace) - [Post validation workflow](/en/communication/the-validation-process) --- ## Configuring the organisation apps directory URL: https://support.talkspirit.com/en/administration-security/configure-an-organization-apps-directory Category: Administration & Security · Section: Platform settings · Type: Tutorial · Tags: admin ## Configuring the organisation apps directory With the apps directory, you give members a curated list of your organisation's official external applications. Once the feature is on, members find an **Apps** entry in the main navigation listing every app you have activated. You can build the directory from a catalogue of more than 1,000 apps, add your own custom apps, or synchronise it with Okta. > **Role prerequisite:** Every step in this article requires administrator rights. The Apps Directory feature depends on your plan: if it shows as **Available on a higher plan**, contact your sales representative. ## Step 1: Enable the apps directory 1. Go to **Administration** and open **Tools**. 2. On the **Apps Directory** card, turn on the switch. ![The Administration Tools page with the Apps Directory card and its activation switch, next to the Videoconference card](/images/administration-security/configure-an-organization-apps-directory/01-tools-apps-directory-card.png) The **Apps** entry appears in the main navigation for all members. ## Step 2: Open the directory configuration 1. Click **Apps** in the main navigation. 2. Click **Manage applications**. The **Apps directory** administration page opens. Under **Select your apps provider**, keep **Default provider (+1.000 apps)** to configure the directory manually. The page shows three tabs: **Activated apps**, **All apps** and **Personalized apps**. ## Step 3: Activate apps from the catalogue 1. Open the **All apps** tab. Use the search field to find a specific app. 2. Click **Activate** on each app you want to offer to your members. ![The classic Apps directory administration page on the All apps tab, beside the Activated apps and Personalized apps tabs and the Add a new app button. A search field sits above the catalogue, and each app card carries an Activate button, a gear icon for its URL, and a status dot on the right which is grey here because no app has been activated](/images/administration-security/configure-an-organization-apps-directory/02-all-apps-tab.png) A green dot on the card marks an activated app; a grey dot marks an inactive one. Some catalogue apps have no default link and display "Please configure an url first, to enable this app": set their URL before activating them. By default, each app opens its main page. To point it at a page specific to your organisation: 1. Click the gear icon on the app card. 2. In the **Customize url** field, enter the URL matching your organisation. 3. Click **Save**. ## Step 4: Add a custom app If an app is missing from the catalogue: 1. Click **Add a new app**. 2. In the **Add a custom app** window, fill in the **App name**, a description and a link. You can also add an image (128 x 128 pixels recommended). 3. Click **Create**. ![The Add a custom app window with fields for an image, App name, a description and a link, plus Cancel and Create buttons](/images/administration-security/configure-an-organization-apps-directory/03-add-custom-app.png) Your custom apps are listed in the **Personalized apps** tab, where you can activate them, edit them with the gear icon, or delete them with the trash icon. ## Alternative: Synchronise the directory with Okta If your organisation manages its apps in Okta, the directory can mirror each member's Okta applications: 1. On the **Apps directory** administration page, choose **Okta SSO** under **Select your apps provider**. 2. Enter your **Okta Domain Name** and **Okta SSO Key**. 3. Click **Register**. > **Warning:** Switching providers replaces the directory. Members lose the apps from the previous provider, and Talkspirit asks you to confirm before changing. To return to the manual catalogue, click **Disconnect**. ## What members see Members open **Apps** in the main navigation. With the default provider, the page offers two tabs: **My list**, the member's personal selection, and **Browse apps**, the activated apps they can add to their list. With Okta, the page directly lists the member's Okta applications. Your directory is now available to everyone in the organisation. ## What's Next? - [Publishing app shortcuts on the Homepage](/en/administration-security/publish-app-shortcuts-on-the-homepage) - [Manage enabled apps on the groups](/en/communication/manage-enabled-apps-on-the-groups) --- ## User Roles and Permissions URL: https://support.talkspirit.com/en/administration-security/user-roles Category: Administration & Security · Section: Users & access · Type: Reference · Tags: permissions ## User Roles and Permissions Every account in your organisation holds exactly one role: **Administrator**, **Member** or **Guest**. You can read it in the **Role** column of **Administration > Users**, and an organisation administrator changes it from that same screen. **Owner** is an extra status carried on top of Administrator, and **Suspended** is an account status rather than a role. ![The Users page in Administration, with the Role column showing Admin, Member and Owner badges](/images/administration-security/user-roles/01-administration-users-role-column.png) ## What each role may do | Role | Badge in the list | What it gives | | --- | --- | --- | | **Administrator** | `Admin` | Full control of the organisation, including users, settings and billing | | **Member** | `Member` | Reads everything shared with the organisation, and creates projects, meetings and goals | | **Guest** | `Guest` | No organisation-wide access. A guest sees only what its access scope grants | These badges are the ones the **Users** page in Administration shows. The **Members** app labels the same accounts differently: it shows only `Admin` or `User`, so a guest appears there as `User`. If you need to know whether someone is a guest, read the Role column in Administration rather than the one in Members. Administrator is genuinely unrestricted: the permission engine grants an administrator every action on every resource type, at the highest priority of any rule in the product. A member gets a broad read of shared resources plus the right to create projects, meetings and goals. A guest is excluded from both of those grants, so nothing is visible to a guest by default. There is no ranking of administrators. The account role has exactly these three values, so every administrator holds the same rights as every other one. ## Owner The owner is the account responsible for the organisation and its subscription. Ownership sits on top of the Administrator role, so the list shows two badges, `Admin` and `Owner`, on the same row. Only an owner can grant or revoke ownership, and an organisation can never be left without one. If an account is the last owner who can still sign in, the product refuses to demote it, suspend it, anonymise it or remove its owner status. ## A user role is not a Structure role Talkspirit uses the word "role" for two unrelated things, and mixing them up is the most common source of confusion here. - The **user role** on this page is an account level. It applies to the whole organisation and lives in **Administration > Users**. - A **role** in the **Structure** app is a named piece of work inside a circle. The per-circle statuses **Circle Admin** and **Decision Maker** belong to that world and are set from the circle's Members tab. Neither side implies the other. An organisation administrator is not automatically a circle admin or a decision maker, and a circle admin has no organisation-wide rights at all. ## Change someone's role You need administrator rights. 1. Go to **Administration > Users**. 2. Find the person in the list and open the actions menu at the end of their row. 3. Choose **Set as Administrator**, **Set as Member** or **Set as Guest**. 4. Promoting someone to administrator asks you to confirm before it applies. ![The row actions menu on a member, offering Set as Administrator, Set as Guest, Suspend and Suspend and anonymize](/images/administration-security/user-roles/02-member-row-level-actions.png) Four rules the screen enforces, so the menu you see depends on the row: - **One step at a time.** The ladder is guest, then member, then administrator. A guest cannot become an administrator in a single move: set them as Member first, then as Administrator. - **You cannot change your own role.** The role items are hidden on your own row, and the server refuses a self-demotion or a self-guesting even if the request reaches it. - **Administrators cannot be suspended or anonymised from the interface.** On an administrator's row those items are absent, with a note explaining the prerequisite: set the person as Member first. This is an interface rule rather than a server one — the mutation itself refuses only three things: suspending yourself, an already-anonymised account, and the last operable owner. - **Only an owner sees the ownership items.** An administrator who is not an owner cannot promote anyone to owner. ![The row actions menu on an administrator, offering only Set as Member with a note that administrators cannot be suspended or anonymised](/images/administration-security/user-roles/03-administrator-row-actions.png) ## Guests and their access scope **Set as Guest** creates the most restricted kind of guest: no organisation-wide read, and no access to the organisation chart. Wider guest access is chosen when the guest is invited, not afterwards. The invitation dialog offers an **Access scope** with three options: See the holarchy, access one group, or access more than one group. A guest given chart access can browse circles and roles but still gets no general read of the organisation. If you need to widen an existing guest's access, the practical route is to set them as Member, or to invite them again with the scope you want. ## Suspended is a status, not a role Suspending an account takes it offline without changing its role, and the Role column shows `Suspended` in place of the usual badge while it lasts. Restoring the account brings the previous role back. ## Delegated administration in classic Talkspirit Groups, Newsfeed, Homepage, Library and the newsletter are still served by classic Talkspirit, which keeps its own delegated administrator roles: group administrator, user administrator, homepage administrator, newsletter administrator and library administrator. They are granted in the classic administration console, not in **Administration > Users**, and they are separate from the three account roles above. ## What's next - [The user administrator role in Talkspirit](/en/administration-security/the-user-administrator) - [Manage email invitations for new members](/en/administration-security/manage-email-invitations-for-new-members) - [Editing, suspending, restoring or removing a member](/en/administration-security/how-to-edit-suspend-restore-or-delete-a-member-from-my-organization) - [Who are Circle Admins?](/en/structure-governance/who-are-circle-admins) - [What is a decision maker of a circle?](/en/structure-governance/what-is-a-decision-maker-of-a-circle) --- ## Inviting new users, members, or guests URL: https://support.talkspirit.com/en/administration-security/inviting-new-users-members-or-guests Category: Administration & Security · Section: Users & access · Type: Tutorial · Tags: admin ## Inviting new users, members, or guests You invite people from one screen: **Administration > Invitations**. You choose whether each person joins as a **member** or a **guest**, and whether they sign up with an email address or with a unique identifier, and Talkspirit sends them a link to create their account. You need administrator rights. There is no invite control anywhere else, so if you cannot open this screen, ask an administrator to invite the person for you. **Before you invite anyone**, note that invitation emails go out even when notification emails are switched off for the whole organisation. If you are still setting up, see [Managing email invitations for new members](/administration-security/manage-email-invitations-for-new-members). ## How do I invite someone? 1. Open **Administration**. 2. Under **People**, click **Invitations**. 3. Click **Invite** at the top right. 4. Choose an option. Under **Registration by email** you can **Add a member** or **Add a guest**. Under **Registration without email** you get the same two choices for people who will sign in with an identifier instead. ![The Invitations screen in Talkspirit Administration with the Invite menu open, showing Add a member and Add a guest under Registration by email and under Registration without email](/images/administration-security/inviting-new-users-members-or-guests/01-invite-menu.png) Then fill in the form: 1. Enter the **Email address**. It is the only required field. **First name** and **Last name** are optional, but supplying them makes the pending list easier to read. 2. Choose an **Access scope** (see below). 3. Write a **Personal message** if you want one. It is included in the invitation email. 4. Click **Send invitation**. ![The Invite a member dialog, with the email address, first name and last name filled in, an access scope of See the holarchy, and a personal message](/images/administration-security/inviting-new-users-members-or-guests/02-invite-member-dialog.png) The person now appears on the **Invitations** tab with the status **Pending** until they sign up. ## Member or guest, and what the access scope changes The **Invite** menu decides the account type, and **Access scope** decides how much of the organisation the person reaches. ![The Invite a guest dialog with the Access scope list open, showing See the holarchy, Access 1 group and Access more than 1 group](/images/administration-security/inviting-new-users-members-or-guests/03-invite-guest-access-scope.png) - **See the holarchy** is the default. A member invited this way is a full member. A guest invited this way can see the organisation's structure but is still a guest. - **Access 1 group** and **Access more than 1 group** reveal a **Groups** field, which then has to be filled in. A member joins those groups on top of their normal access. A guest is confined to them and sees nothing else. So a guest is not automatically limited to one group. That happens only when you pick one of the two group scopes. For what a guest can and cannot do once they are in, see [Guest users](/administration-security/guest-users). Guests can never invite anyone, whatever the settings say. ## How do I invite several people at once? Everything below happens in the same dialog, and everyone in it gets the same access scope and the same personal message. - Click **Add another person** to add a row. - Click **Or paste a list of email addresses**, paste your list into the box, then click **Add emails one by one**. Addresses may be separated by line breaks, commas or semicolons. - Pasting several addresses straight into the **Email address** field does the same thing: the extra addresses become their own rows. There is no spreadsheet import in the new interface. If you have a long list to bring in from a file, that is still done in classic Talkspirit, under its own Administration, where you download a template and upload a completed Excel file of up to 1000 people. ## How do I invite someone who has no email address? First turn the option on: go to **Administration > Authentication**, open the **Sign-up settings** tab, and switch on **Unique identifier (UID)**. Then invite as usual, but pick **Add a member** or **Add a guest** under **Registration without email**. The first field becomes **Unique identifier** instead of **Email address**. Use something the person already has and that is unique in your organisation, such as a personnel number. No email is sent for these invitations, so nothing arrives on its own: you have to pass the access code to the person yourself. The **Invitations** screen in the new interface does not display those codes, so retrieve them in classic Talkspirit. See [Adding users without an email address](/administration-security/users-without-email). ## How do I invite people with a link? Use this when people have trouble receiving invitation emails, or when you want a single link to hand out. 1. Open **Administration > Invitations** and click the **Settings** tab. 2. Switch on **Enable the invitation link**. 3. Click the copy button beside the link, and share it. Anyone who has the link can sign up, so treat it as you would a shared password. Switching the option off stops the link working immediately. Switching it back on brings back **the same link**, not a new one, so a link you circulated months ago starts working again. If you need to retire a link for good, keep it switched off. ## Can members invite people, rather than administrators? Open the **Settings** tab and switch on **Allow members to invite new members**. **Restrict to allowed domains** then limits them to the email domains you accept for sign-up, which you set under **Administration > Authentication > Sign-up settings > Allowed domains**. That restriction applies to members only. Administrators can always invite any address. Be aware of where that permission takes effect. The **Invitations** screen and its **Invite** button are administrator-only, and the new interface offers members no other way in. A member with the permission finds their **Invite** button in classic Talkspirit, on the **Users** screen. Invitations they create appear in the same pending list, and you manage them the same way. ## How long does an invitation stay valid? Invitation links do not expire. An invitation stays usable until the person signs up or you delete it, however long that takes. Talkspirit also sends automatic reminders to people who have not signed up yet. Those emails, the **Bounced** status, resending and cancelling are all covered in [Managing email invitations for new members](/administration-security/manage-email-invitations-for-new-members). ## What's next? - [Managing email invitations for new members](/administration-security/manage-email-invitations-for-new-members) - [Adding users without an email address](/administration-security/users-without-email) - [Guest users](/administration-security/guest-users) --- ## Ways to add new members to your organisation URL: https://support.talkspirit.com/en/administration-security/how-do-i-add-new-members-to-my-organization Category: Administration & Security · Section: Users & access · Type: Reference · Tags: admin ## Ways to add new members to your organisation Someone becomes a member of your organisation in one of four ways: you invite them, they use an invitation link you shared, they sign up on their own, or your identity provider creates their account. All four are switched on and off from **Administration**, and you need administrator rights to change any of them. > **In summary:** invite people from **Administration** > **Invitations**. Every other route is configured on the **Settings** tab of that same screen or under **Administration** > **Authentication**. ## The four routes | Route | Where you set it up | Use it when | | --- | --- | --- | | Invitation | **Administration** > **Invitations** > **Invite** | You know who is joining and want to control it person by person | | Invitation link | **Administration** > **Invitations** > **Settings** | You want one link you can share with a whole team | | Self sign-up | **Administration** > **Authentication** > **Sign-up settings** | Everyone joining shares a company email domain | | Identity provider | **Administration** > **Authentication** > **SSO Providers** or **SCIM** | Your accounts are already managed in Okta, Microsoft Entra ID or similar | ## Inviting someone Open **Administration**, and under **People** click **Invitations**. Click **Invite** at the top right. The menu offers **Registration by email** and **Registration without email**, each with **Add a member** and **Add a guest**. ![The Invitations screen in Talkspirit Administration with the Invite menu open, showing Registration by email and Registration without email, each offering Add a member and Add a guest](/images/administration-security/how-do-i-add-new-members-to-my-organization/01-invitations-invite-menu.png) People without a company email address are invited with a **Unique identifier** instead of an address, and you pass them their access code yourself because no email is ever sent to them. See [Adding users without an email address](/administration-security/users-without-email). The invitation form has no Administrator option. You invite people as a member or a guest, and promote someone to administrator afterwards from **Administration** > **Users**. For the full procedure, see [Inviting new users, members, or guests](/administration-security/inviting-new-users-members-or-guests). > **Note:** The **Members** app is a directory. You cannot add anyone from it, and every route into your organisation starts in **Administration**. ## Letting people sign up themselves Go to **Administration** > **Authentication** > **Sign-up settings**. **Sign-up access** offers three settings: - **Open**: anyone can sign up. - **Domain restricted**: only addresses on the domains you list under **Allowed domains** can sign up. - **Disabled**: no self-registration, so people must be invited. ![The Sign-up settings tab in Talkspirit Administration, showing Sign-up access set to Domain restricted, the Allowed domains list, and the Email and password and Unique identifier sign-up methods](/images/administration-security/how-do-i-add-new-members-to-my-organization/02-authentication-sign-up-settings.png) **Sign-up methods**, below it, controls the credentials people may create: **Email and password**, **Unique identifier (UID)**, or both. A second self-service route lives on the **Settings** tab of the Invitations screen. **Enable the invitation link** produces a sign-up link anyone holding it can use to join. The same tab carries **Allow members to invite new members**, which lets ordinary members send invitations, optionally restricted to your allowed domains. > **Warning:** **Allowed domains** does more than filter sign-up. It is the same list that authorises single sign-on to create accounts, so adding a domain there also lets anyone with an address on it join through your identity provider without an invitation. ## Provisioning from your identity provider Two independent mechanisms, both under **Administration** > **Authentication**: - **SSO Providers**. Once a provider is enabled, someone who signs in with it and is not yet a member is offered sign-up, provided their address matches the provider's **Allowed email domains** or your **Allowed domains** list. See [Configuring SAML Authentication](/administration-security/saml-authentication). - **SCIM**. Your identity provider creates, updates and deactivates accounts directly, with no action from you. See [Automated user provisioning and de-provisioning (SCIM 2.0)](/administration-security/automated-user-provisioning-and-de-provisioning-scim-20). ## Someone I invited has not appeared Invited people stay on the **Invitations** screen until they sign in for the first time. Only then do they move to **Administration** > **Users**. An invitation still sitting in that list is normal, not a fault. Then work through these: 1. **Check the Status column.** **Bounced** means the address rejected the invitation email. Resending will not help, and the screen will still report success. Delete the invitation, then invite the corrected address. 2. **Ask them to check spam.** Talkspirit sends reminders 2, 7 and 14 days after the invitation, and those reminders go out as bulk email, so they are filtered more aggressively than the first one. 3. **Do not worry about the age of the invitation.** Invitation links have no expiry date, so an old one still works. 4. **Remember that invitations ignore the organisation-wide email switch.** If you turned notification emails off while setting up, everyone you invited was still emailed. [Managing email invitations for new members](/administration-security/manage-email-invitations-for-new-members) covers each of these in detail. ## What's next? - [Inviting new users, members, or guests](/administration-security/inviting-new-users-members-or-guests) - [Managing email invitations for new members](/administration-security/manage-email-invitations-for-new-members) - [Adding users without an email address](/administration-security/users-without-email) --- ## Managing email invitations for new members URL: https://support.talkspirit.com/en/administration-security/manage-email-invitations-for-new-members Category: Administration & Security · Section: Users & access · Type: Tutorial · Tags: admin ## Managing email invitations for new members Everything you can do with an invitation that has already gone out lives on one screen: **Administration > Invitations**. From there you see who has been invited and has not yet signed in, you resend an invitation, and you cancel one. You need administrator rights to open it. ## Invitation emails ignore the organisation-wide email switch If you are staging your organisation and have turned email notifications off for everyone, read this before you invite anyone. That switch stops notification emails only. **Invitation emails are sent anyway.** So an organisation you believe is silent will still mail every person you invite, and they will receive a link to a platform they have not been told about. If you are setting up before an announcement, do not invite people yet. Build your structure first, then invite when you are ready for people to hear from you. ## Where do I find pending invitations? 1. Open **Administration**. 2. Under **People**, click **Invitations**. ![The Invitations screen in Talkspirit Administration, with the Invitations and Settings tabs and the Invite button](/images/administration-security/manage-email-invitations-for-new-members/01-administration-invitations.png) The **Invitations** tab lists everyone who has been invited and has not yet joined. Once a person signs up, their row disappears from this list and they appear under **Users** instead. Each row shows: - **Email**, with a **Member** or **Guest** badge. - **Name**, if you supplied one when inviting. - **Status**: **Pending**, or **Bounced** if the address rejected our email. - **Sent**: how many invitations this person has been sent in total. - **Invited on**: the date the first invitation was created. Use the search box on the right to find someone by name or email. Long lists load in pages, so click **Load more** if the person you want is not shown yet. ## How do I resend an invitation? 1. On the row you want, click the **...** button at the end. 2. Click **Resend invitation**. A confirmation appears at the bottom of the screen and the **Sent** count goes up. You resend one person at a time. There is no control that resends to everyone at once, so for a large group plan to work through the list, or cancel the invitations and invite the group again. Resending reuses the personal message from the original invitation. If you want to send a different message, cancel the invitation and create a new one. ## How do I cancel an invitation? 1. On the row you want, click the **...** button at the end. 2. Click **Delete**, then **Delete invitation** to confirm. The person can no longer use the link they were sent, and the reminders still queued for them are dropped. You can invite the same address again at any time. ## What does Talkspirit send automatically? One invitation goes out when you create the invitation. After that, Talkspirit sends three reminders to anyone who has not signed up yet: **2 days, 7 days and 14 days** after the invitation was created. Then it stops. Two things about those emails are worth knowing before someone asks you: - **The email is written in your language, not the recipient's.** It uses the language of the administrator who sent the invitation. - **Replies go to you.** The reply-to address is the administrator who sent the invitation, so a puzzled recipient answers you directly. Resending by hand does not cancel the automatic reminders and does not restart them. The only thing that stops them is the person signing up, or you cancelling the invitation. ## The status says Bounced. What now? **Bounced** means our mail server was told the address does not accept mail, usually because of a typo or a closed account. Once an invitation has bounced, resending it does nothing. The screen will still show a success message and the **Sent** count will still rise, but no email leaves. Inviting the same address again has the same result. To get past it: 1. Check the address with the person, in a channel that works. 2. Delete the bounced invitation. 3. Invite them again with the corrected address. Deleting first is the step people miss. It is what clears the bounce. ## A member says the invitation never arrived Work through these in order: 1. Check the **Status** column. If it says **Bounced**, follow the section above. 2. Check the address itself for a typo. Cancel and reinvite if it is wrong. 3. Ask them to look in spam and in any quarantine their employer runs. Invitation reminders are sent as bulk email rather than transactional email, so they are filtered more aggressively than the first one. 4. Ask their IT team to allow Talkspirit's sender address and mail servers. See [Email technical requirements](/administration-security/email-technical-requirements). If nothing works, someone without a usable email address can still be given access with an identifier instead. See [Adding users without an email address](/administration-security/users-without-email). ## Who else can send invitations? Open the **Settings** tab on the same screen. ![The Settings tab of the Invitations screen, showing the member invitation permission and the invitation link](/images/administration-security/manage-email-invitations-for-new-members/02-invitation-settings.png) - **Allow members to invite new members** lets ordinary members invite people. Turn on **Restrict to allowed domains** to limit them to the email domains you allow for sign-up. Note that members reach their own invite control in the classic interface, on the **Users** screen — in the new interface, inviting stays with administrators whatever this setting says. - **Enable the invitation link** creates a sign-up link that anyone who has it can use to join. Copy it with the button beside the field. Invitations created by members appear in the same list, and you manage them the same way. ## Exporting the list The **Invitations** page in the new interface has no export. To download the list of people you have invited, open the classic interface, where **Download invitations (Excel format)** produces an XLSX file of every pending invitation. Like the page itself, it is available to administrators only. ## What's next? - [Inviting new users, members, or guests](/administration-security/inviting-new-users-members-or-guests) - [Email technical requirements](/administration-security/email-technical-requirements) - [Adding users without an email address](/administration-security/users-without-email) --- ## Adding users without an email address URL: https://support.talkspirit.com/en/administration-security/users-without-email Category: Administration & Security · Section: Users & access · Type: Tutorial · Tags: admin ## Adding users without an email address Some of the people you need on Talkspirit have no work email address: shop-floor staff, field technicians, seasonal and agency workers. You can still give them an account. Instead of an email address you give them a **unique identifier**, such as an employee number, and they sign in with that identifier and a password. > **In summary:** turn on **Unique identifier (UID)** in Administration, invite the person with their identifier instead of an email address, then fetch their six-character access code from the classic interface and hand it over yourself. Talkspirit sends them nothing. You need administrator rights for everything below. ## Turn on sign-up without an email 1. Open **Administration**. 2. Under **Security**, click **Authentication**. 3. Open the **Sign-up settings** tab. 4. Under **Sign-up methods**, switch on **Unique identifier (UID)**. ![The Sign-up settings tab in Talkspirit Administration, with the Unique identifier (UID) switch highlighted under Sign-up methods](/images/administration-security/users-without-email/01-authentication-signup-methods-uid.png) Do this before you invite anyone. The **Invite** menu offers the without-email options whether or not the setting is on, but while it is off the identifier is thrown away and the invitation is refused. This switch also puts the **Sign up** link on your sign-in page, which is how these people reach the form. And if you ever switch it back off, everyone who signs in with an identifier loses their only way in. Talkspirit asks you to type a confirmation first. ## Invite someone who has no email address 1. Open **Administration**, then **Invitations** under **People**. 2. Click **Invite**. 3. Under **Registration without email**, click **Add a member** or **Add a guest**. ![The Invite menu on the Invitations screen, showing the Registration by email and Registration without email groups](/images/administration-security/users-without-email/02-invite-menu-registration-without-email.png) Fill in the **Unique identifier**: an employee number, a badge number, anything short that no one else in your organisation has. Letters, digits, full stops, hyphens and underscores are accepted, and Talkspirit stores the value in lower case. **First name** and **Last name** are optional, but without them the person is hard to recognise later. Use **Add another person** to invite several at once, choose the **Access scope**, then click **Send invitation**. ![The Invite a member dialog with a Unique identifier field instead of an email address field](/images/administration-security/users-without-email/03-invite-modal-unique-identifier.png) Despite the button's wording, nothing leaves Talkspirit. The **Personal message** box is not delivered either, so do not put anything in it that the person needs to read. To onboard a whole team at once, use **Bulk invite of member users** in the classic interface, which takes a spreadsheet with a `uid` column. The new **Invitations** screen has no bulk option here: the paste-a-list shortcut is offered on the email route only. ## Find and hand over the access code Talkspirit generates a six-character **access code** the moment you create the invitation. The person needs it once, to sign up. The new **Invitations** screen does not show access codes, so open the classic interface instead: 1. Go to `/#/l/dashboard/invitations` on your organisation's address. 2. Open the **Invitations without email** tab. It appears only once **Unique identifier (UID)** is on. 3. Click **See access code** on the row you want, or click **Download invitations (Excel format)** to get every code at once in a spreadsheet. Then give the code to the person by whatever means already reaches them: on paper, by SMS, in person. Treat it as a credential, because anyone holding it can claim that account. ## How they sign in The first time: 1. The person opens your organisation's address and clicks **Sign up**. 2. They type the access code into the same box that would take an email address. Talkspirit recognises it by its length. 3. The next screen shows their **Identifier**, written as the identifier you chose, a colon, and your organisation's short name, for example `470182:alpine`. Tell them to keep it. 4. They choose a password, and they are signed in. From then on they sign in with that identifier and password, on the same form everyone else uses. If someone forgets their identifier, they can read it back under **My identifier** in their own profile settings, and you can read it for them: the classic **Users** list shows it where an email address would otherwise be. ## What they cannot do Everything in Talkspirit that reaches a person by email is unavailable to them: - **No invitation email and no reminders.** The invitation exists, but nothing is sent and nothing is queued. **Resend invitation** on their row reports success and sends nothing. - **No password reset.** They cannot use **Forgot password**, and **Send an invitation link** is greyed out on their row under **Users**. To get them back in, use **Fill a new password** on the same menu, tick **Require password change on next login**, and pass the password on yourself. - **No notification emails** of any kind. Everything they need to see, they see in the app. - **They are easy to lose track of.** In the new interface their **Email** column shows a dash on the **Invitations** list and nothing at all on the **Users** list, and their identifier is shown on neither. Go by the name you gave them. If someone later gets a work address, add it with **Edit information** on their row under **Users**. An account can carry both an identifier and an email address, and from then on everything above works for them as it does for anyone else. Going the other way needs the classic interface. To give an identifier to a member who already has an account, open their profile there and fill in **Unique identifier**. ## What's next? - [Managing email invitations for new members](/administration-security/manage-email-invitations-for-new-members) - [Inviting new users, members, or guests](/administration-security/inviting-new-users-members-or-guests) - [Email technical requirements](/administration-security/email-technical-requirements) --- ## Guest users URL: https://support.talkspirit.com/en/administration-security/guest-users Category: Administration & Security · Section: Users & access · Type: Reference · Tags: admin ## Guest users A **guest** is an account that gets none of the organisation-wide access a member has. Nothing in your organisation is visible to a guest by default. What a guest can reach is decided by the **Access scope** picked when the invitation was sent, which is why two guests in the same organisation can see very different things. You recognise a guest by the `Guest` badge in the **Role** column of **Administration > Users**, and by **(Guest)** printed after their name in the **Members** app. ## Guest is not a rank below member Behind the interface, an account is either a member or an administrator, and "guest" is a separate restriction carried on top of that. The **Role** column shows it as a third value, but an account can never be a guest and an administrator at the same time. The practical consequence is that a guest cannot be promoted straight to administrator. Set them as **Member** first, then as **Administrator**. [User roles and permissions](/administration-security/user-roles) covers the ladder and the row menu. ## What a guest can reach The **Access scope** on the invitation decides everything: - **See the holarchy** gives the guest read access to the organisation's structure, every circle and every role, view only. It is the option the invitation dialog offers first. - **Access 1 group** and **Access more than 1 group** confine the guest to the groups you pick and nothing else. | Where | Guest invited with **See the holarchy** | Guest confined to groups | | --- | --- | --- | | **Structure** | Whole structure, read only | Not offered | | **Members** | Whole directory | Whole directory | | **Groups** and **Newsfeed** | Only their own groups | Only their own groups | | **Projects**, **Goals**, **Meetings** | No access | No access | | **Home**, **Cockpit**, **Chat**, **Calendar** | Yes | Yes | | **Library** | Only if guests are allowed in it | Only if guests are allowed in it | So the common belief that a guest only ever sees the groups they were invited to is true of the two group scopes and wrong about the third. A guest invited with **See the holarchy** browses your whole organisation chart. If that is not what you want, invite them into groups instead. App names can be changed for your organisation under **Administration > Terminology**, so the labels above may read differently on your screen. ### Every guest sees the whole member directory This one surprises people, so it is worth stating plainly. The **Members** app is open to every account, guests included. A guest can browse every person in your organisation and open any profile. There is no setting that hides the directory from guests. If someone must not see who else is in the organisation, a guest account is not the right answer. ## What no guest can do Whatever their access scope, a guest cannot: - **Create a project, a meeting or a goal.** Guests are excluded from creating all three, and from reading them. - **Open a group they do not belong to**, including open ones. A member sees every group that is not secret; a guest sees only their own. - **Create a group.** - **Invite anyone.** The invitation is refused even when **Allow members to invite new members** is switched on. - **Be an administrator**, either of the organisation or of a delegated app in classic Talkspirit. Guests can be suspended, restored and anonymised like any other account. ## How do I recognise a guest? You need administrator rights for this route. 1. Go to **Administration**, and under **People** click **Users**. 2. Click **Filter** at the top right. 3. Under **Quick filters**, click **Guests**. ![The Users page in Talkspirit Administration with the Filter panel open, showing the Members and Guests quick filters above an Add filter control](/images/administration-security/guest-users/01-administration-users-guests-filter.png) **Add filter** then offers a **Role** filter with the same three values, which you can combine with a status filter. The **Members** app carries the same **Guest** quick filter, so any member can tell who is a guest without opening Administration. ## Turning a guest into a member On a guest's row in **Administration > Users**, the actions menu offers **Set as Member**. That single step removes the restriction and gives the person full member access. It is covered step by step in [Changing a member to a guest or a guest to a member](/administration-security/making-a-member-a-guest-or-making-a-guest-a-member). Two things to know before you use it in the other direction: **Set as Guest always creates the most restricted kind of guest**, whatever the person had before. If you set a guest as **Member** and later as **Guest** again, they come back confined to groups even if they used to see the structure. There is no control that widens an existing guest's scope. To give a guest structure access, invite the person again with **See the holarchy**. **Making someone a guest removes their delegated administrator rights** over every app in classic Talkspirit. Setting them back to member does not return those rights, so you have to grant them again. ## Are guests free? No, and any figure you may have read about free single-group guests belongs to the old pricing grid. Guest capacity is part of your subscription, and how many you get depends on your plan. Check your plan or ask your account manager rather than assuming a quota. ## What's next? - [Inviting new users, members, or guests](/administration-security/inviting-new-users-members-or-guests) - [Changing a member to a guest or a guest to a member](/administration-security/making-a-member-a-guest-or-making-a-guest-a-member) - [User roles and permissions](/administration-security/user-roles) - [Members and guests settings](/administration-security/members-and-guests-settings) --- ## How Spark processes your organisation's data URL: https://support.talkspirit.com/en/administration-security/how-ai-processes-your-data Category: Administration & Security · Section: Data & compliance · Type: Reference · Tags: ai ## How Spark processes your organisation's data If you are deciding whether to switch Spark on, this is what you are agreeing to. The content members send to Spark is processed by an external AI provider on Talkspirit's behalf, and Talkspirit stores a record of it. Talkspirit chooses the provider. Your organisation does not. And the choice can differ from one organisation to another. ## Which AI provider processes our content? **Anthropic**, using its Claude models, by default. **Mistral** is the sovereign provider we are moving towards, and Talkspirit's platform team can point an individual organisation at a different provider. The provider in use is not a setting inside your organisation, so if you need it confirmed in writing for a security review, ask your Talkspirit contact for the current data processing agreement. ## What is stored? Spark does not simply forward a prompt and forget it. Three things are kept on Talkspirit's side: - The prompt text of jobs run through the AI gateway, stored with the job that produced it. - Spark conversation history, so a conversation can be picked up again. - An index of the organisation content Spark uses as context. This is what the **Used org context** note on an answer refers to. Talkspirit is hosted in France and Switzerland, is GDPR by design, and is ISO 27001 certified. What each AI provider may do with the content we send it is governed by the data processing agreement Talkspirit holds with that provider. **Important:** Spark's inline generation does not write prompt or response text into our application logs, but the records above mean a prompt does not disappear once the answer arrives. Treat what members type into Spark as data your organisation holds. ## What can Spark do with roles and circles? On a role or circle that already exists, Spark offers **Suggest purpose**, **Suggest domains** and **Suggest accountabilities**, plus **Refine** to rework text you already have and **Review accountabilities** to check them for clarity. Creating a whole role or circle from a name and a description is not available: the **Create with AI** tile in the create dialog is greyed out. For the step-by-step, see [Creating and editing a circle or role with Spark](/structure-governance/how-to-create-and-edit-a-circle-or-role-with-ai-assistant). **Note:** your organisation can rename *purpose*, *domains* and *accountabilities*, so these buttons may use your own words. ## Who switches Spark on? An administrator turns Spark on for the whole organisation, under **Administration > Spark > Activation**. Whether it is available at all depends on your plan: the toggle can be locked with a *contact sales* state, or be running as a trial. Each Spark feature is a separate switch and stays off until someone turns it on. Switching the main toggle off stops every Spark feature at once. For the steps, see [Enabling Spark for my organisation](/administration-security/how-to-enable-spark-for-your-organisation). ![The Activation tab of Assistant settings, showing the AI assistant card switched on with its description.](/images/administration-security/how-ai-processes-your-data/01-ai-assistant-activation.png) ## What's Next? - [Enabling Spark for my organisation](/administration-security/how-to-enable-spark-for-your-organisation) - [Creating and editing a circle or role with Spark](/structure-governance/how-to-create-and-edit-a-circle-or-role-with-ai-assistant) - [Privacy & Security Settings](/administration-security/talkspirits-administration) --- ## Change a member to a guest or a guest to a member URL: https://support.talkspirit.com/en/administration-security/making-a-member-a-guest-or-making-a-guest-a-member Category: Administration & Security · Section: Users & access · Type: Tutorial · Tags: admin ## Change a member to a guest or a guest to a member An organisation administrator changes an account between member and guest from **Administration > Users**, in the actions menu at the end of the person's row. The change applies the moment you choose it, with no confirmation step, and nobody is told. Nothing the person created is deleted, but what they can reach changes straight away. > **In summary:** open **Administration > Users**, open the actions menu on the person's row, and choose **Set as Guest** or **Set as Member**. Their content survives in both directions. The access does not: **Set as Guest** always produces the most restricted kind of guest, and no screen in Talkspirit puts a wider guest access back. You need administrator rights. ## Turn a member into a guest 1. Go to **Administration > Users**. 2. Find the person and open the actions menu at the end of their row. 3. Choose **Set as Guest**. ![The row actions menu on a member, listing Edit information, Set as Administrator, Set as Guest, Suspend and Suspend and anonymize](/images/administration-security/making-a-member-a-guest-or-making-a-guest-a-member/01-member-row-actions-menu.png) Talkspirit saves the change immediately and shows a **User updated** message. The **Role** column on that row then reads `Guest`, which is how you confirm the change landed. Two rows never offer **Set as Guest**. Your own row hides the role items entirely, and an administrator's menu offers only **Set as Member**, so set an administrator as a member first. ## Turn a guest into a member 1. Go to **Administration > Users**. 2. Find the person and open the actions menu at the end of their row. 3. Choose **Set as Member**. **Set as Member** is the only role change a guest's menu offers, and it is a single rung on the ladder. A guest cannot become an administrator in one move: set them as a member first, then set them as an administrator. ## What changes for the person Everything they created stays, in both directions. Posts, comments, files, tasks, projects, and their assignments to roles and circles are all kept. What moves is their access. When a member becomes a guest: - They lose the access members get automatically to every open group. The groups they were explicitly added to are kept. - They lose the organisation chart. A guest created from this menu sees no circles and no roles. - They lose the right to create projects, meetings and goals. - They lose their delegated administrator roles in classic Talkspirit, across groups, homepage, newsletter, library and users, all at once. When a guest becomes a member: - They gain organisation-wide access, including every open group. - They keep every group they already belonged to. Becoming a member widens their access, it does not reset it. - They are **not** added to your organisation's default groups. Only new sign-ups and restored accounts get those, so add the person yourself if you want them there. - Their delegated administrator roles are **not** given back. Grant them again if the person needs them. ## What the change does not do - **It does not tell the person.** No email and no notification is sent, to them or to anyone else. Their access simply differs the next time they look, so tell them yourself. - **It does not delete an account.** Use **Suspend** to take an account offline instead. - **It does not settle what you are billed.** Whether a guest counts towards your licences depends on your subscription and on how many groups the guest belongs to, so check with billing before converting people to save money. To stop paying for someone who has left, suspend the account rather than making it a guest. > **Warning:** **Set as Guest** always creates the most restricted kind of guest. Wider guest access is chosen when the person is invited, and no screen in Talkspirit raises an existing guest's access afterwards. So if someone was invited as a guest who could see the organisation chart, setting them as a member and then as a guest again brings them back at the restricted level, and nothing puts the wider access back. ## What's next - [Guest users](/en/administration-security/guest-users) - [User Roles and Permissions](/en/administration-security/user-roles) - [Editing, suspending, restoring or removing a member](/en/administration-security/how-to-edit-suspend-restore-or-delete-a-member-from-my-organization) --- ## Setting up chat message editing URL: https://support.talkspirit.com/en/administration-security/set-up-chat-message-editing Category: Administration & Security · Section: Platform settings · Type: Tutorial · Tags: admin ## Setting up chat message editing Platform administrators control whether members can edit chat messages after sending them, and for how long. The setting applies to the whole organisation: every conversation and group chat follows the same rule, and there is no per-group override. By default, a member can edit a message for 15 minutes after sending it. ## How do I configure this setting? 1. Go to **Administration**. 2. Under **Apps**, click **Chats**. 3. Under **Message edition settings**, use the **Allow messages edition** switch to allow or block editing. ![The Message edition settings block on the Administration Chats page: the Allow messages edition switch turned on, and below it a dropdown set to 15 minutes for how long a message stays editable.](/images/administration-security/set-up-chat-message-editing/01-message-edition-settings.png) 4. If editing is allowed, select the time during which a message can be modified after sending: **15 minutes**, **30 minutes**, **1 hour**, **12 hours**, **24 hours**, or **No limitation**. 5. Click **Save changes**. The new rule takes effect immediately for all chat conversations. ## What members see - Members can edit their own messages only: clicking your own message text opens it for editing, and pressing the up arrow in an empty message field reopens your last message. - When a message has been edited, the other participants see an **Edited** tag next to it. Hovering over the message shows when it was edited. - Once the editing window has passed, the message can no longer be opened for editing. If an edit still reaches the server, it is rejected with the error "The time limit for editing the message has expired." > **Note:** The time window applies to editing only. Members can delete their own messages at any time, whatever their age. ## What's Next? - [How do I moderate a chat room?](/communication/moderating-a-chat-room) - [How do I see who read a chat message in a room?](/communication/see-who-read-a-chat-message-in-a-room) - [How do I modify default privileges for groups?](/communication/modifying-default-privileges-for-groups) --- ## User administrator permissions URL: https://support.talkspirit.com/en/administration-security/the-user-administrator Category: Administration & Security · Section: Users & access · Type: Reference · Tags: admin ## User administrator permissions A user administrator is a member you appoint to run people administration on your behalf: they invite, edit, suspend and anonymise members without holding full administrator rights. The delegation is real and the server enforces it, but it lives entirely in **classic Talkspirit**. The new Administration console can neither grant it nor display it, so if your organisation appointed user administrators before migrating, those people still hold the rights and nothing in **Administration > Users** will tell you so. > **In summary:** an organisation administrator appoints user administrators in classic Talkspirit, under **Administration > Users settings > Users administrators**. Those people then get the three **Users** screens of that same classic administration, and nothing else. ## Where the role is granted Only an organisation administrator can appoint or remove a user administrator, and only in classic Talkspirit. 1. Open one of the classic apps from the navigation rail: **Newsfeed**, **Chat**, **Calendar**, **Groups**, **Drive** or **Library**. 2. Select **Administration** in that app's sidebar. 3. Under **Users**, select **Users settings**, then the **Users administrators** tab. 4. Add people in **Select administrators**, then save. ![The Users administrators tab of Users settings in classic Talkspirit, with the Administration sidebar showing Manage users, Manage invitations and Users settings under the Users heading](/images/administration-security/the-user-administrator/01-users-administrators-tab.png) The **Users administrators** tab is visible to organisation administrators only. A user administrator who opens the same **Users settings** page sees **Profile information** and **User attributes** and no third tab, so they can neither appoint anyone nor check who else holds the right. ## What a user administrator can do The delegation grants the three **Users** entries of the classic administration, in full. ### The three screens | Screen | What it covers | |---|---| | **Manage users** | Create a member, edit any profile, **Suspend**, **Suspend and anonymize**, **Anonymize**, restore an account, **Make it guest** and **Make it member**, reset one person's password or expire every password, update people in bulk from a spreadsheet | | **Manage invitations** | Invite members and guests, resend or delete a pending invitation, **See access code** for people invited without an email address | | **Users settings** | Profile information and user attributes, including the fields you have locked for everyone else | The right also reaches a few places outside those screens. A user administrator manages user badges, manages people sets and the dynamic groups built on them, and assigns people to newsfeed groups both at invitation time and in bulk, whatever a group's own membership permission says. Exporting the full member list, or exporting suspended accounts, is also reserved to organisation and user administrators: anyone else can export only a group they administer. ## What stays with organisation administrators - Appointing or removing any delegated administrator, including this one. - Making someone an administrator or revoking administrator rights. **Grant to admin privileges** and **Revoke admin privileges** appear only for organisation administrators, and the whole action menu is disabled when the person in the row is already an administrator. - Every other area of administration: organisation settings, security, authentication, statistics, billing, groups administration, the homepage, the newsletter and the library. Several of those carry their own separate delegation. - The new Administration console. A user administrator who is otherwise a plain member cannot open it at all, because it is reserved to the **Administrator** account role. ## How it differs from the Administrator role **Administrator** is an account role, one of three, and it carries every right on everything. User administrator is not a role: it is a list of people attached to your organisation's configuration, and it carries one department of rights. Someone can be a member on paper and a user administrator in practice, which is what makes the delegation easy to lose track of. > **Note:** because the new interface has no screen for it, an audit of who administers your people has to be done in classic Talkspirit. Open the **Users administrators** tab whenever you review access. ## What's next - [User Roles and Permissions](/en/administration-security/user-roles) - [Inviting new users, members, or guests](/en/administration-security/inviting-new-users-members-or-guests) - [Editing, suspending, restoring or removing a member](/en/administration-security/how-to-edit-suspend-restore-or-delete-a-member-from-my-organization) --- ## Sign-up settings for members and guests URL: https://support.talkspirit.com/en/administration-security/members-and-guests-settings Category: Administration & Security · Section: Users & access · Type: Tutorial · Tags: admin ## Sign-up settings for members and guests Everything that decides whether someone can create an account **without being invited** lives on one screen: **Administration > Authentication**, on the **Sign-up settings** tab. There you choose whether self-registration is open, restricted to certain email domains, or switched off, and which sign-up methods people may use. You need administrator rights. Guests are not configured here: a guest is created by inviting one, and what a guest can see is decided by the access scope you pick on that invitation. There is no organisation-wide setting that turns guest invitations on or off. ## Where do I find these settings? 1. Open **Administration**. 2. Under **Security**, click **Authentication**. 3. Open the **Sign-up settings** tab. ![The Sign-up settings tab in Administration, showing the Sign-up access choices, the Allowed domains list and the Sign-up methods switches.](/images/administration-security/members-and-guests-settings/01-sign-up-settings.png) ## How do I control who can create an account? Under **Sign-up access**, pick one of three options: - **Open**: anyone can sign up. - **Domain restricted**: only people whose email address matches a domain you list can sign up. - **Disabled**: no self-registration. People join only when you invite them. Choosing **Disabled** asks you to confirm. Existing accounts keep their access, and you can switch sign-ups back on at any time. Most organisations that invite people one by one want **Disabled**. Choose **Domain restricted** when you want colleagues on your own email domain to join by themselves without asking you first. ## How do I set the allowed domains? The **Allowed domains** list appears only when **Sign-up access** is set to **Domain restricted**. 1. Type a domain in the field, in the form `@example.com`. The leading `@` is required and the entry is rejected without it. 2. Click **Add**. 3. Repeat for each domain you accept. You can list up to 100. Remove a domain with the cross beside it. Switching **Sign-up access** to **Open** or **Disabled** clears this list. If you go back to **Domain restricted** later, you will have to enter your domains again, so note them somewhere first. ⚠️ **Warning:** this list does more than filter sign-ups. It is also the allowlist that authorises automatic account creation through single sign-on: a person who authenticates with your identity provider and whose address matches one of these domains gets an account created on the spot, with no invitation and no approval step. Add a domain only when you are willing for everyone at that domain to be able to join unattended. Two more things worth knowing before you rely on this list: - Each SSO provider has its own **Allowed email domains** field on the **SSO Providers** tab. A match there also authorises automatic account creation, independently of the list on this tab. - If the **Allowed domains** list is empty and your organisation has exactly one authentication provider enabled, and that provider is SAML or OpenID, automatic account creation through it is still allowed. Setting **Sign-up access** to **Disabled** does not close that route. ## How do I choose the sign-up methods? Under **Sign-up methods**, two switches decide how an account can be created and used: - **Email and password**: people sign up and sign in with their email address and a password. - **Unique identifier (UID)**: people sign up and sign in with an identifier instead of an email address. Turn this on before you invite anyone without an email address. See [Adding users without an email address](/administration-security/users-without-email). Turning either one off asks you to confirm, and you type the word `disable` to go through with it. Talkspirit blocks the change outright when it would be the last way in: if the method you are switching off is the only one active and no SSO provider is enabled, the confirmation button stays greyed out, because the change would lock every account out, including yours. ## Can members invite people, rather than administrators? That setting is not here. It lives on **Administration > Invitations**, on the **Settings** tab, as **Allow members to invite new members**, with **Restrict to allowed domains** limiting members to the domains you listed above. Administrators are never bound by that restriction and can invite any address. One caveat to set expectations before you switch it on: the invite controls are administrator-only whatever this setting says. A member who has the permission reaches their invite control in the classic interface. See [Inviting new users, members, or guests](/administration-security/inviting-new-users-members-or-guests). ## Are there settings specific to guests? No. In the new interface there is no organisation-wide switch for guest invitations and no guest-specific sign-up rule. What a guest can reach is decided one invitation at a time, by the **Access scope** you choose when you invite them: - **See the holarchy** - **Access 1 group** - **Access more than 1 group** For what each of those means, and what a guest can and cannot do afterwards, see [Guest users](/administration-security/guest-users). For the difference between an administrator, a member and a guest account, see [User Roles and Permissions](/administration-security/user-roles). ## What's next? - [Inviting new users, members, or guests](/administration-security/inviting-new-users-members-or-guests) - [Managing email invitations for new members](/administration-security/manage-email-invitations-for-new-members) - [Configuring SAML Authentication](/administration-security/saml-authentication) - [Password Security Policy](/administration-security/password-security-policy) --- ## Managing profile fields for members URL: https://support.talkspirit.com/en/administration-security/manage-custom-fields-for-members Category: Administration & Security · Section: Users & access · Type: Tutorial · Tags: admin ## Managing profile fields for members Profile fields are the pieces of information a member profile can hold. Talkspirit ships seventeen of them, and you can add your own for anything specific to your organisation, such as a department, an office or a payroll number. You manage them from **Administration > Users**, on the **Profile fields** tab. You need administrator rights. Before you start, read the section on filling in values at the end: you define the fields and read their values, but you cannot type a value into one. ## Where do I find the profile fields? 1. Open **Administration**. 2. Under **People**, click **Users**. 3. Open the **Profile fields** tab. ![The Profile fields tab in Administration, listing each field with its type and a Default field badge.](/images/administration-security/manage-custom-fields-for-members/01-profile-fields-tab.png) Every field is listed with its type. The seventeen fields Talkspirit provides carry a **Default field** badge, and the ones you create do not. Use **Filter** to show only default fields or only custom ones, and the magnifying glass to search by name. ## How do I add a profile field? 1. Click **Add attribute** at the top right. 2. Enter a **Label**. This is the name members will see on the profile. 3. Choose a **Type**. 4. Choose a **Constraint**, or leave it on **None**. See the section below. 5. Add a **Description** if the field needs explaining. 6. Click **Add attribute**. ![The Add attribute dialog with the Type list open, showing the nine field types.](/images/administration-security/manage-custom-fields-for-members/02-add-attribute-dialog.png) Nine types are available: **Text**, **Long text**, **Number**, **Date**, **Email**, **Phone**, **Yes / No**, **Single-choice list** and **Multiple-choice list**. ⚠️ **Warning:** the type is fixed once the field is created. You can rename a field and rewrite its description afterwards, but you cannot change its type. If you picked the wrong one, delete the field and create it again. **Single-choice list** and **Multiple-choice list** are worth a word of caution. The new interface has no editor for the options themselves, so a list field created here has no choices to offer. Create list fields from the classic interface, where the option editor lives, until this is completed. ## What do Required and Locked do? **Constraint** is a single choice, so a field is never both at once: - **None**: an ordinary optional field. - **Required**: the member is asked to complete the field before they can carry on using the platform. - **Locked**: only an administrator can change the value. The member sees it but cannot edit it. Both act on the profile form in the classic interface, which is where values are entered. Neither has any effect on the profile screens in the new interface, which display values without offering to edit them. ## How do I choose which fields appear on member cards? The **Profile fields** tab decides which fields exist. The neighbouring **Profile display** tab decides where they show up: drag fields into **Profile card** to set what appears under a member's name in the directory, and into the hovercard list for the small preview that opens when you point at someone. The card takes at most two fields and the hovercard at most three. The full profile page shows every field that holds a value, whether or not you placed it on the card. ## How do I edit, lock or delete a field? Click the three dots at the end of the row. ![The row actions menu on a profile field, offering Edit, Lock and Set as required.](/images/administration-security/manage-custom-fields-for-members/03-profile-field-actions.png) - **Edit** reopens the dialog so you can change the label, the description and the constraint. - **Lock** and **Set as required** flip the constraint straight from the menu. - **Delete** appears only on the fields you created. The seventeen default fields cannot be deleted, only locked or made required. ⚠️ **Warning:** deleting a field removes its values from every member profile, and there is no undo. Export your members first if the field holds anything you might want back. See [Exporting my organisation's data as an admin](/administration-security/export-your-organisations-data-as-an-administrator). ## How does a field get filled in? Not from the new interface. It has no control for entering a profile field value, for a member editing their own profile or for an administrator editing someone else's. The **Information** page of your account settings covers bio, motto, job title, company, skills, phone, mobile and location, and nothing else. Values reach a profile in three other ways: - A member fills them in on the **Information** tab of their profile in the classic interface. - Your identity provider supplies them, if a claim has been mapped onto the field. The mapping is shown on **Administration > Authentication > SSO Providers** but is not editable there. - Automatic provisioning writes them. See [Automated user provisioning and de-provisioning (SCIM 2.0)](/administration-security/automated-user-provisioning-and-de-provisioning-scim-20). ## Not the same as custom fields on roles and circles Structure has its own custom fields, which attach to roles and circles rather than to people. They are configured elsewhere and behave differently. See [Managing custom fields for roles and circles](/structure-governance/manage-custom-fields-for-roles-and-circles). ## What's next? - [User Roles and Permissions](/administration-security/user-roles) - [Managing the Members Hierarchy view](/administration-security/how-to-manage-members-hierarchy-view) --- ## Manage all groups as an administrator URL: https://support.talkspirit.com/en/administration-security/managing-groups Category: Administration & Security · Section: Users & access · Type: Reference · Tags: admin ## Manage all groups as an administrator **Administration > Groups** in the new interface is an inventory, not a control panel. It lists every group in your organisation with its name, visibility, member count and creation date, and there is nothing on the page to click. Creating a group, editing it, managing its members, archiving it or deleting it are all still done in classic Talkspirit. > **In summary:** read the list in **Administration > Groups**; do the work in classic Talkspirit, under **Administration > Manage groups**. You need organisation administrator rights to open the new Administration console. The classic group screens are open to organisation administrators and to groups administrators. ## What Administration > Groups shows The table has four columns: **Name**, **Visibility**, **Members** and **Created**. - **Visibility** has two values, **Public** and **Private**. An open group reads Public; private groups and secret groups both read Private, so the list cannot tell those two apart. - **Members** is a count. Select **Users** in the same **People** section to see who belongs to what. - Archived groups are not marked in any way. - There is no search box, no sorting, no filter, no **Create** button and no per-row menu. - The page asks for the first 100 groups and offers no pagination, so a large organisation will not see every group here. The **Groups** entry appears only when the Newsfeed module is enabled for your organisation. ![Administration with Groups selected under People, showing the Name, Visibility, Members and Created columns](/images/administration-security/managing-groups/01-administration-groups-list.png) ## Where group management happens 1. Select **Groups** in the navigation rail. Classic Talkspirit opens. 2. Select **Administration** in its sidebar. 3. Under **Groups**, select **Manage groups**. This screen lists every group, including private and secret ones. Archived groups are hidden by default: choose **Archived groups** in the drop-down to see them. The drop-down narrows the list to **All groups**, **Open groups**, **Private groups**, **Secret groups** or **Archived groups**, the **Filter** box searches titles, and the counter above the list reads as a total with an open, private and secret breakdown. **Create group** and **Download groups list (excel format)** sit at the top right, beside a **Topics** tab. Two warnings can appear under a group, both in red: **This group has no manager.** and an inactivity warning counting the months since the last post. ## What the group actions menu offers The cog at the end of a group row opens its actions. | Action | What it does | |---|---| | **Manage users** | Lists the group's members and lets you add or remove them and grant group manager rights | | **Add users** | Opens a picker over the whole organisation. The search box takes `group:`, `skill:`, `position:`, `location:`, `company:` and `manager:` prefixes, so you can pull in everyone from another group or everyone with a given skill in one go | | **Download users list (excel format)** | Exports that group's members | | **Become group manager** | Makes you a manager of the group. Once you are one it reads **Revoke my rights and leave group** | | **Archive group** | Hides the group and its chat room from members. Posts stay searchable but leave the newsfeed and take no more comments or likes | | **Delete group** | Permanently deletes the content of every app enabled on that group | **Information & privacy**, which holds the title, description, topic, cover image and privacy level, and the people set entry appear on this menu only once you are a manager of the group. **Become group manager** puts them there. ![The classic Manage groups screen with a group's actions menu open, listing Manage users, Add users, Download users list, Become group manager, Archive group and Delete group](/images/administration-security/managing-groups/02-classic-manage-groups-actions.png) ## Settings that live inside a group Per-group permissions are configured in the group itself, not in administration. Open the group and select **Settings** in its right-hand panel. Three entries are reserved to managers of that group: - **Information & privacy**: title, description, topic, cover and privacy level. - **Manage permissions**: who can post, who can comment, who can pin a comment, who can add and remove members, who can add or delete integrations, who can set up labels, and who can manage or bulk-edit drive files. Most questions offer **Only group managers** or **Allow all members**; commenting can also be set to **Nobody**, and where the validation workflow is enabled, posting offers **All members but a post must be approved by a group manager**. The pin question is the exception: it appears only when the organisation allows groups to override it, its default lives in **Administration > Newsfeed** rather than Groups settings, and its options are **Only administrators** or **Post owners, group managers and administrators**. - **Manage enabled apps**: which of Newsfeed, Chat, Drive, Calendar and Projects that group uses. Which permission questions appear at all depends on what **Groups settings** allows a group to override. ## Organisation-wide group settings **Groups settings**, directly under **Manage groups**, holds the settings that apply to every group: who can create open, private and secret groups, who is notified about new open groups, the organisation defaults for adding and removing members, for integrations and for labels, each with a switch deciding whether a group manager may override it, plus default groups for new members, source groups and other locked groups. The same page carries **Groups administrators**, the list of members who get **Manage groups** and **Groups settings** without holding full administrator rights. That delegation is real and the server enforces it, but the new Administration console can neither grant it nor show it, exactly as with [User administrator permissions](/en/administration-security/the-user-administrator). Audit it in classic Talkspirit. ![The classic Groups settings screen showing the Groups administrators picker and the rules for creating open, private and secret groups](/images/administration-security/managing-groups/03-classic-groups-settings.png) ## Groups and invitations You can drop someone into groups as you invite them. In **Administration > Invitations > Invite**, the **Access scope** field decides: choose **Access 1 group** or **Access more than 1 group** and a **Groups** picker appears, listing the same groups as the inventory. Choose **See the holarchy** and no group is set, because that scope grants organisation-wide reading instead. Circles are never offered here: the picker holds groups only. ## What's next - [Understanding Groups](/en/communication/groups) - [User administrator permissions](/en/administration-security/the-user-administrator) - [Inviting new users, members, or guests](/en/administration-security/inviting-new-users-members-or-guests) --- ## Editing, suspending, restoring or removing a member URL: https://support.talkspirit.com/en/administration-security/how-to-edit-suspend-restore-or-delete-a-member-from-my-organization Category: Administration & Security · Section: Users & access · Type: Tutorial · Tags: admin ## Editing, suspending, restoring or removing a member When someone changes name, leaves, or comes back, you handle it from **Administration > Users**. Editing a member's details, suspending or restoring their access, and removing someone for good all live in the actions menu on their row. If you came here looking for how to delete a user, read [How do I remove or delete a member?](#how-do-i-remove-or-delete-a-member) first: there is no delete button, and the section explains what to do instead. Suspension is reversible and frees the licence; one option inside it is not reversible, so read the suspend section before you use it. You need administrator rights for everything on this page. ## What do I need to know before I start? - You cannot suspend or anonymise an administrator. Set them to **Member** first, then suspend. - Promoting an administrator to owner, or removing an owner, can only be done by an owner. - There is no way to delete a member outright. Removing someone means suspending them, and the strongest action available is **Suspend and anonymize**, which is permanent. See [How do I remove or delete a member?](#how-do-i-remove-or-delete-a-member). ## How do I edit a member? 1. Click your **profile icon** and select **Administration**. 2. Under **People**, open **Users**. 3. Open the actions menu at the end of the member's row. 4. Select **Edit information**, make your changes, and confirm. ![The actions menu open on a member's row, listing Edit information, Set as Administrator, Set as Guest, Suspend, Suspend and anonymize, Send an invitation link and Fill a new password.](/images/administration-security/how-to-edit-suspend-restore-or-delete-a-member-from-my-organization/01-member-actions-menu.png) The menu is built from what applies to *that* member, so two rows rarely offer the same items. Role changes move one step at a time along Guest, Member, Administrator, so a guest is offered **Set as Member** and never **Set as Administrator**. On a suspended member, **Restore**, **Detach from activities** and **Anonymise** take the place of **Suspend** and **Suspend and anonymize**. **Send an invitation link** and **Fill a new password** are always listed, whether or not the member has signed in before, and **Send an invitation link** is greyed out for a member who has no email address. ## How do I suspend a member? Suspending a member closes their access and frees the licence they were using. Their profile is kept, and you can restore them later. 1. In **Administration > Users**, open the actions menu on the member's row. 2. Select **Suspend**. 3. Decide about **Also detach the user from their activities**. See the warning below. It is off unless you tick it. 4. Click **Suspend** to confirm. **Important: ** suspension on its own leaves the member's roles, circles, projects and upcoming meetings exactly as they are. Ticking **Also detach the user from their activities** removes them from all of it, and that cannot be undone. Restoring the member brings back their access, never their assignments. If you are not certain, leave the box unticked: you can always detach later, but you cannot reattach. Two things a plain suspension removes anyway, whichever way you leave that box: the member is taken out of every **chat room** and every **homepage portal** they belonged to. Restoring them does not put them back, so note down anything you will need to re-add. Suspension frees a licence *slot*, so you can invite someone else without buying a seat. It does not change what you are billed — the number of seats on your subscription is contractual and only changes when you resize the plan. ![The "Suspend Yasmine Aubert?" confirmation, warning that the user will lose access and can be restored at any time, with the "Also detach the user from their activities" tick-box left unticked.](/images/administration-security/how-to-edit-suspend-restore-or-delete-a-member-from-my-organization/02-suspend-dialog.png) ## How do I restore a suspended member? 1. In **Administration > Users**, open the actions menu on the suspended member's row. 2. Select **Restore**. 3. Click **Restore** to confirm. The member gets their access back, and their licence is used again. Their roles, circles, projects and meetings are still there, unless you detached them when you suspended, in which case they are gone for good and have to be assigned again by hand. ## How do I remove or delete a member? There is no **Delete** action, so you cannot erase a member's account from the organisation. Removing someone is done in two strengths, both from the actions menu on their row: - **Suspend** closes their access and frees their licence, keeps their profile, and can be undone. This is the normal way to remove someone who leaves. See [How do I suspend a member?](#how-do-i-suspend-a-member). - **Suspend and anonymize** closes their access and permanently strips their personal data. Use it when the person's data has to go too, for example for a data-protection request. It cannot be undone. Use **Suspend and anonymize** in the same actions menu when the personal data has to be removed. It suspends the account and strips the personal data from it: name, display name, profile photo and cover, biography, position, skills, phone numbers and custom fields are all cleared, and the email address is replaced with a generated one. The product warns you that the action cannot be undone, and it means it: an anonymised account cannot be restored. Anonymising also deletes the person's calendars and takes them out of their chat rooms. **Already suspended?** You do not need to restore the account first. On a suspended row the menu offers **Anonymise**, which does the same permanent erasure, and **Detach from activities**, which removes the person from their roles, circles, boards and upcoming meetings while the account stays suspended. Detaching cannot be undone either: restoring the account later does not bring the assignments back. If you are off-boarding through your identity provider, SCIM does this for you: setting an account inactive suspends it, and a SCIM delete anonymises it rather than removing it. See [Automated user provisioning and de-provisioning (SCIM 2.0)](/administration-security/automated-user-provisioning-and-de-provisioning-scim-20). ![The "Suspend and anonymize Yasmine Aubert?" confirmation, stating that the account is suspended and the personal data permanently anonymised, with "This action cannot be undone" in red.](/images/administration-security/how-to-edit-suspend-restore-or-delete-a-member-from-my-organization/03-suspend-and-anonymize-dialog.png) ## Troubleshooting - **"This email can't be modified. This is because this email address is used in another organization"**. The address belongs to an account in another organisation, so only the member can change it, from their own account settings. - **You invited someone with the wrong email address**: delete the invitation in **Administration > Invitations**, then invite them again with the correct address. Do not suspend the account. - **The person is not in the Users list**: they have not accepted their invitation yet. Pending invitees live on **Administration > Invitations**; the Users list filters on All, Active and Suspended only. ## Can I suspend several people at once? Not from **Administration > Users** — that screen works one row at a time. Classic Talkspirit's **Bulk update** screen does it: the spreadsheet it takes has a `status` column, where `suspended` suspends an account and `online` restores one. Anonymisation is deliberately excluded — a row asking for it is rejected and skipped. ## What's Next? - [Adding new members to my organisation](/administration-security/how-do-i-add-new-members-to-my-organization) - [Managing email invitations for new members](/administration-security/manage-email-invitations-for-new-members) --- ## Suspending users in bulk URL: https://support.talkspirit.com/en/administration-security/suspend-users-in-bulk Category: Administration & Security · Section: Users & access · Type: Tutorial ## Suspending users in bulk Administrators can suspend multiple users at once, revoking their access to the platform without permanently deleting their accounts. Bulk suspension is useful when off-boarding groups of users — for example, at the end of a project or following an organisational change. Suspended users can be reinstated at any time. ## How do I suspend multiple users at once? 1. Click the **gear** icon in the left-hand navigation menu to open **Administration**. 2. Click on **Users**. 3. Go to the **Members** or **Guests** tab depending on the user type you want to suspend. 4. Select the checkboxes next to the users you want to suspend. 5. Use the bulk action menu to choose **Suspend** or **Suspend and anonymize**. Note: suspending a user blocks their access to the platform but does not delete their account or contributions. You can reinstate suspended users by following the same process and selecting the reinstate option. ## Who can suspend users in bulk? Only platform administrators can suspend users. ## What's Next? - How do I invite members to the platform? - How do I suspend and anonymize an individual user? - How do I manage user roles and permissions? --- ## Allowing users to pin comments URL: https://support.talkspirit.com/en/administration-security/allowing-users-to-pin-comments Category: Administration & Security · Section: Platform settings · Type: Tutorial · Tags: admin ## Allowing users to pin comments Pinning a comment moves it to the top of a post's comment thread with a **Pinned** label, so nobody misses it. As an administrator, you choose who is allowed to pin comments for the whole organisation, and you can let group managers redefine that permission group by group. ## How do I configure comment pinning permissions? 1. Go to **Administration**. 2. Under **Apps**, click **Newsfeed**. 3. In the **Allow comments pin** section, choose between: - **Only administrators**: administrators are the only people who can pin comments. This is the default. - **Post owners, group managers and administrators**: the author of the post and the managers of the group it was published in can also pin comments. 4. Click **Save**. ![The Allow comments pin section of the Administration Newsfeed page: two radio options, Only administrators selected and Post owners, group managers and administrators below it, then a switch reading Allow group managers to overwrite this permission, turned off.](/images/administration-security/allowing-users-to-pin-comments/01-allow-comments-pin-section.png) ## Can group managers override the pinning setting? Yes, if you allow it. In the same **Allow comments pin** section, switch on **Allow group managers to overwrite this permission** and click **Save**. Group managers then find a **Set who can pin a comment** option under **Manage permissions** in the settings of each group they manage, and can pick a different rule for that group. While the switch is off, that option does not appear in any group's settings. This is expected, not a bug: every group follows the organisation-wide permission, and saving the Newsfeed settings applies it to all groups again. The other per-group permissions are covered in [Manage all groups as an administrator](/en/administration-security/managing-groups). ![The Manage permissions dialog of a group, listing Set who can post, Set who can comment and, at the bottom left, Set who can pin a comment with two radio options: Only administrators, selected, and Post owners, group managers and administrators.](/images/administration-security/allowing-users-to-pin-comments/02-set-who-can-pin-a-comment.png) ## What are the rules for pinning comments? - Only **one comment per thread** can be pinned at a time. Pinning another comment replaces the currently pinned one. - Administrators can pin and unpin comments on any post, whichever option is selected. - On posts sent directly to people rather than published in a group, the post owner can pin a comment only when **Post owners, group managers and administrators** is selected. ## What's Next? - [Pinning a comment](/en/communication/how-to-pin-a-comment) - [Manage all groups as an administrator](/en/administration-security/managing-groups) - [Set the organisation-wide defaults for groups](/en/communication/modifying-default-privileges-for-groups) - [Activating or deactivating the Newsfeed module](/en/administration-security/activatingdeactivating-the-newsfeed-module) --- ## Managing members in bulk URL: https://support.talkspirit.com/en/administration-security/how-to-manage-members-in-bulk Category: Administration & Security · Section: Users & access · Type: Tutorial ## Managing members in bulk Administrators can manage multiple members in a single action instead of editing them one by one. From the Members dashboard, you can change member types, suspend, restore or delete members, and resend email invitations in bulk. Only administrators can perform these actions. ## How do I edit member types in bulk? 1. Click on your **profile icon** and select **Administration**. 2. Go to the **Members dashboard** section. 3. Tick the members you want to update. 4. Click **Edit type** and select the type: member, admin, or inactive. 5. Review which members are impacted. 6. Click **Edit members type** to confirm. ## How do I manage member status in bulk? 1. Click on your **profile icon** and select **Administration**. 2. Go to the **Members dashboard** section. 3. Tick the chosen members. 4. Click **Manage status** and select the action: restore, suspend, or delete. 5. Review which members are impacted. 6. Confirm the action. ## How do I resend email invitations in bulk? 1. Click on your **profile icon** and select **Administration**. 2. Go to the **Members dashboard** section. 3. Tick the chosen members. 4. Click **Resend email invitations**. 5. Review which members are impacted. 6. Click **Send invitations** to confirm. ## How do I filter members in the dashboard? Use the filters in the Members dashboard to find specific members before taking bulk actions. You can filter by: - Name - Type (member, admin, inactive) - Role - Circle - Status (active, invited, suspended) - Last connection date ## What's Next? - How do I change my email address? - How do I change my password? - How do I update my profile picture? --- ## Set up the member hierarchy URL: https://support.talkspirit.com/en/administration-security/how-to-manage-members-hierarchy-view Category: Administration & Security · Section: Users & access · Type: Tutorial ## Set up the member hierarchy The member hierarchy records who reports to whom, alongside the circles and roles that describe how work is organised. An administrator switches it on in **Administration > People > Users > Hierarchy** and names the managers the tree is built from. A **Hierarchy** view then appears in the Members app, and **Manager** and **Job title** appear on every member's profile. You need organisation administrator rights to turn it on. ## Turn on the hierarchy 1. Open **Administration** and go to **People > Users**. 2. Select the **Hierarchy** tab. 3. Switch on **Enable member hierarchy**. Its description states plainly what it does: show the Hierarchy view on the Users page and build the reporting tree. 4. Under **Source managers**, click **Add manager** and pick the people the tree starts from. These are your top-level managers, and the tree is drawn downwards from them. ![The Hierarchy tab in Administration > People > Users, with the Enable member hierarchy switch and the Source managers section](/images/administration-security/how-to-manage-members-hierarchy-view/01-administration-users-hierarchy-tab.png) Until you switch it on, the Manager and Job title fields resolve to nothing anywhere in the product, and the Hierarchy view reports that the member hierarchy is not configured for your organisation. Switching it on is a setting, not a purchase: it is not tied to your plan or to any add-on you have to buy. ## Record who reports to whom Once the hierarchy is on, there are two ways to fill it in. **An administrator sets it for someone else.** Open the person in the Members app and edit their **Manager** and **Job title** from the detail panel. **Each person sets their own.** In **Account > Information**, everyone finds **Managed by**, described as the person you report to, and **Manager of**, the people who report to them, with **Add report** and **Remove report** controls. Your organisation can close that second route. When the reporting fields are locked, everyone except administrators sees the note that these fields are managed by your organisation and cannot be edited, and the server refuses the change rather than the interface merely hiding it. The lock is not on the Hierarchy tab: it is a profile-field setting, so ask your administrator if you find the fields greyed out. ## Read the hierarchy Open the **Members** app and choose the third of the three view buttons above the list, **Hierarchy**. The tree is drawn from your source managers downwards. Each node names a person and counts their direct reports, and you expand or collapse a branch to walk down or tidy up. ![The Hierarchy view of the Members app, showing a populated reporting tree from Stefan Brandt down through managers and their direct reports](/images/administration-security/how-to-manage-members-hierarchy-view/02-members-hierarchy-view.png) Suspending or anonymising someone removes them from the tree automatically: their reports lose them as a manager, and they drop out of the source managers if they were one. Restore the account and you will need to set the reporting line again. ## What's next - [User Roles and Permissions](/en/administration-security/user-roles) - [Editing, suspending, restoring or removing a member](/en/administration-security/how-to-edit-suspend-restore-or-delete-a-member-from-my-organization) - [Managing custom fields for members](/en/administration-security/manage-custom-fields-for-members) --- ## Changing or adding an owner of my organisation URL: https://support.talkspirit.com/en/administration-security/how-to-change-or-add-an-owner-of-my-organization Category: Administration & Security · Section: Organization management · Type: Tutorial · Tags: admin An organisation owner is an administrator with the highest level of control over your organisation. You grant owner status to an administrator from **Administration → Users**, using the actions menu on their row. Adding an owner does not remove the existing one, so an organisation can have several owners at once. ## Prerequisites - You must be an organisation owner yourself to grant or remove owner status. - The person you promote must already be an administrator. An owner is a special administrator, so the **Set as Owner** action appears only on members who already hold the administrator role. ## How do I make an administrator an owner? 1. Select your profile picture, then **Administration**. 2. In the sidebar, open **Users**. 3. Find the administrator you want to promote, then select the actions menu at the end of their row. 4. Select **Set as Owner**. An **Owner** badge appears next to their role and a confirmation message reports that the member was promoted. The change applies immediately, with no separate save step. ![Administration → Users row for an administrator, with the row actions menu open showing the "Set as Owner" item](/images/administration-security/how-to-change-or-add-an-owner-of-my-organization/set-as-owner.png) ## How do I remove an owner? 1. In **Administration → Users**, find the owner you want to change. 2. Select the actions menu at the end of their row, then select **Remove as Owner**. The member keeps their administrator role and loses only the owner status. > **Note:** An organisation must always keep at least one active owner. **Remove as Owner** is blocked when it would remove the last remaining owner, and the same protection prevents you from demoting, suspending, or anonymising your last owner. ## Next steps - [User Roles and Permissions](/en/administration-security/user-roles) - [User administrator permissions](/en/administration-security/the-user-administrator) - [Editing, suspending, restoring or removing a member](/en/administration-security/how-to-edit-suspend-restore-or-delete-a-member-from-my-organization) --- ## Deleting my organisation URL: https://support.talkspirit.com/en/administration-security/how-to-delete-my-organization Category: Administration & Security · Section: Organization management · Type: Tutorial ## Deleting my organisation **Any administrator can delete the organisation** — not only its owner. Deletion permanently removes all users, roles, circles, and content. This action is irreversible and the organisation cannot be restored. > **Warning:** if you expected this to be reserved to the owner, it is not. Every administrator holds it. Review who has administrator rights before relying on ownership as a safeguard. ## How do I delete my organisation? ⚠️ **Warning:** This action is permanent. All data, including users, roles, circles, and content, is permanently deleted and cannot be recovered. 1. Click on your **profile icon** and select **Administration**. 2. In the **General Settings** page, scroll down to the **Delete this organization** section. 3. Click **Delete organization**. 4. Enter your password and click **Delete organization** again. 5. Click **Delete** to confirm. ![Delete organisation danger-zone section in General Settings, with the confirmation dialog open asking for password and reason for deletion](/images/administration-security/how-to-delete-my-organization/delete-organization-confirmation.png) ## What's Next? - How do I change my email address? - How do I set up two-factor authentication? - How do I log into Talkspirit? --- ## Defining newsletter managers URL: https://support.talkspirit.com/en/administration-security/defining-newsletter-managers Category: Administration & Security · Section: Users & access · Type: Tutorial · Tags: admin, permissions ## Defining newsletter managers Newsletter managers in Talkspirit are platform members designated by administrators to manage the newsletter feature. They can create, edit, delete, and send newsletters that promote posts from public groups by email to all platform members. Only platform administrators can designate newsletter managers, and only full members (not guest users) can be assigned this role. > **Note:** The newsletter is not available yet, but it is planned. This article describes how it worked in the previous version. ## How do I designate a newsletter manager? 1. Go to **Administration** and select the **Newsletter** section. 2. Choose the members you want to designate as newsletter managers from the displayed list. Once a member becomes a newsletter manager, a new **Newsletter** section appears in their **Administration** panel. ## Who can be a newsletter manager? Only full platform members can become newsletter managers. Guest users cannot be designated as such. Platform administrators are newsletter managers by default and do not need to assign themselves. ## What's Next? - [How do I share a newsletter with all platform members?](/en/communication/how-to-share-a-newsletter-with-all-platform-members) - [Define important posts](/en/communication/define-important-posts) - [How do I identify who's seen a post?](/en/communication/how-to-identify-whos-seen-a-post) - [Formatting a post](/en/communication/formatting-a-post) --- ## Find a member's email address URL: https://support.talkspirit.com/en/administration-security/how-to-find-the-email-of-people-in-my-organization Category: Administration & Security · Section: Users & access · Type: Tutorial ## Find a member's email address Open the **Members** app, click the person, and read their address under **Contact details** on the **Info** tab. A copy button sits next to it. Any signed-in member can do this for any colleague. What is reserved to administrators is *searching* the organisation by address, and that restriction is deliberate. ## Look up one person 1. Open **Members** from the navigation rail. 2. Find the person by name, using the search box at the top right if the list is long. 3. Click their card or row. A detail panel opens. 4. Select the **Info** tab. 5. Read the address under **Contact details**, and click the copy icon beside it to put it on your clipboard. ![The Info tab of a member's detail panel, showing Contact details with the person's email address and a copy button beside it](/images/administration-security/how-to-find-the-email-of-people-in-my-organization/02-member-profile-contact-details.png) If the panel shows **No email** instead, that person joined without an email address. Nothing is missing and nothing is broken: the product supports accounts identified by a code rather than an address. ## Read several at once Switch the Members app to the **List** view using the first of the three view buttons above the list. The list carries an **Email** column beside each name, alongside **Status** and **Role**. Sort by name, or narrow the list with **Filter**, and read the addresses you need from the column. ![The Members app in List view, with Name, Email, Status and Role columns and one row per member](/images/administration-security/how-to-find-the-email-of-people-in-my-organization/01-members-list-email-column.png) The Email column is hidden on narrow screens, so use a full-width window rather than a phone. Administrators see the same column in **Administration > People > Users**, next to the Groups and Last seen columns, on the screen where they also change roles. ## Who can see what Be clear with your organisation about this, because it surprises people: **the Email column is not reserved to administrators.** Any member who opens the Members app reads every colleague's address there, and no setting hides the column. Two things *are* restricted: - **Searching by address.** Typing a full address into a search to discover whether it belongs to someone in the organisation is refused for anyone who is not an administrator. The product treats that as a way of testing addresses against your organisation, and blocks it on the server. - **Getting the whole list in one file.** There is no export button on the Users screen in the new Administration console today. If you need member data as a spreadsheet, see [Exporting my organisation's data as an admin](/en/administration-security/export-your-organisations-data-as-an-administrator). > **Note:** Copying addresses out of the member list to build a mailing list falls outside what the product is designed for, and your organisation's data-protection obligations still apply to anything you take out of it. ## What's next - [User Roles and Permissions](/en/administration-security/user-roles) - [Adding users without an email address](/en/administration-security/users-without-email) - [Managing custom fields for members](/en/administration-security/manage-custom-fields-for-members) --- ## Disable notification emails for your organisation URL: https://support.talkspirit.com/en/administration-security/disable-email-notifications-for-your-organization Category: Administration & Security · Section: Platform settings · Type: Tutorial · Tags: admin, notifications ## Disable notification emails for your organisation Administrators can switch off notification emails for the whole organisation from **Administration → Organisation**. The switch stops the emails Talkspirit sends about Structure, Meetings, Projects and Goals activity, for everyone in the organisation including administrators. > **Warning:** This switch does not make Talkspirit silent. Invitation emails, account activation emails and password-reset emails are sent by a different system and keep going out. If you are preparing your organisation before go-live, that is the part to plan around: add members only when you are ready for them to hear from Talkspirit. You need administrator rights to change this setting. ## Turn notification emails off 1. Click your organisation name in the top-right corner, then select **Administration**. 2. In the left menu, under **Settings**, select **Organisation**. 3. Scroll to **Notification emails**. 4. Switch **Send notification emails** off. The change takes effect immediately and a confirmation message appears. There is no Save button. Switch it back on the same way when you are ready to go live. ![The Notification emails section of Administration > Organisation, with the Send notification emails switch highlighted](/images/administration-security/disable-email-notifications-for-your-organization/01-administration-organisation-notification-emails.png) ## What the switch stops While the switch is off, Talkspirit sends no notification email for: - **Structure and governance**: proposals, role and circle assignments, mentions, published documents, time-allocation reminders. - **Meetings**: scheduled, updated, cancelled, approaching and overdue meetings, and published meeting reports. - **Projects and Goals**: task and subtask assignments, completions, mentions, goal assignments, goal progress, archived boards and tasks. Nobody is exempt. Administrators stop receiving these emails too, so do not rely on your own inbox to tell you what is happening while the switch is off. In-app notifications are a separate channel and are not affected. Members continue to see activity in Talkspirit, they just do not get an email about it. ## What the switch does not stop Only the three areas above send their emails through the service the switch controls. Every other email Talkspirit sends comes from an older system that the switch never reaches: - **Invitation emails**, including reminders and any invitation you resend. - **Account activation and sign-up emails** to people creating their account. - **Password-reset emails**, so a member locked out can always get back in. - Emails from apps that have not been reworked yet, such as Newsfeed, Chat and Calendar. Nothing in Talkspirit warns you about this gap while the switch is off, so treat the list above as the real boundary. ## Preparing an organisation before go-live The switch is the right tool for building your structure quietly: you can create circles and roles, move assignments around and reshape governance without a single email leaving Talkspirit. It is not a way to add people quietly. The moment you invite someone, they receive an invitation email and can sign in, whatever this switch is set to. So build the structure first, and invite people last. If you need to prepare accounts before you want anyone contacted, ask Talkspirit support about the options for your organisation rather than relying on this setting. ## What's Next? - [Managing email invitations for new members](/en/administration-security/manage-email-invitations-for-new-members) - [Email technical requirements](/en/administration-security/email-technical-requirements) - [Configuring my notification settings](/en/getting-started/how-to-configure-my-notification-settings) --- ## Configuring SAML Authentication URL: https://support.talkspirit.com/en/administration-security/saml-authentication Category: Administration & Security · Section: Authentication & SSO · Type: Tutorial · Tags: admin Talkspirit supports SAML 2.0 single sign-on (SSO), so members sign in through your organisation's identity provider (IdP) instead of a Talkspirit password. You configure it under **Administration → Authentication → SSO Providers**, where you enable the SAML provider, enter your identity provider's details, and register Talkspirit with your IdP. SAML SSO is available as an add-on to your subscription. ## How SAML sign-in works Three parties take part in every SAML sign-in: - **Your identity provider:** your company's own login system (Microsoft Entra ID, Okta, ADFS, OneLogin, Auth0, or any SAML 2.0 provider). Your IT team owns and operates it, not Talkspirit. - **Keycloak:** an identity broker Talkspirit runs on your behalf. It speaks the SAML protocol with your identity provider so that Talkspirit's own application never handles SAML directly. - **Talkspirit:** once the broker confirms who signed in, it hands Talkspirit a signed token, and the member is let in. From a member's point of view, they click the **Log in with…** button (or land there automatically), authenticate on your usual company login page, and return to Talkspirit already signed in. Talkspirit never sees member passwords or your multi-factor policy: your identity provider handles authentication, and Talkspirit only receives a signed assertion confirming who signed in. This gives you one less password per member, centralised access control (IT grants or revokes Talkspirit the same way it grants or revokes email), and the SSO many security policies and audits require. ## Before you begin - You are an administrator of your Talkspirit organisation. - Your organisation has the SAML SSO add-on. If the **SAML** card shows a **Locked** badge, contact Talkspirit to enable it. - Your identity provider supports SAML 2.0. Supported presets include Okta, Microsoft, ADFS, OneLogin, and Auth0. ## How do I set up SAML authentication? ### Step 1: Enable SAML in Talkspirit Go to **Administration → Authentication** and open the **SSO Providers** tab. Turn on the **SAML** toggle. The configuration form appears below the card. ![The SAML card on the SSO Providers tab, toggled on and expanded to show the configuration form: identity provider preset, Entity ID, SSO/SLO endpoint URLs, X.509 certificate, login button label, and NameID Format v2 switch](/images/administration-security/saml-authentication/01-saml-card-expanded.png) ### Step 2: Enter your identity provider's details Fill in the form with the values from your identity provider: | Field | What to enter | | --- | --- | | **Identity provider** | Your provider preset (Okta, Microsoft, ADFS, OneLogin, Auth0, Generic, or Custom), or **Not specified**. | | **Entity ID (Issuer URL)** | Your identity provider's entity ID or issuer. Required. | | **SSO Endpoint URL** | The URL members are redirected to when signing in. Required. | | **SLO Endpoint URL** | The single logout URL. Optional. | | **X.509 Certificate (PEM)** | Your provider's signing certificate, beginning with `-----BEGIN CERTIFICATE-----`. Required. | | **Login button label** | Custom text for the sign-in button on your login page. Optional. | To avoid retyping these values, select **Import IdP metadata**, then paste or upload the SAML 2.0 metadata document published by your identity provider. Talkspirit reads the endpoints and the signing certificate from it and fills the fields. Nothing is saved until you select **Save SAML configuration**. > **The signing certificate matters most.** Talkspirit does not activate SAML sign-in until a valid certificate is saved: an entity ID and SSO URL alone are not enough. Without the certificate there is no way to verify that a sign-in response genuinely came from your identity provider, so Talkspirit will not stand up a partly configured, unverified connection. This is deliberate, not a bug. #### Where to find these values in your identity provider Every SAML 2.0 provider exposes the same values; only the labels and location differ. A few common ones: | Identity provider | Where to find the values | | --- | --- | | **Microsoft Entra ID** (Azure AD) | Entra admin center → Enterprise Applications → your app → Single sign-on → SAML. "Azure AD Identifier" is the Entity ID, "Login URL" the SSO URL, "Logout URL" the SLO URL, and "Certificate (Base64)" the signing certificate. | | **Okta** | Okta Admin Console → Applications → your app → Sign On → **View SAML setup instructions**. "Identity Provider Issuer" is the Entity ID, "Identity Provider Single Sign-On URL" the SSO URL, and the "X.509 Certificate" the signing certificate. | | **Google Workspace** | Google Admin console → Apps → Web and mobile apps → your custom SAML app. It lists the SSO URL, Entity ID, and a downloadable certificate. | | **ADFS, OneLogin, Auth0** | Each exposes an entity ID or issuer, an SSO URL, and a signing certificate somewhere in the app's configuration screen, even where the field names differ. | Most providers let you download all of this as a single metadata file, which you can feed straight into **Import IdP metadata** above. ### Step 3: Register Talkspirit with your identity provider Once you save, Talkspirit shows a **SAML 2.0 Service Provider Metadata** link. Open it and register that metadata URL with your identity provider so it can return assertions to Talkspirit. The metadata carries the Assertion Consumer Service (ACS) URL and the audience, so you do not copy those values separately. Some providers ask for this up front, when you first create the SAML app, before they show you their own values, so the exchange runs in both directions. ## How do I map identity provider claims? When SAML is enabled, an **Attribute mappings** section appears below the provider cards. Use it to map claims from your identity provider onto Talkspirit member fields. Each mapping has three columns: **Identity provider claim**, **Keycloak field**, and **Talkspirit user field**. Add a mapping only when you need to carry a custom claim; standard fields such as email and name are handled by the default connection. Select **Save attribute mappings** to apply. Mappings run at every SAML and OpenID sign-in. ## How do I enforce SSO for all members? To require SSO, open the **Sign-up settings** tab and turn off **Email and password**. Members can then sign in only through your active SSO providers. Talkspirit asks you to confirm, and it prevents you from disabling a sign-in method you are currently using, or the only method left, so you cannot lock yourself, or everyone, out. Enable another sign-in method before you disable email and password. ## How do I turn SAML off? Disabling the **SAML** toggle on the **SSO Providers** tab turns SAML sign-in off for the whole organisation without deleting the configuration you entered. The effect is immediate: from the next sign-in attempt, members can no longer authenticate through your identity provider, even those mid-session, because each new request re-checks the toggle. This is the safe way to suspend SSO temporarily, for example during an incident on the identity-provider side, and re-enable it later without re-entering any values. ## Troubleshooting Talkspirit does not host your company's login page, member passwords, or multi-factor policy: those are entirely your identity provider's responsibility. When a member cannot sign in with SSO, the cause is often on the identity-provider side (an expired certificate, a changed URL, a disabled directory account) rather than something visible inside Talkspirit. | Symptom | First things to check | | --- | --- | | The **Log in with…** button does not appear at all | Is the SAML toggle still on? Is a valid certificate saved (not just the entity ID and SSO URL)? | | Sign-in redirects to the identity provider but returns an error | Ask IT to confirm the certificate saved in Talkspirit still matches the current one on the identity provider. Certificates expire and get rotated. | | One member cannot sign in, but everyone else can | Almost always an identity-provider-side issue. Check that member's status in your corporate directory first. | | SSO stopped working for everyone at once | Check whether an admin recently turned the SAML toggle off, and whether the certificate is still valid. | | Sign-in bounces back and forth without completing | Usually a mismatch between the ACS URL or entity ID your identity provider has on file and Talkspirit's current Service Provider Metadata. Ask IT to re-fetch it (Step 3). | ## What's next - [Configuring Google Authentication](/en/administration-security/how-to-configure-google-authentication) - [Automated user provisioning and de-provisioning (SCIM 2.0)](/en/administration-security/automated-user-provisioning-and-de-provisioning-scim-20) - [Password Security Policy](/en/administration-security/password-security-policy) --- ## Configuring Google Authentication URL: https://support.talkspirit.com/en/administration-security/how-to-configure-google-authentication Category: Administration & Security · Section: Authentication & SSO · Type: Tutorial · Tags: admin Administrators enable Google sign-in from **Administration → Authentication**, on the **SSO Providers** tab. Turn on the **Google** provider so members can sign in with their Google account, and optionally restrict which email domains can register through it. Configuring authentication requires administrator rights. ## Before you begin - You must be an administrator of your Talkspirit organisation. - Google sign-in relies on each member's existing Google account. No connection details are entered in Talkspirit. ## Enable Google sign-in 1. Select your avatar, then **Administration**. 2. Open **Authentication**, then select the **SSO Providers** tab. 3. Turn on the **Google** switch. Members can now sign in with their Google account. To stop offering Google, turn the switch off and confirm in the dialog that appears. If you signed in through Google yourself, the switch stays disabled until you sign in another way, so you cannot lock yourself out. ![SSO Providers tab of the Authentication page, with the Google card at the top of the provider list and its switch turned on](/images/administration-security/how-to-configure-google-authentication/01-sso-providers-google-enabled.png) ## Restrict registration to specific domains By default, anyone with a Google account can register. To limit this, expand the **Google** card, enter the domains in **Allowed email domains** (comma-separated, for example `example.com, example.org`), then select **Save domains**. Leave the field empty to allow any domain. > **Note:** Allowed email domains control who can create an account through Google. They do not force existing members on those domains to use Google. ![Expanded Google card showing the SSO badge, the Allowed email domains field with example.com entered, and the Save domains button](/images/administration-security/how-to-configure-google-authentication/02-google-allowed-domains.png) ## Require members to sign in with Google Turning on Google adds it alongside email and password. To make Google the only way in, open the **Sign-up settings** tab and turn off **Email and password**. Talkspirit asks you to confirm and blocks the change while no other sign-in method is active, so no one is locked out. > **Warning:** Turning off email and password removes password sign-in for everyone in the organisation. Enable Google and sign in with it yourself before you turn email and password off. ## What's Next? - [Configuring SAML Authentication](/en/administration-security/saml-authentication) - [Automated user provisioning and de-provisioning (SCIM 2.0)](/en/administration-security/automated-user-provisioning-and-de-provisioning-scim-20) - [Changing or resetting my password](/en/getting-started/changing-your-password) --- ## Password Security Policy URL: https://support.talkspirit.com/en/administration-security/password-security-policy Category: Administration & Security · Section: Authentication & SSO · Type: Tutorial · Tags: admin ## Password Security Policy Administrators define the password rules that apply to every member of their organisation. From **Administration** → **Security** → **Security policies** you set three controls: the **Complexity requirements** toggle, the minimum **Password strength**, and the **Password expiration** period. Each control saves as soon as you change it, and the change applies to passwords from the next time each member sets one. ## How do I set the minimum password strength? Go to **Administration** → **Security** → **Security policies** and choose a value from the **Password strength** menu. The setting is the minimum strength a new password must reach. Talkspirit scores each password by how hard it is to guess, not by counting characters or character types, so a long, uncommon password can pass a level that a short one padded with symbols fails. The five levels, from least to most demanding: - **No minimum**: any password is accepted. Only the complexity requirements apply, if you have turned them on. - **Low**: rejects the most common passwords and obvious patterns, such as `123456` or `password`. - **Medium**: rejects what a scripted attack would find quickly, typically a dictionary word with a couple of digits added. - **High**: resists a slow offline attack on a stolen password database. Long, uncommon combinations of words reach this level. - **Very high**: withstands a sustained offline attack. In practice this means a passphrase of several unrelated words. If your corporate policy is written as a required resistance rather than a character count, pick the level whose description matches it: **High** or **Very high** for policies that demand resistance to offline attacks. The new level is saved as soon as you pick it. ![The Password policy panel on Administration → Security → Security policies for Alpine Tech: the Complexity requirements toggle off, the Password strength menu set to Low, the Password expiration menu set to Never, and the Force a password reset row with its Force reset button](/images/administration-security/password-security-policy/password-policy-panel.png) > **Note:** Changing the strength does not affect existing passwords. Members keep their current password and only have to choose a compliant one the next time they set a new password. ## How do I enforce complexity requirements? Turn on the **Complexity requirements** toggle, the first row of the panel. When it is on, every new password must be at least 8 characters long and contain an uppercase letter, a lowercase letter and a special character. Digits only count towards the length, not as one of the required character types. The toggle saves as soon as you switch it. The strength level and the complexity requirements are cumulative: a new password must clear both. Lowering one never relaxes the other. Whatever the policy, a password is always between 6 and 72 characters long, and the **Change password** dialog in **My Account** asks for at least 10. ## How do I set password expiration? Choose a value from the **Password expiration** menu to control how often members must change their password: - **Never** - **3 months** - **6 months** - **1 year** When the expiration period passes, the member is signed out and must set a new password before they can sign in again. The new password cannot be the same as their current password. Because choosing a period forces members whose password is older than it to renew at their next sign-in, Talkspirit asks you to confirm with **Force renewal** before it saves. The panel's last row, **Force a password reset**, is a separate one-off action: **Force reset** makes every active member choose a new password the next time they sign in, and it cannot be undone. ## What's Next? - [Changing my email address](/en/getting-started/changing-your-email-address) - [Configuring Google Authentication](/en/administration-security/how-to-configure-google-authentication) - [Signing in to Talkspirit](/en/getting-started/signing-in-to-talkspirit) - [User Roles and Permissions](/en/administration-security/user-roles) --- ## Automated user provisioning and de-provisioning (SCIM 2.0) URL: https://support.talkspirit.com/en/administration-security/automated-user-provisioning-and-de-provisioning-scim-20 Category: Administration & Security · Section: Authentication & SSO · Type: Tutorial · Tags: admin SCIM 2.0 connects your identity provider (IdP) to Talkspirit so member accounts are created, updated, and deactivated automatically. You configure it under **Administration → Authentication → SCIM**: generate a provisioning token, then give that token and your SCIM endpoint to your IdP. SCIM works alongside SAML single sign-on, or on its own. **Before you begin:** you need administrator access to Talkspirit and an identity provider that supports SCIM 2.0, such as Okta or Microsoft Entra ID. ## What SCIM automates Once configured, SCIM keeps Talkspirit in step with your company directory without an administrator doing it by hand: - A new employee added to the directory gets a Talkspirit account automatically. - An employee who leaves, or changes role, has their Talkspirit access suspended or removed the moment IT deactivates them centrally. This closes the gap where a departed employee still has access to company tools. Talkspirit stores the configuration and exposes the endpoint. It does not run the sync itself: your identity provider's SCIM connector performs the moment-to-moment create, update, and deactivate calls. SCIM covers **user accounts only**; groups are not provisioned (see limitations below). ## How do I turn on SCIM provisioning? 1. Go to **Administration → Authentication**. 2. Open the **SCIM** tab. 3. Select **Generate token**. 4. Select the reveal icon, then copy the **Provisioning token**. The provisioning token is the credential your IdP uses to authenticate its SCIM requests, so keep it secret. Share it only with the people configuring the identity provider's connector, over a trusted channel, and rotate it if you suspect it has leaked. > **Warning:** Regenerating or disabling the token invalidates the current one immediately. Your IdP stops provisioning until you paste the new token into it, so update both sides together. ![Administration → Authentication → SCIM tab with a provisioning token generated and revealed, and the User matching, Welcome email, deprovisioning, and endpoint URL example rows](/images/administration-security/automated-user-provisioning-and-de-provisioning-scim-20/01-authentication-scim-provisioning-token.png) ## How do I configure my identity provider? In your IdP's SCIM connector, enter: - **SCIM URL (base URL):** `https://YOUR_DOMAIN/scim/v2`, where `YOUR_DOMAIN` is your Talkspirit host. The **Endpoint URL** example on the SCIM tab shows the full address. - **Bearer token:** the provisioning token you generated. Under **User matching**, Talkspirit links each provisioned account to an existing member by **Email address** or **External ID**, as shown on the SCIM tab. Prefer **External ID** if your identity provider can send a stable identifier that does not change when someone's email changes; otherwise use **Email address**. A mismatch between what your IdP sends and what Talkspirit matches on is the most common cause of duplicated or wrongly-linked accounts. Then map your IdP's attributes to the fields Talkspirit reads: - `userName` (the matching value; a valid email address when matching by email) - `emails` (mark one entry as primary) - `name.givenName` and `name.familyName` - `displayName` - `title` (the member's job title) - `locale` (language) and `timezone` - `phoneNumbers` (type `work` or `mobile`) - `addresses` (type `work`, stored as the member's location) - `userType` (`Member` or `Guest`) - `externalId` Any attribute Talkspirit does not read is ignored. ## How do I change a member's email address? An email change has to reach Talkspirit as a full update, a SCIM `PUT`. Talkspirit's `PATCH` carries no `emails` attribute at all, so a `PATCH` that includes one succeeds and leaves the address in place. Check what your identity provider's connector sends for an email change: several send a `PATCH` for every update. In the `PUT` body, when **User matching** is **Email address**, `userName` and the primary email entry must both carry the new address. Talkspirit refuses the request otherwise, saying the primary email should match `userName`. The rule does not apply when you match on **External ID**. What happens next depends on where the person's account exists: - **In your organisation only.** The address changes immediately, and they sign in with the new one. - **In more than one organisation, under the same account.** The change is not applied yet. Talkspirit records it as a proposal, the member keeps the address they have, and they are asked to confirm the new one the next time they sign in. Accepting moves the address in every one of their organisations at once, and they sign in again with it. Declining changes nothing: no email is sent, nothing expires, and the next sync from your identity provider proposes the same address again. Either way the SCIM request itself succeeds, so a success in your connector's log does not mean the address has already changed. ## How does de-provisioning work? Choose the behaviour under **When a user is deprovisioned** on the SCIM tab: - **Suspend the account** (default): the member keeps their data but can no longer sign in. This is reversible: a Talkspirit admin, or a later re-sync from your IdP, can reactivate the account with everything intact. - **Anonymize the account**: the member's personal data is permanently and irreversibly removed. Their contributions stay visible but are no longer tied to identifying information. When your IdP sets a user's `active` attribute to `false` (the routine offboarding flow for most connectors), Talkspirit suspends or anonymises the account according to this setting. > **Warning:** anonymisation has no undo. Choose **Suspend** if you may need to reactivate someone later; choose **Anonymize** only when a data-retention or "right to be forgotten" policy requires permanently erasing a departed member's personal data. A SCIM `DELETE` request behaves differently from the setting above: it always **anonymises** the account, regardless of whether you chose Suspend or Anonymize. It does not physically remove the record, so contributions remain, unattributed. An organisation owner cannot be deactivated this way. Use the **Welcome email** switch to decide whether a newly provisioned member receives the welcome email. ## What are the current limitations? - **Groups are not provisioned.** Send only Users; group requests return an empty result. Circle and Role membership stays managed within Talkspirit. - **A provisioned account needs a valid email.** When matching is by email, the `userName` your IdP sends must be a valid email address, or the request is rejected. Map your IdP's email attribute, such as `userPrincipalName`, to `userName`. ## Troubleshooting | Symptom | First things to check | | --- | --- | | A new employee was not created in Talkspirit | Confirm the IdP's SCIM connector is running and points at the current provisioning token. A token rotated in Talkspirit must also be updated on the IdP side. | | A departed employee still has an active account | Check that the IdP-side deactivation actually fired (outside Talkspirit's visibility), then confirm the deactivation behaviour (Suspend vs Anonymize) matches what you expected. | | Accounts are wrongly linked or duplicated | Check the **User matching** choice (Email vs External ID). A mismatch between what the IdP sends and what Talkspirit matches on is the usual cause. | | An email address changed in your IdP but not in Talkspirit | Check that the connector sends the change as a full update (`PUT`): a `PATCH` carrying an email address succeeds and is ignored. If it does send `PUT`, the person may hold the same account in more than one organisation, in which case the change waits for them to confirm it at their next sign-in. | | You need to rotate the token after a suspected leak | Generate a new token in Talkspirit, then immediately update the same value in the IdP's connector. Provisioning fails until both sides match. | | The SCIM tab is not visible | Administration pages require the organisation-administrator role. Ask an existing admin to grant it. | ## Next steps - [Configuring SAML Authentication](/en/administration-security/saml-authentication) - [Setting up Okta SSO in Talkspirit](/en/administration-security/set-up-okta-sso) - [Ways to add new members to your organisation](/en/administration-security/how-do-i-add-new-members-to-my-organization) - [Editing, suspending, restoring or removing a member](/en/administration-security/how-to-edit-suspend-restore-or-delete-a-member-from-my-organization) --- ## Ensuring videoconferencing is available for members URL: https://support.talkspirit.com/en/administration-security/how-to-ensure-the-availability-of-the-videoconference Category: Administration & Security · Section: Platform settings · Type: Tutorial · Tags: admin ## Ensuring videoconferencing is available for members Making videoconferencing work for everyone in your organisation takes three things: the switch under **Administration > Tools**, the right network ports open, and browsers allowed to use the microphone and camera. You need administrator rights for the switch. The ports are a job for whoever runs your network, not for you. ## Step 1: Switch videoconferencing on 1. Go to **Administration**. 2. Open **Tools**. 3. Find the **Videoconference** card and switch it on. **Note:** videoconferencing is on by default. If the switch is missing or locked, check your plan, it decides whether your organisation has videoconferencing at all. ![Administration > Tools showing the Videoconference card switched on, beside the Apps Directory card.](/images/administration-security/how-to-ensure-the-availability-of-the-videoconference/01-admin-tools-videoconference.png) ## Step 2: Decide whether meetings can be recorded Switching videoconferencing on reveals a **Recording** switch on the same card. Turn it on to let members record their video meetings; leave it off and nobody in the organisation can record. ![The Videoconference card with videoconferencing switched on, so the Recording sub-switch appears underneath it, switched off.](/images/administration-security/how-to-ensure-the-availability-of-the-videoconference/02-videoconference-recording-switch.png) ## Step 3: Open required network ports This step belongs to whoever runs your network. Ask them to open: - UDP ports 10000 to 10100 on IP 176.31.142.41 - For TCP/HTTPS traffic on port 443, the domain *.talkspirit.com on IP 87.98.173.251 ## Step 4: Verify microphone and camera permissions on devices Videoconferencing needs the browser's permission to use the microphone and the camera. See [Allowing the microphone on a video conference room](/communication/allowing-the-microphone-on-a-video-conference-room) for how members grant it, browser by browser. ## Step 5: Confirm the browser is supported Videoconferencing runs in the browser, so members need a supported one. See [Which browsers is Talkspirit compatible with?](/getting-started/which-browsers-is-talkspirit-compatible-with) for the current versions. ## What changes once videoconferencing is on? - **Every member gets a personal video meeting link**: a public URL they can share to invite anyone into a call, including people without a Talkspirit account. - **Meetings get a video link**: from a meeting, members generate a link that takes everyone into the same call. **Note:** when you open a videoconference from the desktop application, it opens in your default browser. You must be signed in to your Talkspirit account in that browser to join. ## What's Next? - [Videoconference FAQ](/communication/faq-the-videoconference) - [How do I manage a videoconference?](/communication/manage-a-videoconference) - [How do I join a videoconference on mobile?](/communication/join-a-videoconference-on-mobile) - [How do I install the desktop app?](/en/getting-started/desktop-app-faq) --- ## Setting up the menus on the mobile application URL: https://support.talkspirit.com/en/administration-security/setting-up-the-menus-displayed-on-the-mobile-application Category: Administration & Security · Section: Platform settings · Type: Tutorial ## Setting up the menus on the mobile application Platform administrators can control which menus are displayed on the mobile application. You can select a default landing tab and up to two additional menus from a defined list of sections. This configuration applies to all users on the platform and can only be done from a computer, not from the mobile app itself. ## Which menus are available? Administrators can choose from the following menus to display on the mobile app: - Home - Newsfeeds - Chats - Drives - Events - Users - Groups The **Menu** and **Notifications** sections are always accessible and cannot be removed. ## How do I choose the default menu? The default menu is the tab users see immediately after logging in on mobile. 1. Go to **Administration** and select **Mobile Application**. 2. In the section associated with the house icon, choose the desired default menu from the drop-down list. 3. Selecting a default menu is mandatory. ## How do I add additional menus? Once the default menu is set, you can add up to two more menus. 1. Select **New App** to add an additional menu. 2. Choose a menu from the drop-down list. 3. Click **Save** to confirm. Note: you cannot select the same menu twice. ## How do I remove a menu? To remove an additional menu from the list, select the **cross icon** next to it. ## Who can customise the mobile menus? Only platform administrators can customise the menus displayed on the mobile application for all users. This setting is available on both Standard and Premium plans. ## What's Next? - How do I manage email preferences? - How do I use the mobile application? - How do I share content on mobile? --- ## Enabling on-the-fly translation for posts URL: https://support.talkspirit.com/en/administration-security/enable-translation-on-the-fly Category: Administration & Security · Section: Platform settings · Type: Tutorial · Tags: admin As an administrator, you can enable on-the-fly translation of posts and comments so members who work in different languages read content in the language set on their account. Once you enable it, a **Translate** button appears on any post or comment written in a language other than the reader's platform language. To enable on-the-fly translation you need administrator rights, and your plan must include the translation option. Whether the option is available depends on your subscription, so if you cannot see the setting, contact your account manager. ## How do I enable on-the-fly translation? Only an administrator can enable this feature. 1. Go to **Administration → Newsfeed**. 2. Under **Translations**, turn on **Enable posts and comments translation**. ![Administration > Newsfeed page, Translations section, with the Enable posts and comments translation switch turned on](/images/administration-security/enable-translation-on-the-fly/01-newsfeed-admin-translations-enabled.png) Once you enable it, every post or comment written in a language other than the reader's platform language shows a **Translate** button. ## How does a member translate a post? 1. Click **Translate** on the post or comment. 2. The body text is translated into your platform language, and the button changes to **Original**. ![A newsfeed post written in French, with the Translate button shown below the body text](/images/administration-security/enable-translation-on-the-fly/02-post-french-translate-button.png) ![The same post after clicking Translate: the body text now reads in English, and the button has changed to Original](/images/administration-security/enable-translation-on-the-fly/03-post-translated-original-button.png) To return to the source text, click **Original**. > **Note:** Translation applies to the text of posts and comments, including the post title. Attached images and files are not translated. ## Which languages are supported? On-the-fly translation covers the eight languages a member can set as their platform language: - French - English - Spanish - German - Italian - Dutch - Polish - Portuguese The body text is translated into whichever of these languages the reader has set on their account. ## What's next? - [Identifying who has seen a post](/en/communication/how-to-identify-whos-seen-a-post) - [Formatting a post or comment](/en/communication/formatting-a-post) - [Defining important posts](/en/communication/define-important-posts) - [Enabling the Translation add-on](/en/administration-security/how-to-enable-translation-add-on) --- ## Enabling Spark for my organisation URL: https://support.talkspirit.com/en/administration-security/how-to-enable-spark-for-your-organisation Category: Administration & Security · Section: Platform settings · Type: Tutorial · Tags: admin, ai Spark is the Talkspirit suite's AI assistant. It answers questions, drafts content, and helps members act on what is happening in their organisation. An administrator switches Spark on from the Administration area, and once it is on, every member of the organisation can use it. ## Before you start You need administrator rights. Spark also depends on your plan: if your plan does not include it, the toggle shows a **contact sales** state, or Spark runs as a time-limited trial with the days remaining shown next to the switch. ## How do I switch Spark on? 1. Go to **Administration**. 2. In the **General settings** group, select **AI assistant**. 3. On the **Activation** tab, switch on the **AI assistant** toggle. ![The AI assistant card on the Assistant settings Activation tab, with its toggle switched on](/images/administration-security/how-to-enable-spark-for-your-organisation/assistant-activation-card.png) > **Note:** Spark is off for a newly created organisation. It stays off until an administrator turns it on here. ## What happens once Spark is on? Spark becomes available to every member of the organisation. A member opens it with the **Open Spark** button and can give it personal instructions from the **Preferences** tab. From the other tabs of the same page, an administrator sets workspace-wide **Instructions**, curates the **Knowledge base** Spark draws on, and reviews consumption on the **Usage** tab. Switching the **AI assistant** toggle back off stops Spark for the whole organisation at once. ## What's Next? - [How Spark processes your organisation's data](/administration-security/how-ai-processes-your-data) - [Using Spark on a role or a circle](/structure-governance/how-to-create-and-edit-a-circle-or-role-with-ai-assistant) - [Using Spark inside a proposal](/structure-governance/how-to-create-a-proposal-with-ai-assistant) --- ## Enable the Translation add-on URL: https://support.talkspirit.com/en/administration-security/how-to-enable-translation-add-on Category: Administration & Security · Section: Platform settings · Type: Tutorial · Tags: admin The Translation add-on machine-translates your organisation's circles and roles into the languages you activate, so members can read the chart in their own language. Only an administrator can enable it, from the **Structure** module in **Administration**. Once it is on, you activate target languages and appoint translators from Structure settings. Before you begin, check that: - You have administrator rights. - The **Structure** module is enabled. The add-on appears underneath it. - Your subscription includes the Translation add-on. When it does not, the add-on shows as **Available on a higher plan**. ## What does the Translation add-on do? It machine-translates the text of your circles and roles: their name, purpose, domains, accountabilities, and text custom fields. New and edited content is translated automatically, so a role you rename is picked up without any further action. Members you appoint as translators then review and validate each machine translation. Content is translated into seven languages: German, English, Spanish, French, Italian, Dutch, and Portuguese. How many you activate at once depends on your plan. ## How do I enable the Translation add-on? 1. Select **Administration** in the left rail. 2. Under **Modules**, open **Structure**. 3. Go to the **Add-ons** section. 4. Switch on **Translation**. ![Add-ons card list on the Structure module admin page, with the Translation add-on's toggle switched on](/images/administration-security/how-to-enable-translation-add-on/translation-addon.png) When **Translation** shows **Available on a higher plan**, it is not part of your current subscription. Select **Contact sales** to upgrade. ## What happens after you enable it? Enabling the add-on does not translate anything on its own. From **Structure settings → Translation**, activate at least one target language and appoint translators for it. Members can then read circles and roles in the languages you activate, and translators validate the automatic translations. ## What's Next? - [Using the Translation add-on](/en/structure-governance/how-to-use-translation-add-on) - [Enabling on-the-fly translation for posts](/en/administration-security/enable-translation-on-the-fly) - [How do I configure my notification settings?](/en/getting-started/how-to-configure-my-notification-settings) --- ## Enabling the Knowledge Base for Spark URL: https://support.talkspirit.com/en/administration-security/enabling-the-knowledge-base-for-spark Category: Administration & Security · Section: Platform settings · Type: Tutorial · Tags: admin, ai The Knowledge Base is the content Spark draws on to answer questions about your organisation. When an administrator enables it, Spark grounds its replies in the documents you upload and in your governance structure, rather than answering from general knowledge alone. It is an organisation-wide setting: every member's Spark draws on the same indexed content, and there is no separate per-member Knowledge Base. ## Before you start You need administrator rights. The Knowledge Base feeds Spark, so Spark must be on first: if the AI assistant is still off, the **Enable Knowledge Base** button stays disabled and prompts you to enable the AI assistant first. To turn Spark on, follow [Enabling Spark for my organisation](/administration-security/how-to-enable-spark-for-your-organisation). ## How do I enable the Knowledge Base? 1. Go to **Administration**. 2. In the **General settings** group, select **AI assistant**. 3. Open the **Knowledge base** tab. 4. On the **Settings** tab, select **Enable Knowledge Base**. Once it is on, the **Organisation Knowledge** tab lets you create datasets and upload documents in PDF, DOCX, Markdown, HTML, and TXT. ## What does the Knowledge Base hold? Two kinds of content feed Spark once the Knowledge Base is on: - **Documents you upload**, organised into datasets under **Organisation Knowledge**, within your organisation's storage quota. - **Governance content, indexed automatically**: your roles and circles are kept in sync, and adopted proposals, published meeting summaries, active goals, and working agreements are indexed on a nightly schedule. Spark searches this indexed content when a member asks a question and uses the matching passages to ground its answer. What Talkspirit stores and which provider processes it is covered in [How Spark processes your organisation's data](/administration-security/how-ai-processes-your-data). ## How do I disable the Knowledge Base? Disabling lives in the **Danger zone** on the **Settings** tab. Select **Disable Knowledge Base**, then type `disable` in the confirmation dialog to unlock the action. > **Warning:** Disabling permanently deletes every uploaded document, dataset, embedding, and the indexed copies of your governance content. The source records (your roles, circles, proposals, meetings, and goals) are not deleted, but Spark stops using any of this content until you enable the Knowledge Base again. This cannot be undone. ## What's Next? - [Enabling Spark for my organisation](/administration-security/how-to-enable-spark-for-your-organisation) - [Using the Spark assistant](/getting-started/using-the-spark-assistant) - [How Spark processes your organisation's data](/administration-security/how-ai-processes-your-data) --- ## Enabling or disabling apps for my organisation URL: https://support.talkspirit.com/en/administration-security/enable-and-disable-apps-for-your-organisation Category: Administration & Security · Section: Platform settings · Type: Tutorial · Tags: admin You enable or disable an app for your whole organisation from the administration. Each app the suite offers, such as **Goals**, **Projects** or **Meetings**, has its own on/off switch in the **Modules** section. Turning an app off hides it from every member and keeps its content; turning it back on restores access. Only administrators can change these settings. Every step in this article requires administrator rights. ## How do I enable or disable an app? 1. Open the user menu from your profile picture and select **Administration**. 2. In the **Modules** section of the administration, select the app you want to change, for example **Goals**. 3. Turn the app's switch on to enable it, or off to disable it. ![Administration Modules section showing all eleven apps, with the Goals module page open and its switch set to Enabled](/images/administration-security/enable-and-disable-apps-for-your-organisation/01-admin-modules-goals-enabled.png) The change saves as soon as you move the switch. The **Modules** section lists every app in your organisation, and each one is turned on or off the same way. ## What happens when I turn an app off? - The app is hidden from every member and disappears from the navigation. - Its content is kept, not deleted. Turning the app back on restores full access. ## Why is an app locked? Some apps depend on your plan. When an app shows **Available on a higher plan** instead of a switch, it is not included in your current plan. Contact your sales representative to add it. ## Next steps - [Configuring the organisation apps directory](/en/administration-security/configure-an-organization-apps-directory) - [Activating or deactivating the Newsfeed module](/en/administration-security/activatingdeactivating-the-newsfeed-module) - [Activating the Projects module](/en/collaboration/how-to-activate-projects) --- ## Setting up tensions for my organisation URL: https://support.talkspirit.com/en/administration-security/set-up-tensions-for-your-organization Category: Administration & Security · Section: Organization management · Type: Tutorial · Tags: admin ## Setting up tensions for my organisation Tensions reach your members through two switches: the **Holacracy add-on**, which you enable in Administration, and the **Tensions** practice, which you switch on in the Structure settings. Once both are on, members get the tension bell in their top bar and the tensions list in the Structure module. You can also rename the term for each language your organisation reads. You need administrator rights for everything on this page. Tensions are part of the **Holacracy add-on**, and the add-on is off by default, until it is enabled, nobody in your organisation sees tensions at all. ## What has to be on before members see tensions? Two settings, in this order: 1. The **Holacracy add-on**, in **Administration › Modules › Structure**. It also brings checklists, integrative elections, the Governance and Tactical meeting formats, and custom terminology. 2. The **Tensions** practice, on the **Holacracy** tab of the Structure general settings. This is what makes the tension bell and the tensions list appear. The add-on covers several practices, so enabling it does not commit you to all of them. Turning tensions on is a separate, reversible decision. ## How do I enable the Holacracy add-on? 1. Open **Administration**. 2. Under **Modules**, select **Structure**. 3. In the **Add-ons** list, find **Holacracy add-on** and click **Configure**. 4. Turn on **Enable Holacracy add-on**. ![The Holacracy add-on on Administration > Modules > Structure, switched on, with its description and a Configure button.](/images/administration-security/set-up-tensions-for-your-organization/01-structure-addons-holacracy.png) The Holacracy page then lists everything the add-on enables, in two groups: **Holacracy practices** (the ones you choose to switch on, tensions among them) and **Customisation & adaptations**, the changes that apply as soon as the add-on is on. **Note:** if the add-on row shows **Available on a higher plan**, it is not included in your current plan. Use **Contact sales** on that row to discuss it. ## How do I switch tensions on for my organisation? 1. On the **Holacracy** page, next to **Holacracy practices**, click **Open Holacracy settings**. 2. On the **Holacracy** tab of the Structure **General settings**, turn on **Tensions**. ![The Holacracy tab of the Structure settings, with the Tensions switch on above its description "Allow members to capture and process tensions on circles", and a Checklist switch below it.](/images/administration-security/set-up-tensions-for-your-organization/02-holacracy-tab-tensions-switch.png) Members with at least one role assignment can now capture tensions and process them into proposals, agenda items and tasks. The same tab governs checklists and metrics, so you can enable the practices you are ready for and leave the rest off. You can reach the same page directly from the Structure module: **Structure settings › General**, then the **Holacracy** tab. ## How do I rename "tension" for my organisation? Terminology is set per language, so the word your French readers see can differ from the word your German readers see. 1. Open **Administration** and select **Terminology** under **Settings**. 2. On the **Structure** tab, find the **Holacracy** section. It lists **Tension**, **Checklist** and **Election**, each with the definition it stands for. 3. On the **Tension** row, click **Edit**. 4. Enter the **Singular** and **Plural** you want for each language you support. 5. For German, Spanish, French, Italian and Portuguese, set the **Grammatical gender** so sentences built around the term still read correctly. 6. Click **Save**. ![The Tension term open for editing on Administration > Terminology: what the term represents, then per language a Singular and Plural field with their grammatical variations.](/images/administration-security/set-up-tensions-for-your-organization/03-terminology-edit-tension.png) The new term replaces "tension" everywhere it appears. The bell, the list, the meeting agenda, the notifications. **Reset to defaults** on the row puts the standard term back. **Note:** the **Holacracy** section appears only once the add-on is enabled. Terminology can be set for Dutch, English, French, German, Italian, Japanese, Portuguese (Brazil) and Spanish. Czech, Polish and Russian always show the standard terms. ## What's Next? - [Where are my tensions and how do I process them?](/structure-governance/tensions-overview) - [Holacracy Add-on Overview in Talkspirit](/structure-governance/holacracy-add-on-overview) - [How do I configure circle settings for my organisation?](/structure-governance/how-to-configure-circle-settings-for-my-organization) --- ## Email technical requirements URL: https://support.talkspirit.com/en/administration-security/email-technical-requirements Category: Administration & Security · Section: Platform settings · Type: Reference · Tags: admin, notifications ## Email technical requirements Talkspirit sends all of its email from the **talkspiritmail.com** domain, using two addresses: **noreply@talkspiritmail.com** for notifications and activity emails, and **hello@talkspiritmail.com** for invitations, sign-up and password-reset emails. Allow the whole domain rather than one address, and allow it by sender domain rather than by IP range. Talkspirit relays its mail through third-party providers whose addresses change without notice. ## Which addresses does Talkspirit send from? Two separate systems send Talkspirit email, and they use different addresses. An allowlist that covers only one of them lets half your mail through and silently drops the rest, which is why the domain is the safer thing to allow. | Sender address | What it carries | |---|---| | `noreply@talkspiritmail.com` | Notifications about Structure and governance, Meetings, Projects and Goals. Mentions and activity emails from Newsfeed, Chat and Calendar. | | `hello@talkspiritmail.com` | Invitations and invitation reminders, sign-up and account activation, password reset, magic-link sign-in, email-address changes. | Both addresses arrive with a display name built from your organisation's name, in the form `Your organisation via Talkspirit`. The two systems do not capitalise the word talkspirit identically, so if you write a filter rule on the display name, make it case-insensitive. If your allowlist still carries an address at `holaspiritmail.com` or an Amazon SES IP range, it is out of date. Neither is used by the Talkspirit platform and both can be removed. ## Should I allowlist IP addresses? No, and Talkspirit does not publish a list for you to use. The two sending systems relay through different third-party providers, each provider rotates its outbound addresses, and neither range is under Talkspirit's control. An IP allowlist built today starts failing the first time a provider adds capacity, and the failure is silent. Allow `talkspiritmail.com` as a sender domain instead. If your gateway can allow a sender by authenticated domain, that is the rule to write. If your security policy makes an IP-level rule mandatory, contact Talkspirit support for the current sending infrastructure rather than working from an older article or a cached list. ## Can I change the sender address? Not from any administration screen. The sender address is fixed for your organisation and there is no setting for it in Administration. A per-organisation override does exist in the platform, but it is not exposed in the interface and it only affects the second of the two systems above. Notification emails would still leave from `noreply@talkspiritmail.com` whatever it is set to, so it cannot make all your Talkspirit mail come from your own domain. If sending from your own domain matters to you, raise it with Talkspirit support so the constraint is understood before you plan around it. What you can change is the name your members see. The display name follows your organisation name, so renaming the organisation changes the `via Talkspirit` line in every email. ## What do the links inside the emails point to? Links point at your own Talkspirit address, in the form `https://yourorganisation.talkspirit.com/app/...`. Allow that address in any URL-rewriting proxy, link scanner or safe-links service you run, otherwise a member who clicks a notification lands on a rewritten URL that your gateway may block. Notification emails are sent with click tracking switched off, so the link in the message body is the real destination and not a redirect through a tracking host. That makes them straightforward for a scanner to inspect. ## Why do some Talkspirit emails arrive and others do not? Because the two systems are filtered differently at your end, and because not every Talkspirit email is classified as transactional mail. Invitation reminders are the clearest case. The first invitation goes out as transactional mail, but the automatic reminders that follow are sent as bulk mail, which most corporate mail systems filter far more aggressively. So an invitation can arrive while its reminders are quarantined. Digest emails and some mention emails are sent the same way. If a specific message type is missing, check the quarantine for bulk mail before assuming a delivery failure. See [Managing email invitations for new members](/administration-security/manage-email-invitations-for-new-members) for the invitation-specific checks. One more thing worth knowing before you troubleshoot: the organisation-wide notification switch in Administration only silences the first of the two systems. Invitations, activation emails and password resets keep going out while it is off. See [Disable notification emails for your organisation](/administration-security/disable-email-notifications-for-your-organization). ## What's Next? - [Disable notification emails for your organisation](/administration-security/disable-email-notifications-for-your-organization) - [Managing email invitations for new members](/administration-security/manage-email-invitations-for-new-members) - [Configuring my notification settings](/getting-started/how-to-configure-my-notification-settings) --- ## User badges URL: https://support.talkspirit.com/en/administration-security/user-badges Category: Administration & Security · Section: Users & access · Type: Tutorial ## User badges A user badge is a coloured marker an administrator grants to a handful of members so that what they write carries visible weight. It shows on their profile picture in Newsfeed posts, Chat messages and Library pages. Create it and give it to people in classic Talkspirit, under **Administration > Manage users > Badges**. A badge is not the **Admin**, **Member** or **Guest** label you see beside a name in the member list. Those report the account role and nobody grants them one at a time. See [User Roles and Permissions](/en/administration-security/user-roles) for those. You need organisation administrator or user administrator rights. ## Create a badge and grant it 1. In classic Talkspirit, open **Administration** and go to **Manage users**. 2. Select the **Badges** tab. 3. Click **New badge**. 4. Type a **Name**, and choose a colour from the swatch beside the name field. 5. Under **Users**, use **Select users** to pick the people who should carry it. 6. Click **Save**. ![The Badges tab of Manage users in classic Talkspirit, with the New badge button and the description of where badges appear](/images/administration-security/user-badges/01-classic-manage-users-badges.png) ![The New badge dialog, with a Name field and colour swatch, and a Users field for selecting who carries the badge](/images/administration-security/user-badges/02-classic-new-badge-dialog.png) Three limits shape how you use badges, and the screen enforces all three: - An organisation holds at most **20 badges**. Delete one before adding another. - A badge is granted to at most **50 users**. - A person carries **one badge at a time**. Someone who already has one is offered as unavailable when you build the list for a second. Grant badges sparingly. Their whole value is that few people have one. ## Where a badge shows Once granted, the badge sits on the member's profile picture in the Newsfeed, in Chat and on Library pages, and it names itself when a reader hovers over it. Posts that member writes in the Newsfeed also carry a band in the badge's colour, so their contributions read differently in a busy feed. Badges are decorative, not a permission. Granting one changes nothing about what that person may see or do. You cannot search or filter the member directory by badge. ## The Badges tab in the new Administration The new Administration console has its own **Badges** tab under **People > Users**. Treat it as read-only for now: it lists a name, a colour and a creation date, and there is no way to grant a badge to anyone from it. ![The Badges tab under People > Users in the new Administration console, listing a badge by name, colour and creation date](/images/administration-security/user-badges/03-administration-users-badges-tab.png) Do the work in classic Talkspirit instead. A badge created in the new console does not appear on the classic Badges screen, so it cannot be granted to anyone and it will not reach the Newsfeed. ## What's next - [User Roles and Permissions](/en/administration-security/user-roles) - [Managing custom fields for members](/en/administration-security/manage-custom-fields-for-members) - [Guest users](/en/administration-security/guest-users) --- ## Strategies to onboard your team URL: https://support.talkspirit.com/en/administration-security/strategies-to-onboard-your-team Category: Administration & Security · Section: Users & access · Type: Reference · Tags: admin ## Strategies to onboard your team You do not have to bring everyone in at once. A rollout goes better when you settle the workspace first, hand it to a small pilot group, and then open it up in waves. > **In summary:** finish the setup before you invite anybody, because an invitation is emailed the moment you send it and nothing in Talkspirit holds it back. Then invite a pilot group, adjust with what they find, and bring in everyone else. You need administrator rights for everything below. ## Finish the setup before the first invitation There is a trap here that catches people used to staging a tool quietly. **Switching notification emails off for the organisation does not silence invitations.** The switch under **Administration > Organisation > Notification emails** suppresses notification mail only. Invitations are sent by a separate system that never sees it, so if you invite fifty people into a half-built workspace, fifty people are emailed. [Disable notification emails for your organisation](/administration-security/disable-email-notifications-for-your-organization) covers what that switch does and does not cover. The only reliable way to keep an unfinished workspace private is not to invite anyone into it yet. Settle these first: - **The modules you want.** Anything you switch off later has already been seen. - **Where people land.** **Administration > Onboarding** sets the **Default page after login**. The list offers the modules you have enabled, plus Cockpit, which is always available. Pick the screen that makes your first-day instructions true. - **Enough structure, groups or content to make that first screen worth reading.** An empty landing page is a common reason a rollout stalls. ![The Onboarding page in Talkspirit Administration, showing the Landing page section with Default page after login set to Cockpit](/images/administration-security/strategies-to-onboard-your-team/01-admin-onboarding-landing-page.png) The **Welcome message** and **Onboarding steps** sections below it are not editable yet. The page shows them with placeholder text. ### If you need accounts that send nothing at all One route is genuinely silent: **Registration without email**. Those invitations create the account and send no mail, ever. The cost is that you hand each person their access code yourself, and the new interface does not display it, so you fetch it from classic Talkspirit. See [Adding users without an email address](/administration-security/users-without-email). ## Decide who comes in as what Every account is an administrator, a member or a guest, and you choose between member and guest at invitation time. [User Roles and Permissions](/administration-security/user-roles) has the full comparison. For planning purposes: - **Members** are your normal population. Invite the organisation as members. - **Guests** see nothing by default. What a guest reaches depends on the **Access scope** you pick when you invite them: **See the holarchy** gives a read-only view of the whole organisation chart, and the two group scopes confine them to the groups you name. - **Administrators** have complete control, including billing. Keep the number small and add more later, which takes seconds. If you are coming from holaspirit, note that the **Inactive** user level no longer exists. Its closest equivalent is a guest invited with **See the holarchy**: they can read the organisation chart without taking part in anything. Guests are counted separately from member seats and your plan caps how many of each you may have, so check the numbers with your account manager before you plan a large guest population. You cannot invite anyone as an administrator. Invite them as a member and promote them afterwards. ## Start with a pilot group Five or six people is the right size, and who they are matters more than how many. Pick the people who will map out your circles, roles and groups, because they will be the ones answering everyone else's questions later. Give the pilot group administrator rights only if they will actually configure something. Everyone else on the pilot should be a member, so that what they see is what the rest of the organisation will see. Let the pilot run long enough to reveal the awkward parts: the landing page nobody understands, the group that should have been two groups, the circle nobody recognises. Fixing those before the wider invitation is the whole point of the exercise. ## Bring in the rest in waves The invitation dialog applies **one access scope and one personal message to everyone in it**, so batch people who need the same thing. Within a batch you can click **Add another person** for each row, or paste a whole list of addresses at once. [Inviting new users, members, or guests](/administration-security/inviting-new-users-members-or-guests) has the procedure. There is no spreadsheet import in the new interface. If your list comes out of an HR system, classic Talkspirit still takes an Excel upload, up to 1000 people at a time. Keep each wave small enough that you can follow it up personally. That is the practical limit, not the technical one. ## Expect to chase people yourself Invitations sit as **Pending** until the person signs up, and the automatic reminders are weaker than they look: - They go out **2, 7 and 14 days** after the invitation, and they are sent as bulk mail rather than transactional mail, so they are filtered more aggressively than the first one. Treat them as a bonus, not as your follow-up plan. - A **Bounced** invitation can never be resent. Delete it and invite the corrected address. - Invitation links never expire, so an old invitation is not the problem. [Managing email invitations for new members](/administration-security/manage-email-invitations-for-new-members) covers all of this in detail. The short version: put a date in your own calendar and chase your waves by hand. ## Promote and prune as you go Once people are in, the list at **Administration > Users** is where you adjust them. Roles move one rung at a time along guest, member, administrator, so widening a guest into an administrator takes two steps. Suspending an account takes it offline without deleting anything and can be undone. Reviewing that list at the end of each wave, rather than once a year, is what keeps an onboarding plan from turning into a cleanup project. ## What's next - [Ways to add new members to your organisation](/administration-security/how-do-i-add-new-members-to-my-organization) - [Inviting new users, members, or guests](/administration-security/inviting-new-users-members-or-guests) - [Managing email invitations for new members](/administration-security/manage-email-invitations-for-new-members) - [User Roles and Permissions](/administration-security/user-roles) --- ## Activating the post validation workflow URL: https://support.talkspirit.com/en/administration-security/activate-the-validation-process Category: Administration & Security · Section: Platform settings · Type: Tutorial · Tags: admin ## Activating the post validation workflow With the post validation workflow, members can submit a post to a reviewer, who discusses it with them in a dedicated thread and then approves or rejects it before it reaches the newsfeed. You turn the workflow on for the whole organisation from the Newsfeed settings. Group managers can then make validation mandatory for posts in their own group. > **Role prerequisite:** You need to be an organisation administrator to open this page. The workflow is included in certain plans only: if the **Post validation workflow** section is missing from the page, your plan does not include it. ## Turn on the validation workflow 1. Open **Administration > Newsfeed**, in classic Talkspirit. 2. Scroll to the **Post validation workflow** section. 3. Turn on **Allow users to follow a validation workflow before publishing their posts**. 4. Confirm your changes in the save bar that appears at the bottom of the page. ![The Post validation workflow section of the Administration Newsfeed page, with the switch Allow users to follow a validation workflow before publishing their posts turned on.](/images/administration-security/activate-the-validation-process/01-post-validation-workflow-switch.png) ## What changes for members Once the workflow is on: - A **See validations list** entry appears in the newsfeed action bar's three-dot menu, with a chip counting unread reviews. It opens the **Validation process** page, where each member follows the posts they have been asked to validate (**To validate**) and the ones they have submitted (**Requested**). - The post editor gains a **Validation** tab, where the author picks a reviewer before publishing. The reviewer must already be a recipient of the post: a member of the group it is addressed to, or one of the recipients of a private post. Submitting a post for validation stays optional, post by post, unless the group requires it (see below). - The reviewer and the author exchange feedback in a discussion thread attached to the review. Only the assigned reviewer can request changes, approve or reject the post; after changes, the author resubmits it for validation. An approved post is published immediately, or at its scheduled date. To walk through the member side of the flow, see [Getting a post reviewed before publishing](/en/communication/how-to-get-a-post-review-with-the-review-process). ![The newsfeed action bar's three-dot menu open, listing See validations list, See followed events and See my drives.](/images/administration-security/activate-the-validation-process/02-see-validations-list-menu.png) ## Require validation for a group When the workflow is on, the **Set who can post** setting in each group's Settings panel gains a third option: **All members but a post must be approved by a group manager**. With that option selected: - Every post a member addresses to the group must be validated before it is published, and only a group manager can be picked as the reviewer. - Group managers themselves publish directly, without validation. > **Note:** Switching a group to this option while validations are in progress may interrupt them. The group Settings panel is described in [Managing groups](/en/administration-security/managing-groups). ## What's Next? - [Post validation workflow](/en/communication/the-validation-process) - [Getting a post reviewed before publishing](/en/communication/how-to-get-a-post-review-with-the-review-process) - [Managing groups](/en/administration-security/managing-groups) --- # Billing & Plans ## FAQ: Subscription and billing for Talkspirit URL: https://support.talkspirit.com/en/billing/faq-subscription-billing Category: Billing & Plans · Section: Plans & upgrades · Type: Reference · Tags: admin This FAQ answers common questions about managing your Talkspirit subscription: trials, licences, payments, invoices, and billing frequency. Only the Owner and organisation administrators can view and manage billing, from the **Administration → Licences & Plans** area. For what each plan includes and how much it costs, see [Talkspirit paid plans and pricing](/en/billing/talkspirit-paid-plans). ## Trials and discounts ### Can I try paid apps before subscribing? Yes. You can start a free 15-day trial of the **Projects** and **Library** apps without changing your plan. Open the app from **Administration**, then select **Start trial**. When the trial ends, the app locks unless you move to a plan that includes it. ### Do you offer discounts for non-profit or educational organisations? Talkspirit can apply a discount code to your subscription. Contact the sales team to discuss eligibility and pricing for non-profit or educational organisations. ## Licences ### What happens when I reach my licence limit? Every active member uses one paid licence. When you reach your licence limit, an alert appears in the **Licences & Plans** area inviting you to add licences. To add more active members, buy additional licences. You can also free licences by suspending or removing members, or by converting a member to a single-group guest. ### What happens when I suspend or remove a member? Suspending or removing a member frees the licence they used, so you can invite someone else in their place. Suspended members and single-group guests do not count towards your licence total. Reducing the number of licences you pay for takes effect at your next renewal. ### How does billing work when I add or reduce licences? When you add licences, the charge is calculated pro rata from the purchase date to the end of your current billing period, and a new invoice is issued. Reducing licences takes effect at your next renewal. For step-by-step instructions, see [Adding or removing licences from my subscription](/en/billing/add-or-remove-licences-to-your-subscription). ## Payments and invoices ### Which payment methods are accepted? You can pay by: - **Credit card** - **Direct debit**, where a mandate authorises the payments - **Bank transfer**, for annual billing only Direct debit must be set up from a web browser, not the desktop app. See [Supported payment methods in Talkspirit](/en/billing/supported-payment-methods). ### How do I update my billing and payment details? Open the **Licences & Plans** area, then open the secure payment portal. From the portal you can update your payment method and billing information. Changes apply to your next invoice. > **Note:** The payment portal is provided by Chargebee, so its screens differ from the rest of Talkspirit. ### Where do I find my invoices? Open the payment portal from the **Licences & Plans** area to view and download your past invoices. ## Billing frequency ### Can I switch between monthly and annual billing? Yes. Open **Manage plan** in the **Licences & Plans** area and choose monthly or annual billing. The change takes effect at your next renewal. ## What's Next? - [Talkspirit paid plans and pricing](/en/billing/talkspirit-paid-plans) - [Upgrading my plan in Talkspirit](/en/billing/how-to-upgrade-my-plan) - [Adding or removing licences from my subscription](/en/billing/add-or-remove-licences-to-your-subscription) - [Cancelling my Talkspirit subscription](/en/billing/how-to-cancel-my-subscription) --- ## Talkspirit paid plans and pricing URL: https://support.talkspirit.com/en/billing/talkspirit-paid-plans Category: Billing & Plans · Section: Plans & upgrades · Type: Reference Talkspirit has three plans: **Rise**, **Scale**, and **Enterprise**. Rise and Scale are self-service plans, priced per member, that share the same features and differ only in capacity. Enterprise is configured with the sales team for larger organisations, and adds unlimited members, single sign-on, and SCIM provisioning. Only administrators can view or change your plan, from the **Subscription** page. ## What plans can I choose? Talkspirit offers three plans: - **Rise**: for organisations of up to 100 members. - **Scale**: for organisations of up to 300 members, with more storage and larger file uploads. - **Enterprise**: for larger organisations that need unlimited members, single sign-on, and a dedicated account team. Enterprise is priced and set up with the sales team. For the full feature comparison, see [Talkspirit plans overview](/en/billing/plans-overview). ## How do Rise and Scale differ? Rise and Scale include the same features. They differ only in capacity: | Capacity | Rise | Scale | |---|---|---| | Members included | Up to 100 | Up to 300 | | Included storage | 500 GB | 1 TB | | Maximum file upload size | 20 MB | 50 MB | Both plans include automatic translation. Projects and Library are available to try, and you add the other apps your organisation needs, such as Newsfeed, Chat, and Office documents. ## What does the Enterprise plan add? The Enterprise plan removes the member cap and adds the features the self-service plans do not include: - **Unlimited members** - **Single sign-on (SSO)** through your own identity provider, using SAML - **SCIM provisioning** to automate member provisioning and deprovisioning - **Public API** access to build your own integrations - **File uploads up to 500 MB** per file - **A dedicated account team** Enterprise is set up with the sales team, not through self-service. For the full detail, see [Talkspirit Enterprise plan](/en/billing/how-does-the-enterprise-plan-work). ## How much does each plan cost? Rise and Scale are priced per member per month, and paying annually costs less per member than paying monthly. Enterprise is a custom quote from the sales team, calculated from your member count and needs, with the rate decreasing as your organisation grows. Prices depend on your plan and appear on the **Subscription** page. For an Enterprise quote, contact the sales team. ## How are guests counted towards licences? A guest who belongs to a single group does not use a paid licence, so single-group guests carry no cost. A guest who belongs to more than one group uses a licence, billed at the same rate as a member. Your guest allowance is set with your plan. You can change a member into a guest, or a guest into a member, at any time. If you do not have a spare licence for the change, an alert prompts you to buy the licence you need. ## Next steps - [Talkspirit plans overview](/en/billing/plans-overview) - [Talkspirit Enterprise plan](/en/billing/how-does-the-enterprise-plan-work) - [Adding or removing licences from my subscription](/en/billing/add-or-remove-licences-to-your-subscription) - [FAQ: Subscription and billing for Talkspirit](/en/billing/faq-subscription-billing) --- ## Talkspirit plans overview URL: https://support.talkspirit.com/en/billing/plans-overview Category: Billing & Plans · Section: Plans & upgrades · Type: Reference Talkspirit offers three plans for self-managed organisations: Rise, Scale, and Enterprise. All three share the same core self-management features and differ mainly by capacity and platform integrations. Rise supports up to 100 members and Scale up to 300. Enterprise removes the member cap and adds single sign-on, SCIM provisioning, API access, and dedicated support. Enterprise pricing is agreed with an Account Manager. ## How the plans compare | Capability | Rise | Scale | Enterprise | |---|---|---|---| | Members included | Up to 100 | Up to 300 | Unlimited | | Included storage | 500 GB | 1 TB | Custom | | Maximum file upload size | 20 MB | 50 MB | 500 MB | | SAML/SSO authentication | No | No | Yes | | SCIM provisioning | No | No | Yes | | API access | No | No | Yes | | Dedicated Account Manager | No | No | Yes | | Pricing | Per member | Per member | Custom quote | Rise and Scale include free guest members. The exact guest allowance is set with your plan. Enterprise includes unlimited members and guests. ## What every plan includes Rise, Scale, and Enterprise share the same core self-management feature set. The plans differ in capacity, not in these features: - Map your organisation with roles and a dynamic organisation chart - Share your organisation chart with external members - Access the members directory - Organise and share publications and policies - Use consent-based decision making - Log tensions in a personal space - Organise and hold meetings, and collaborate on agendas - View general statistics and exports ## Optional apps and add-ons Rise and Scale let you add only the apps your organisation needs, so you pay for what you use. Optional apps include: - Projects, to plan and track work on a Kanban board - Goals, to set objectives and measure results - Communication and collaboration apps: Newsfeed, Chat, video conferencing, and Office documents - Governance add-ons: the Holacracy and Time Spent in Roles apps Translation is included on Rise and Scale, not a paid add-on. Enterprise includes the complete feature set and all add-ons with no restrictions. ## Which plan fits your organisation? Choose Rise for teams of up to 100 members that are starting to deploy self-management. Choose Scale for organisations of up to 300 members that want to enable self-management more widely with more storage and larger file uploads. Choose Enterprise for larger organisations that need unlimited members, enterprise-grade security (SAML/SSO and SCIM), API access, and a dedicated Account Manager. Contact the sales team for a custom Enterprise quote. ## Next steps - [FAQs about Talkspirit's paid plans](/en/billing/talkspirit-paid-plans) - [Adding or removing licences from my subscription](/en/billing/add-or-remove-licences-to-your-subscription) - [FAQ: Subscription and billing for Talkspirit](/en/billing/faq-subscription-billing) --- ## Talkspirit Enterprise plan URL: https://support.talkspirit.com/en/billing/how-does-the-enterprise-plan-work Category: Billing & Plans · Section: Plans & upgrades · Type: Reference The Enterprise plan is the top Talkspirit subscription tier, for organisations that have outgrown the Scale plan's 300-member limit. It includes unlimited members, the complete feature set, single sign-on (SSO), SCIM provisioning, public API access, brand customisation, and a dedicated account team. Pricing is custom: it is calculated from your organisation's volume and needs with an Account Manager. ## What is included in the Enterprise plan? - **Unlimited members**: no cap on active or inactive members, where the Scale plan caps at 300 - **Complete feature set**: every app and add-on, with no plan-level restrictions - **Single sign-on (SSO)**: authentication through your own identity provider using SAML - **SCIM provisioning**: System for Cross-domain Identity Management automates member provisioning and deprovisioning - **Public API access**: build integrations against the Talkspirit Application Programming Interface (API) - **Brand customisation**: apply your organisation's own branding to the workspace - **File uploads up to 500 MB** per file - **Dedicated account team**: a named Account Manager, plus onboarding, training, and ongoing support - **Offline purchasing**: non-disclosure agreement (NDA), data processing agreement (DPA), security review, and offline invoicing for purchase orders ## How is the Enterprise plan priced? Enterprise pricing is custom. Where Rise and Scale use a fixed per-member rate, Enterprise uses degressive volume pricing: the rate decreases as your member count grows, and the tier and any add-on packs are quoted upfront. Your Account Manager builds the quote around your organisation's requirements. ## How do I get the Enterprise plan? Contact the Talkspirit sales team to discuss your requirements and receive a custom quote. There is no self-service upgrade to Enterprise: the plan is set up with your Account Manager. ## What's Next? - [Talkspirit plans overview](/en/billing/plans-overview) - [Talkspirit plans overview](/en/billing/plans-overview) - [Talkspirit plans overview](/en/billing/plans-overview) --- ## Upgrading my plan in Talkspirit URL: https://support.talkspirit.com/en/billing/how-to-upgrade-my-plan Category: Billing & Plans · Section: Plans & upgrades · Type: Tutorial · Tags: admin Administrators upgrade the organisation's plan from the Talkspirit administration area, under **Billing**. You pick a plan and billing frequency, set the number of licences, and confirm. By default the new plan applies immediately, with prorated charges for the rest of the current billing period. When an account manager handles your subscription, you upgrade by contacting them instead. ## Before you start - Only the **Owner** and **administrators** can manage the organisation's plan. - If an **account manager** is assigned to your subscription, the self-serve buttons are hidden. Contact your account manager to change the plan. - If your organisation uses an external billing portal, **Billing** opens that portal and the steps below differ. ## How do I upgrade to a higher plan? Open the billing area and change your plan from the current-subscription card. 1. Go to **Administration → Billing**. Your current subscription opens. 2. On the **Your current subscription** card, click **Manage plan**. 3. Choose your billing frequency (**Monthly** or **Yearly**) when your subscription allows it, then select the plan you want. 4. Set the number of licences with the slider, review the order summary, and click **Confirm**. > **Note:** To apply the change at your next renewal instead of immediately, turn on **Change subscription on next renewal** before you select the plan. To add licences without changing plan, click **Add licences** on the same card. See [Adding or removing licences from my subscription](/en/billing/add-or-remove-licences-to-your-subscription). ## How does billing work when I upgrade? When the change takes effect immediately, prorated charges apply for the rest of the current billing period, so you pay only for the time left on the higher plan. Billing then continues as usual at your next renewal, monthly or yearly. Your payment details stay the same. ## Next steps - [Talkspirit plans overview](/en/billing/plans-overview) - [Adding or removing licences from my subscription](/en/billing/add-or-remove-licences-to-your-subscription) - [Cancelling my Talkspirit subscription](/en/billing/how-to-cancel-my-subscription) --- ## Adding or removing licences from my subscription URL: https://support.talkspirit.com/en/billing/add-or-remove-licences-to-your-subscription Category: Billing & Plans · Section: Plans & upgrades · Type: Tutorial · Tags: admin Administrators add licences to a Talkspirit subscription at any time and reduce them at the next renewal, from the billing portal opened through **Administration → Billing**. Adding licences takes effect immediately and is charged pro rata to the end of the current term. Reducing licences takes effect only at renewal, and never below the number of licences currently in use. ## Prerequisites - You are an administrator. Only administrators can open **Billing** and change the number of licences. ## What counts as a paying licence? A paying licence covers a member or a multi-group guest, meaning a guest who belongs to more than one group. Both cost the same, and you assign the account type when you invite the person, not when you buy the licence. By default, single-group guests do not consume a paying licence. Some organisations are configured to bill single-group guests instead: if your usage count includes them, this setting is turned on for your organisation. ## Add licences 1. Open **Administration → Billing** to reach the subscription portal. 2. On **Your current subscription**, select **Add licences**. 3. Set the new total in **Add more paying licences**. The figure includes all your current licences. 4. Review the order summary, then select **Confirm** and **Pay**. The change applies immediately. You are charged pro rata for the remaining days of the current billing period, on both monthly and annual plans. To apply the increase at renewal instead, select **Manage plan** and turn on **Change subscription on next renewal** before you confirm. ## Reduce licences You reduce licences only at renewal, and only down to the number of licences currently in use. Suspend or remove members first if you need to go lower. 1. Open **Administration → Billing**, then select **Manage plan**. 2. Turn on **Change subscription on next renewal**. 3. Lower the licence count, then confirm the change. > **Note:** The reduction is scheduled, not applied straight away. It appears as the modifications planned for your renewal date, and you can cancel a scheduled change at any time before renewal. ## Next steps - [Upgrading my plan in Talkspirit](/en/billing/how-to-upgrade-my-plan) - [Supported payment methods in Talkspirit](/en/billing/supported-payment-methods) - [Cancelling my Talkspirit subscription](/en/billing/how-to-cancel-my-subscription) --- ## Cancelling my Talkspirit subscription URL: https://support.talkspirit.com/en/billing/how-to-cancel-my-subscription Category: Billing & Plans · Section: Your subscription · Type: Tutorial · Tags: admin You can cancel your Talkspirit subscription at any time by submitting a cancellation request. Cancellation is not self-serve: you send the request to the Talkspirit team, who process it and confirm by email. Your workspace stays available until the end of the period you have already paid for. After that, access ends, so export any data you want to keep before then. ## How do I request cancellation? 1. Open the cancellation form: [Cancellation form](https://form.typeform.com/to/CjYboffp). 2. Complete the form with your organisation and contact details. 3. Submit the form. The Talkspirit team contacts you at the email address you provide to confirm that your cancellation has been processed. If you have questions before cancelling, contact the Talkspirit Support Team. ## What happens after I cancel? - Your workspace stays accessible until the end of your current prepaid period. - No further charges are made once the team confirms your cancellation. - At the end of the prepaid period, access ends and the workspace is closed. > **Warning:** Closing the workspace removes access to your organisation's content. Export anything you need to keep before the prepaid period ends. ## How do I save my data before cancelling? Export your organisation's data before your access ends. Administrators and members export different scopes: - [Exporting my organisation's data as an administrator](/en/administration-security/export-your-organisations-data-as-an-administrator) - [Exporting my organisation's data as a member](/en/administration-security/export-my-organisations-data-as-a-member) ## Next steps - [FAQ: Subscription and billing for Talkspirit](/en/billing/faq-subscription-billing) - [Adding or removing licences from my subscription](/en/billing/add-or-remove-licences-to-your-subscription) - [Supported payment methods in Talkspirit](/en/billing/supported-payment-methods) --- ## Supported payment methods in Talkspirit URL: https://support.talkspirit.com/en/billing/supported-payment-methods Category: Billing & Plans · Section: Invoices & payment · Type: Tutorial · Tags: admin Talkspirit supports three payment methods: credit card, direct debit, and bank transfer. Credit card and direct debit both work for monthly or annual billing, while bank transfer is available for annual billing only. You set up and change your payment method from **Administration → Billing**, which only the platform **Owner** and **administrators** can open. ## What payment methods can I use? Talkspirit accepts three payment methods: - **Credit card**: charged automatically each month or year, depending on your billing frequency. Card payments are processed by Stripe. - **Direct debit**: Talkspirit collects each payment from your bank account on the agreed date. You authorise the collection once by completing a direct debit mandate. Direct debit is processed by GoCardless and cannot be set up from the desktop app. - **Bank transfer**: Talkspirit shows you its banking details and you send each payment yourself. Bank transfer is available for annual billing only. ## How do I choose a payment method? You choose your payment method at checkout, when you first subscribe or when you add licences. 1. Open **Administration** and go to **Billing**. 2. Start or update your subscription to reach the checkout screen. 3. At the payment step, select **Credit card**, **Direct debit**, or **Bank transfer**. 4. For a credit card, enter your **Card number**, **Expiry** date, and **CVC** (security code), then validate your order. 5. For direct debit, validate your order, then complete the mandate that authorises the collection. 6. For bank transfer, use the banking details shown to send your payment. **Bank transfer** appears only when you select annual billing. > **Note:** Direct debit is not available in the desktop app. Use a web browser to set it up. ## How do I change my payment method? For an existing subscription, you change your payment method in the Talkspirit billing portal. 1. Open **Administration** and go to **Billing**. 2. On the subscription page, open your billing details and choose to edit the payment method. 3. Update your card or bank details in the portal, then save. The billing portal is a Chargebee interface and opens in a separate window, so its layout is controlled by Chargebee rather than Talkspirit. Your invoices and billing history are available in the same portal. ## Next steps - [Adding or removing licences from my subscription](/en/billing/add-or-remove-licences-to-your-subscription) - [Cancelling my Talkspirit subscription](/en/billing/how-to-cancel-my-subscription) - [FAQ: Subscription and billing for Talkspirit](/en/billing/faq-subscription-billing) --- ## How do trials work in Talkspirit? URL: https://support.talkspirit.com/en/billing/how-do-trials-work Category: Billing & Plans · Section: Plans & upgrades · Type: Quick Fix Talkspirit modules and add-ons can be offered on a trial, but a trial is not self-serve: your Talkspirit representative starts it for your organisation. To arrange one, contact your representative, who chooses which module or add-on to trial and how long the trial runs. While a module is on trial, everyone with access uses it in full, and administrators see its trial status in **Administration**. When the trial ends, the module is locked until it is added to your plan. ## What happens during and after a trial? While the trial runs, the module behaves like a paid one: every feature is available, and an administrator can turn it on or off in **Administration** like any other module. The module shows its trial status there, with the closing date (for example, **Trial ends in 12 days**). When the trial ends, access to the module is removed and it shows as locked in **Administration**, with a **Contact sales** option. Ending one trial does not affect your other modules. The content created during the trial is not deleted: it becomes available again once the module is added to your plan. To keep the module, contact your Talkspirit representative. ## Next steps - [Talkspirit plans overview](/en/billing/plans-overview) - [FAQs about Talkspirit's paid plans](/en/billing/talkspirit-paid-plans) - [Adding or removing licences from my subscription](/en/billing/add-or-remove-licences-to-your-subscription) --- # Integrations & API ## The Talkspirit Partner API URL: https://support.talkspirit.com/en/integrations/partner-api Category: Integrations & API · Section: API & webhooks · Type: Reference ## The Talkspirit Partner API Talkspirit exposes a REST API under a `/v1` prefix so that an integration can read an organisation's members, structure, meetings, projects, goals and working agreements, and write in a few precise places, without anyone working in the Talkspirit interface. Every response is JSON, and most failures are an RFC 7807 problem document with a stable machine-readable `code`. Rate limiting and timeouts are the two exceptions: their bodies have their own shape. It is a **partner** API, not a public one. The resource set is deliberately narrow, access is provisioned per named integration, and there is no developer portal where you can sign up or mint a credential yourself. If you want to connect a cloud storage service or another built-in integration, no API work is involved: see [How do I add or remove an integration?](../integrations/enable-a-cloud-file-picker). ## What has to be in place before a call succeeds Two conditions, both of them owned by the Talkspirit organisation you integrate with: 1. **The API module is enabled on that organisation.** It is an optional module and it is off by default. Without it, every request is rejected with `401` even when the key itself is valid. If the module is switched off later, keys that were already issued stop working, after a short propagation delay. 2. **You have an API key for that organisation.** An administrator of the organisation creates it in Administration, under Security, on the **API** page. Talkspirit support does not hand keys out, and you cannot create one from the partner side. Ask the administrator who owns the organisation to arrange both. The procedure is in [Managing API tokens as an admin](../integrations/manage-api-tokens-as-an-admin). ## Where is the reference documentation? The API documents itself. The service publishes, under the same host that serves the API: - `/v1/docs`, an interactive reference rendered with Scalar. It reads `/v1/openapi.json`, lists every operation with its schemas, and can send test requests from the page. - `/v1/openapi.json`, the machine-readable OpenAPI document, for generating a client. Both are readable without a credential. `/v1/redoc` used to be a separate reading page and now answers `301` to `/v1/docs`, so there is one reference page rather than two. The contract is generated from the running service and checked in continuous integration, so it cannot drift away from what the API actually serves. Treat it as the authority: this article explains the shape, the reference explains every field. It carries its own version number, distinct from the `/v1` path: this article was checked against **0.65.0**. ## How authentication works Pass your key as a bearer token on every request: ```http Authorization: Bearer ``` The key is an opaque string beginning with `ts_partner_`. Talkspirit stores only a fingerprint of it, so the full value is shown once, at creation, and cannot be recovered afterwards. A lost key is replaced, never retrieved. Do not confuse it with an MCP key, which begins with `tsk_`, is created by each member in their own account area, and authenticates the separate MCP endpoint rather than this API. Behind the scenes the service verifies your key, then exchanges it for a short-lived token belonging to a technical user dedicated to your integration. Your integration therefore sees exactly what that technical user is allowed to see: the circles, roles and boards it has been given in the organisation, and, for a task that belongs to no project, only the tasks that user may see in the product. A scope on the key never widens that. Treat the key like a password. Keep it out of source control, and ask the administrator to revoke and reissue it if it is ever exposed. Revocation takes effect immediately, with a grace window of up to about five minutes for a token already exchanged. ## What the API exposes Forty-eight operations under `/v1`, plus `GET /healthz`. Nine of them write; everything else reads. | Resource | Read endpoints | Scope | | --- | --- | --- | | Users | `GET /v1/users`, `GET /v1/users/{user_id}`, `GET /v1/users/{user_id}/memberships` | `users:read` | | Every membership of the organisation | `GET /v1/memberships` | `users:read` | | Circles | `GET /v1/circles`, `GET /v1/circles/{circle_id}`, `GET /v1/circles/{circle_id}/members` | `circles:read` | | Roles | `GET /v1/roles`, `GET /v1/roles/{role_id}`, `GET /v1/roles/{role_id}/members` | `roles:read` | | Role templates | `GET /v1/role-templates`, `GET /v1/role-templates/{role_template_id}` | `roles:read` | | Custom-field definitions | `GET /v1/custom-fields` | `roles:read`, `circles:read` or `users:read`, depending on the `entity_type` you ask for | | Meetings | `GET /v1/meetings`, `GET /v1/meetings/{meeting_id}` | `meetings:read` | | Projects | `GET /v1/projects`, `GET /v1/projects/{project_id}`, `GET /v1/projects/{project_id}/comments` | `projects:read` | | Sections | `GET /v1/sections`, `GET /v1/sections/{section_id}` | `projects:read` | | Labels | `GET /v1/labels`, `GET /v1/labels/{label_id}` | `projects:read` | | Tasks | `GET /v1/tasks`, `GET /v1/tasks/{task_id}`, `GET /v1/tasks/{task_id}/comments` | `tasks:read` | | Goals | `GET /v1/goals`, `GET /v1/goals/{goal_id}`, `GET /v1/goals/{goal_id}/key-results`, `GET /v1/goals/{goal_id}/comments` | `goals:read` | | Time periods | `GET /v1/time-periods`, `GET /v1/time-periods/{time_period_id}` | `goals:read` | | Working agreements | `GET /v1/documents`, `GET /v1/documents/{document_id}`, `GET /v1/documents/{document_id}/content`, `GET /v1/documents/{document_id}/comments` | `documents:read` | | Tensions | `GET /v1/tensions`, `GET /v1/tensions/{tension_id}` | `tensions:read` | | Activity log | `GET /v1/audit-logs` | `audit_log:read` | | Your own identity | `GET /v1/whoami` | none | Two groupings are worth noting because they do not follow the path name: sections and labels are read with `projects:read`, and time periods with `goals:read`. The text of a working agreement is a sub-resource of its own, `GET /v1/documents/{document_id}/content`, so listing documents never carries a page of full texts. It serves the version the key's account sees in the product: the published one, or the latest draft when nothing has been published yet. A working agreement that exists but holds no text answers `200` with an empty text rather than `404`. `GET /v1/memberships` returns every membership held in the organisation, one page per call, so a full sync of the structure costs as many calls as there are pages rather than one call per member. Each row is exactly a row of `GET /v1/users/{user_id}/memberships`, with the member's `user_id`. Pass `?updated_since=` to receive only the memberships added or edited since a given instant; such a walk cannot see a membership that was removed, so reconcile with a full walk from time to time. `GET /v1/audit-logs` is the organisation's activity log, newest first: connections (successful and refused), publications, comments, and accesses to and exits from groups. Because it covers every member, the account behind the key must be an administrator of the organisation as well as the key carrying `audit_log:read`. Pass `?occurred_after=` to read only what happened since a given instant. Several lists also accept filters, for example the roles one member holds, the circles one member belongs to, the roles created from one role template, or the tensions put on one meeting's agenda. The reference documentation lists every filter an endpoint accepts. ### Fields that need a word of explanation Several fields carry more meaning than their name suggests. - **`last_activity_at`, on a member.** `GET /v1/users`, `GET /v1/users/{user_id}` and the response of `PATCH /v1/users/{user_id}` publish the member's last recorded activity. It is an activity signal, not a sign-in: it is recorded when an authenticated member uses the product, and refreshed about once an hour rather than on every request, so read it as "active recently" and never as an authentication event. It is `null` when no activity was ever recorded, and for a member who has been anonymised. Calls you make with your own key record activity for the technical user behind the key, never for the members it reads or updates. - **`assigned_at` and `updated_at`, on an assignment.** Every row of `GET /v1/roles/{role_id}/members`, `GET /v1/circles/{circle_id}/members` and `GET /v1/users/{user_id}/memberships`, and every member row returned by `GET /v1/roles` and `GET /v1/roles/{role_id}` with `?include=members`, carries both. `assigned_at` is when the assignment began: for an organisation migrated from Holaspirit, the date the assignment had there, not the date of the migration. Rows whose source carried no such date fall back to the instant of their import run, which is how you recognise them — they all share one value. `updated_at` is when the row was last written: its label, its decision-maker and administrator flags, a leave or a return. It does not move when an allocation changes, so it is not a feed of assignment changes, and neither field is an assignment history. - **`options`, on a member custom-field definition.** `GET /v1/custom-fields?entity_type=user` publishes the complete option catalogue of every single-select and multiple-select field, where it used to publish nothing: every configured option, including the ones no member holds yet, as a `{value, label}` pair. `value` is the option id that `PATCH /v1/users/{user_id}/custom-fields` accepts; `label` is what a member's value usually reads as, so match a member's value on `label` first and on `value` if that fails, and expect two options of the same field to be able to share a label. Options come ordered by label, up to 5,000 per field, and `options_truncated` on the same definition says whether that ceiling bit. A select field with no option configured yet reports an empty list; `null` still means the field's type has no option list at all. The values on `GET /v1/users?include=custom_fields` are unchanged. - **`source_template_id`, on a role.** The role template the role was created from, the id `GET /v1/role-templates` returns, or `null` when the role was created without one. A role template is a reusable role definition, such as "Secretary". An invited copy of a role reads `null`: its `source_role_id` leads to the role that carries the template. If your organisation was migrated from Holaspirit, template ids changed with the migration, so read them again from `GET /v1/role-templates`. - **The personal fields of a member.** `email`, `phone`, `last_activity_at` and the custom-field values reach your key as they reach the technical user in the product. An administrator reads them all. A member reads them all except an email its owner chose to hide. A guest who shares no active group with that member reads none of them. A withheld field is `null`. The technical user behind a key is usually not an administrator, so expect `email` to be `null` for the members who hid it. - **`priority`, on a tension.** It can be `NONE`, which means nobody has set one, and that is what a tension created without a priority now records. Treat a value you do not recognise as a future value rather than an error. **Retyping a select field moves its values between two slots.** A field an administrator changes from single-select to multiple-select stops reading as `value`, a single value, and starts reading as `values`, a list — and a write has to use the same slot. Submitting the wrong one is refused with a `422 INVALID_CUSTOM_FIELD_VALUE` whose message names the slot to use; it is never quietly coerced. ### The nine writes | Operation | Scope | What to know | | --- | --- | --- | | `POST /v1/tasks` | `tasks:write` | Creates a task on every call, so it is not safe to retry blindly. | | `POST /v1/tensions` | `tensions:write` | Creates a tension. An omitted `priority` records `NONE`. | | `PATCH /v1/tensions/{tension_id}` | `tensions:write` | Edits a tension. | | `PATCH /v1/tensions/{tension_id}/status` | `tensions:write` | Moves a tension through its statuses. | | `DELETE /v1/tensions/{tension_id}` | `tensions:delete` | **A hard delete with no undo.** See below. | | `PATCH /v1/users/{user_id}` | `users:write` | Edits a member. | | `PATCH /v1/users/{user_id}/custom-fields` | `users:write` | Sets custom-field values on a member. | | `PATCH /v1/circles/{circle_id}/custom-fields` | `circles:write` | Sets custom-field values on a circle. | | `PATCH /v1/roles/{role_id}/custom-fields` | `roles:write` | Sets custom-field values on a role. | **Deleting a tension is irreversible.** The tension and its links are gone, and no read returns them afterwards. It sits behind its own `tensions:delete` scope, which `tensions:write` deliberately does not grant, so the capability has to be given explicitly rather than inherited. A tension is also deletable by its creator only: a key can delete the tensions its own technical user created, and nothing else. ## Scopes An administrator picks scopes when the key is created. Sixteen are defined: - Ungated: `users:read`, `users:write`, `audit_log:read` - Structure module: `roles:read`, `roles:write`, `circles:read`, `circles:write`, `tensions:read`, `tensions:write`, `tensions:delete`, `documents:read` - Goals module: `goals:read` - Projects module: `projects:read`, `tasks:read`, `tasks:write` - Meetings module: `meetings:read` They do not all appear at once. A scope is only offered when the module it reads from is active on the organisation, so `tasks:read` is absent where Projects is off, and the whole Structure block is absent where Structure is off. Ask the administrator which modules the organisation runs before you design against a scope. `audit_log:read` reads the activity log, `GET /v1/audit-logs`. It is not enough on its own: the account behind the key must also be an administrator of the organisation, otherwise the route answers `403 FORBIDDEN_UPSTREAM`. ## Making your first request `GET /v1/whoami` needs no scope and doubles as a credential check. It returns the partner name your key was issued under, the organisation it belongs to, the scopes it carries, `user_id`, the member your key acts as, and `created_by_user_id`, the administrator who created the key (`null` for an older key or one a Talkspirit operator created). When a call is refused or returns less than you expected, `user_id` is the account to look at. ``` curl -H "Authorization: Bearer " \ https://partner-api.talkspirit.com/v1/whoami ``` A `200` means the key itself is valid and tells you what it carries. It does not prove the organisation still accepts the account behind it: `whoami` checks the key alone and never calls Talkspirit, so it keeps answering `200` while every endpoint that needs a scope answers `403`. Anything else is in the error table below. ## Conventions to build against - **Versioning.** Everything sits under `/v1`. A breaking change ships under a new prefix instead of changing this one. - **Pagination.** List endpoints take `?cursor=` and `?limit=` and answer with a `data` array plus a `pagination` object carrying `next_cursor` and `has_more`. The default `limit` is 50 everywhere. The maximum is 199, with two exceptions: 100 on `GET /v1/users` and 50 on `GET /v1/meetings`. The cursor is opaque: pass it back untouched. There is no `page`, `skip` or `offset` parameter in any spelling. - **Field expansion.** Responses carry a minimal set of fields. Ask for more with `?include=`, a comma-separated list documented on each endpoint. A field you did not request is absent from the response rather than `null`, so an absent list means "not requested" and `[]` means "requested, and there are none". - **Server to server only.** Cross-origin requests from a browser are not supported. - **Retries.** Every `GET` is safe to retry. The writes are not idempotent: `POST /v1/tasks` and `POST /v1/tensions` create a record on every call, so deduplicate on your side rather than retrying blindly. ## What the errors mean | Status and code | What happened | | --- | --- | | `401 AUTHENTICATION_REQUIRED` | No `Authorization` header on the request. | | `401 AUTHENTICATION_INVALID` | The key is unknown or revoked, or the organisation does not have API access. The message tells the two apart. | | `403 FORBIDDEN_SCOPE` | The key is valid but was not granted the scope this endpoint needs. | | `403 FORBIDDEN_UPSTREAM` | The key has the scope, but the account behind it may not make this change to a member, or is not an administrator for the activity log. An administrator has to grant it. | | `403 FORBIDDEN_SIGN_IN_DISABLED`, `FORBIDDEN_MODULE_DISABLED`, `FORBIDDEN_ACCOUNT_SUSPENDED`, `FORBIDDEN_ACCOUNT_UNKNOWN` or `FORBIDDEN_ACCESS_DENIED` | The scope is there, but the organisation refuses the account behind the key: its sign-in method has been switched off, the module this endpoint reads is off, the account is suspended, it no longer exists in the organisation, or it may not see what you asked for. Branch on the `code`. | | `400 INVALID_CURSOR` or `INVALID_INCLUDE` | The pagination token is malformed or past its ceiling, or an `include` token is not one this endpoint accepts. | | `409 ACTIVITY_LOG_DISABLED` | The organisation has never switched its activity log on. An administrator changes that setting; retrying does not help. | | `429 RATE_LIMIT_EXCEEDED` or `UPSTREAM_RATE_LIMITED` | Too many requests for this key, or Talkspirit itself is limiting requests behind the API. Wait the number of seconds in the `Retry-After` header. | | `502 UPSTREAM_ERROR` or `UPSTREAM_AUTH_ERROR` | A service this endpoint depends on failed or answered unexpectedly. Nothing changed, so retry with backoff. | | `504` | The request passed the server's time limit and was abandoned. Whether a write took effect is undefined, so repeat it only if repeating it is safe. | A refusal by the organisation, the five `403` codes in the table, is final: neither retrying nor minting a new key clears it. An administrator of the organisation has to act. Until contract 0.49.0 those refusals, and Talkspirit's own rate limiting, both arrived as a `502`, which reads as temporary. An integration written against that behaviour retries a refusal for ever and ignores `Retry-After` on a throttle, so check yours against the table above. Error bodies never say whether a key exists or whether it was the scope that failed, so do not try to infer state from them. ## What's next? - [Managing API tokens as an admin](../integrations/manage-api-tokens-as-an-admin) - [How do I add or remove an integration?](../integrations/enable-a-cloud-file-picker) --- ## Manage API keys as an administrator URL: https://support.talkspirit.com/en/integrations/manage-api-tokens-as-an-admin Category: Integrations & API · Section: API & webhooks · Type: Tutorial · Tags: admin ## Manage API keys as an administrator An API key lets a partner integration call the Talkspirit REST API on behalf of one member of your organisation. Administrators create and revoke keys in **Administration**, under **Security** then **API**. > **In summary:** open **Administration**, then **API**, click **Create API key**, name the partner, choose the member the key acts as, tick the scopes it needs, and copy the key. It appears once and cannot be shown again. The Talkspirit API is a partner surface, not a general-purpose public API. Each key is minted for one named partner, there is no self-service developer portal, and the resources a key reaches are deliberately narrow: members, circles, roles, tensions, working agreements, meetings, goals, projects and tasks. ## Before you start You need three things. - **Administrator rights.** Talkspirit rejects key creation and revocation from anyone else. - **The API module, switched on for your organisation.** It is off by default. Without it, **API** does not appear in the Administration menu, and opening the page by its address returns a not-found page. Ask your Talkspirit contact to enable it. - **The partner's account, already in your organisation.** A key acts as one member, and Talkspirit provisions a dedicated account for each partner. Ask your Talkspirit contact to create that account before you mint a key for it. ## Create an API key 1. Go to **Administration**, then **API** under **Security**. 2. Click **Create API key**. 3. Enter the **Partner name**. It identifies the key in the list, so name the partner rather than the purpose. 4. In **Owner**, search for the member the key acts as and select them. The key sees exactly what that member sees, and nothing more. 5. Under **Scopes**, tick what the key is allowed to do. Every scope your organisation can grant is already ticked when the dialog opens, so **untick everything the integration does not need**, and check the list before you continue: it includes writes, and it includes **Delete tensions**, which deletes permanently. At least one scope is required. 6. Click **Create API key**. 7. Copy the key, store it in your password manager, then click **Close**. ![The API page in Talkspirit Administration. API is highlighted in the Security section of the Administration menu, the Create API key button sits at the top right, and the page reads "No API keys yet".](/images/integrations/manage-api-tokens-as-an-admin/01-administration-api-page.png) > **Warning:** the key starts with `ts_partner_` and is shown once, at creation. Talkspirit keeps only a hashed copy, so nobody can display it again. If you lose it, revoke the key and create another. ## What each scope allows Scopes decide what the key can reach. Sixteen exist, and the dialog groups them by the module they read from, because a scope is only offered when that module is active on your organisation. Three are ungated and always offered; the rest need Structure, Goals, Projects or Meetings. The scope names follow your organisation's own vocabulary, so if you renamed circles or roles in **Terminology**, the checkboxes use your words. | Group | Scope | What a key carrying it can do | | --- | --- | --- | | Always offered | **Read users** (`users:read`) | Read members and their memberships | | Always offered | **Write users** (`users:write`) | Edit members, and set custom-field values on them | | Always offered | **Read the audit log** (`audit_log:read`) | Nothing today. It is reserved: no endpoint requires it yet | | Structure | **Read circles** (`circles:read`) | Read circles and their members | | Structure | **Write circles** (`circles:write`) | Set custom-field values on a circle | | Structure | **Read roles** (`roles:read`) | Read roles and their members | | Structure | **Write roles** (`roles:write`) | Set custom-field values on a role | | Structure | **Read tensions** (`tensions:read`) | Read tensions | | Structure | **Write tensions** (`tensions:write`) | Create and edit tensions, and change their status | | Structure | **Delete tensions** (`tensions:delete`) | **Delete tensions permanently.** See the warning below | | Structure | **Read working agreements** (`documents:read`) | Read working agreements, their text and their comments | | Goals | **Read goals** (`goals:read`) | Read goals, their key results, their comments and time periods | | Projects | **Read projects** (`projects:read`) | Read projects and their comments, sections and labels | | Projects | **Read tasks** (`tasks:read`) | Read the tasks the owner can see, and their comments | | Projects | **Write tasks** (`tasks:write`) | Create tasks, as the owner | | Meetings | **Read meetings** (`meetings:read`) | Read the meetings the owner can see | Ten of the sixteen only read. The other six change your organisation's data, so grant them only to an integration that has to write, and protect such a key as carefully as a password. > **Warning:** **Delete tensions** is destructive and cannot be undone. A key carrying it deletes tensions permanently, with no recovery. It is deliberately separate from **Write tensions**, which does not include it, so grant it only when an integration genuinely has to clean up after itself. It reaches only the tensions the key's own account created. Whatever you tick, a key never reaches more than its owner does. If a partner must read every member of the organisation, the owner account needs that visibility first. ## Revoke an API key 1. On the **API** page, open the actions menu at the end of the key's row. 2. Click **Revoke**. 3. Confirm with **Revoke**. Revocation takes effect at once and cannot be undone. The key stays in the list with the status **Revoked**, so you keep the record of what existed. Keys have no expiry date: one works until you revoke it, or until the API module is switched off for your organisation, which stops every key at the same time. ## What's next? - [Talkspirit API Documentation](/integrations/partner-api) - [Turning an integration on or off](/integrations/enable-a-cloud-file-picker) --- ## Connecting Claude and other AI assistants to Talkspirit URL: https://support.talkspirit.com/en/integrations/connect-claude-and-other-ai-assistants Category: Integrations & API · Section: API & webhooks · Type: Tutorial Talkspirit runs a **Model Context Protocol (MCP) server**, so an AI assistant such as Claude can read your organisation's data and act on it for you: look up tasks, create them, raise a tension, update a key result. The assistant connects as you, so it can only see and do what your own permissions already allow. **The Talkspirit MCP server address is:** ``` https://mcp.talkspirit.com/mcp ``` You need this address for every method below. **In summary:** if you use Claude in the browser or the desktop app, add a custom connector and sign in with your Talkspirit account. If you use Claude Code, another AI tool, or a script, create an MCP key and send it in a request header instead. ## Before you begin - A Talkspirit account. Any member can connect an assistant; you do not need administrator rights. - Your own permissions apply. Two colleagues asking the same question can get different answers, because each assistant sees only what that person can see. - On Claude Team and Enterprise plans, an owner of your **Claude** organisation may have to approve a new connector first. That is Claude's own plan and setting, not Talkspirit's. > **Note:** the steps inside Claude happen in Anthropic's own interface, whose layout and wording change independently of Talkspirit. Where a name has moved, look for the nearest equivalent. ## Which method should I use? | How you use your assistant | Method | What you need | | --- | --- | --- | | Claude in a web browser | Sign in | Your Talkspirit login | | The Claude desktop app | Sign in | Your Talkspirit login | | Claude Code, another AI tool, or a script | MCP key | A key that starts with `tsk_` | Signing in is the simplest option for everyday use: Talkspirit renews access for you and there is no key to store. Use an MCP key when the tool cannot show a sign-in window, which is the case for command-line tools and automation. ## Method 1: Claude on the web or the desktop app The steps are the same in both, because connectors sync from your Claude account. 1. In Claude, open **Settings → Connectors** and choose to add a custom connector. The exact path depends on your Claude plan and permissions. 2. Give the connector a name, for example `Talkspirit`. 3. In the server address field, enter `https://mcp.talkspirit.com/mcp`. 4. Expand **Advanced settings** and enter `mcp-claude-desktop` in **OAuth Client ID**. This is required: without it, the sign-in is rejected. Leave **OAuth Client Secret** empty. 5. Select **Add**, then **Connect**, and sign in with your Talkspirit account in the window that opens. ![Claude's "Add custom connector" dialog, with the Talkspirit MCP server address entered and the OAuth Client ID mcp-claude-desktop filled in under Advanced settings, leaving the OAuth Client Secret empty](/images/integrations/connect-claude-and-other-ai-assistants/01-claude-add-custom-connector.png) Claude then lists Talkspirit among its connected tools, ready to use in a conversation. ## Method 2: Claude Code and other MCP clients These connect with an MCP key rather than a sign-in window. First create the key: open **Account → MCP keys**, select **Add MCP key**, choose **Read only** or **Read and write**, and copy the key. The full procedure, including expiry and revoking, is in [Create and manage MCP keys](/en/integrations/create-and-manage-mcp-keys). For **Claude Code**, run this from your terminal (the MCP keys page shows the same command ready to copy): ```bash claude mcp add --transport http talkspirit https://mcp.talkspirit.com/mcp \ --header "X-API-Key: tsk_" ``` Or declare it in `.mcp.json` for a project, or `~/.claude.json` for yourself: ```json { "mcpServers": { "talkspirit": { "type": "http", "url": "https://mcp.talkspirit.com/mcp", "headers": { "X-API-Key": "tsk_" } } } } ``` **Any other MCP client:** point it at `https://mcp.talkspirit.com/mcp` and send your key in an `X-API-Key` header on every request. > **Warning:** treat an MCP key like a password. Never commit one to version control. Keep it in an environment variable, a password manager or a secrets manager, and use one key per machine or tool so you can revoke them independently. ## Checking that it worked Ask your assistant who you are, for example *"Using Talkspirit, who am I?"*. It replies with your name, your organisation and how it authenticated. If it cannot: - **Signed in:** confirm the connector is listed in Claude's settings and that you completed the Talkspirit sign-in window. - **MCP key:** confirm the key is still **Active** on the **Account → MCP keys** page, and that the header is exactly `X-API-Key: tsk_…`. ## What the assistant can do The assistant reads your organisation's circles, roles, tasks, meetings, goals, metrics and posts, and creates or changes a defined set of items, always with your own permissions. It never changes a circle or a role directly. [What the Talkspirit MCP server can do](/en/integrations/what-the-mcp-server-can-do) lists what it reads, creates, changes and removes, and what it cannot do. ## Working with several organisations Requests run against your **active organisation**. If you belong to more than one, the assistant can list them all and show which one is currently active, so you can confirm where it is working before asking it to change anything. For a connection you signed in to, the active organisation is the one from your Talkspirit session. A client that lets you set request headers can address a different organisation you belong to by sending its ID in an `X-Tenant-Id` header; an ID for an organisation you are not a member of is refused. ## Troubleshooting | What you see | What it means | What to do | | --- | --- | --- | | `401 Unauthorized` | The sign-in expired, or the key is mistyped, expired or deleted | Sign in again, or check the key is **Active** at **Account → MCP keys** and create a new one if needed | | `403 Forbidden` | Your account is not allowed to do that | The assistant only has your permissions. Check what your account can do in Talkspirit | | The sign-in loops or is rejected | The OAuth Client ID is missing or wrong | Under **Advanced settings**, set **OAuth Client ID** to `mcp-claude-desktop` and leave the secret empty | | It cannot reach the server, or times out | Network or firewall | Check that `mcp.talkspirit.com` is reachable. Corporate firewalls sometimes block it | | `404` on something you know exists | The wrong ID, or it is in another organisation | Ask the assistant to look the item up by name rather than passing an ID, and confirm the active organisation | | A large request times out | Too broad a query | Ask for a narrower one: filter by circle, or ask for fewer fields | ## Next steps - [What the Talkspirit MCP server can do](/en/integrations/what-the-mcp-server-can-do) - [Create and manage MCP keys](/en/integrations/create-and-manage-mcp-keys) - [The Talkspirit Partner API](/en/integrations/partner-api) - [How Spark processes your organisation's data](/en/administration-security/how-ai-processes-your-data) --- ## What the Talkspirit MCP server can do URL: https://support.talkspirit.com/en/integrations/what-the-mcp-server-can-do Category: Integrations & API · Section: API & webhooks · Type: Reference · Tags: ai The Talkspirit MCP server lets an AI assistant such as Claude work in your organisation for you. The assistant reads circles, roles, tasks, meetings, goals, metrics and posts, and creates or changes a defined set of items. It acts as you, with your own permissions. It removes almost nothing, and it never changes a circle or a role directly. To connect an assistant first, follow [Connecting Claude and other AI assistants to Talkspirit](/en/integrations/connect-claude-and-other-ai-assistants). ## Which rules apply to everything the assistant does? - **It acts as you.** It uses your own identity, through your MCP key or your sign-in. Talkspirit applies the same permission rules as to your own actions, so the assistant can do what those rules allow even where a screen does not offer it. - **Its changes carry your name.** A task it creates or a comment it writes appears as yours, and nothing marks it as made by the assistant. - **Your key decides whether it can write.** A **Read only** key lets it read, search and count, and hides its write tool. Anything else needs a **Read and write** key, or a sign-in that granted write access. - **One request can change up to 100 items of the same kind.** Talkspirit checks and applies each item in turn. - **Guests can do less.** Guests cannot create boards, goals, meetings or agenda items, and some guests cannot read circles and roles. - **Administrators have no switch for it.** No organisation setting turns the MCP server off, and switching Spark off does not disconnect it. Administrators cannot see or revoke members' MCP keys: each member deletes their own under **Account → MCP keys**. > **Note:** a change to several items is not all or nothing. If one item fails, the items already changed stay changed and the next items are still tried, and a long request can stop early. Ask the assistant which items failed or were not tried before you retry. ## What can the assistant read? The assistant reads the items below, with the fields, filters and sorting it asks for. It gets only what Talkspirit lets you see. Some items are visible to every member: tensions, circle checklists and their comments, time allocations, and who holds each role. | Area | What the assistant reads | | --- | --- | | Structure and governance | Circles, roles, who holds each role and who belongs to each circle, time allocations, tensions, proposals, working agreements such as policies and procedures, circle checklists, and the comments on proposals, working agreements and checklists | | Projects | Boards with their sections and labels, tasks with their subtask groups and the files and links attached to them, and the comments on tasks and boards | | Meetings | Meetings with their participants, reports, transcripts and action items, and your own agenda items | | Goals and metrics | Goals, key results, metrics, the files and links attached to a goal or a metric, and the comments on them | | Newsfeed | Posts | | Members | Names | Four limits apply to reading: - **Agenda items are yours only.** The assistant lists the agenda items you created or present, in any meeting or your parking lot, never a meeting's full agenda. An empty list means you have no items there. - **Contact details stay out.** The assistant reads members' names, never their email addresses or phone numbers, unless someone typed them into a text. - **Only a task's attached files come with a download link.** For each file attached to a task, the assistant gets its name, type and size, and a temporary link that downloads the file without signing in. For a file attached to a goal or a metric it gets the name, type and size, and no download link. For an attached link, wherever it hangs, it gets the link's title and its address. - **Some lists stop at one page.** Proposals, tensions and working agreements come back 50 at a time and members 100 at a time, with no next page. Ask for a narrower list, for example one circle. ## Which searches and analyses can it run? - **Search the Knowledge Base.** When your organisation has the Knowledge Base enabled, the assistant searches it: the documents added to it, roles and circles, and each source an administrator switched on, such as decided proposals, published meeting reports, goals and working agreements. An empty result means nothing matched, the Knowledge Base is off, or the search failed. - **Count and compare.** The assistant counts items such as tasks, meetings, goals and comments, broken down by a field such as status where the item allows it. It also compares groups side by side, for example the tasks in progress on two boards. - **Analyse your strategy.** The assistant checks your goals against your organisation's structure, flags what blocks them and suggests actions. It reads your goals from the Knowledge Base, and reports that it cannot run the analysis when it finds none. Each report is saved for you alone, and a **Read only** key can run it. ## What can the assistant create and change? Every action below needs write access. | Area | What the assistant can do | | --- | --- | | Tasks | Create a task or a subtask with its assignees. Change its title, description, board, section, priority, dates, privacy and status (**To Do**, **In Progress**, **Done**, **Blocked**); moving a task to another board removes its labels. Create and update subtask groups. Assign a member, role, circle or group to a task. Create a label on a board and put it on a task. Attach a file that is already in Talkspirit to a task | | Boards | Create a board, which you own and which is private unless you choose another privacy. Change its name, description and privacy. Add a member, role, circle or group with a board role. Add a section | | Goals | Create and change goals, including their category, owner, parent goal, privacy, health status, time periods and progress. Create and change key results, including their current value and progress | | Metrics | Define a metric owned by a circle or a role, and edit it. Record a value for a period on a circle's or a role's metric, which any member can do. Recording again for the same period replaces the value | | Meetings | Create a meeting, as a draft unless you ask for it to be scheduled; in a circle, it invites the circle's members. Change a meeting you can edit, including its status, for example to cancel it; a cancelled meeting cannot change again. Create a recurring meeting with you as its only participant. Add an agenda item to a meeting you can add items to, or to your parking lot | | Governance | Raise a tension and edit the tensions you wrote. Create and edit circle checklists, and tick or untick a checklist for its current period. Add a custom field to circles or roles, if you are an administrator | | Comments | Comment on a task, board, goal, key result or metric, and reply to a comment. Edit a comment you wrote, or any comment on a board you manage | | Links | Attach a link, such as a shared document or a recording, to an agenda item you can edit or to a circle's checklist | > **Note:** the text it writes keeps its formatting. Titles, lists, bold, italic, code and links the assistant writes in a description or a comment come out as formatting rather than as the characters it typed. A comment is laid out in plain paragraphs, so a title in one reads as a bold line and a list item as a bullet. ## What can the assistant remove? The assistant removes three things only: an assignee from a task (the task itself stays), a label from a task, and a link you added from an agenda item or a checklist. It deletes no task, board, goal, key result, meeting, metric, label, comment, tension or proposal. ## What can the assistant not do? - Create, change, move or delete a circle or a role. - Read or send chat messages. - Publish a post, or edit a working agreement. - Delete or archive a task, board, goal, meeting or metric. - Invite or deactivate members, change who holds a role, or remove a member from a board. - Change organisation or module settings, apart from adding a custom field. - Process a tension, or submit a proposal. - Answer a meeting invitation, change an agenda item once added, or change a whole recurring series. It can still change or cancel a single meeting of the series. ## Where does the content it reads go? Content the assistant reads through the MCP server leaves Talkspirit. It goes to the assistant you connected, and that assistant's provider processes it, for example Anthropic for Claude, under the terms you or your company accepted with that provider. This includes the download links of files attached to tasks. Talkspirit also keeps its own records: - **Each call is logged:** which tool, the result, how long it took, and which member and organisation made it. - **Strategy reports are stored.** To analyse your strategy, Talkspirit sends your goals and structure to Spark's AI provider, and keeps each report with the data it analysed. [How Spark processes your organisation's data](/en/administration-security/how-ai-processes-your-data) describes that provider. ## Next steps - [Connecting Claude and other AI assistants to Talkspirit](/en/integrations/connect-claude-and-other-ai-assistants) - [Create and manage MCP keys](/en/integrations/create-and-manage-mcp-keys) - [Enabling the Knowledge Base for Spark](/en/administration-security/enabling-the-knowledge-base-for-spark) - [How Spark processes your organisation's data](/en/administration-security/how-ai-processes-your-data) --- ## Create and manage MCP keys URL: https://support.talkspirit.com/en/integrations/create-and-manage-mcp-keys Category: Integrations & API · Section: API & webhooks · Type: Tutorial An MCP key is a personal API key that lets an AI assistant, such as Claude, query your Talkspirit data through the Model Context Protocol (MCP) server. You create and manage your own keys in your account, under **MCP keys**. Each key acts as you: the assistant sees exactly what your permissions allow, and nothing more. A key is read only by default, and can be granted read and write access instead. ## Before you start Any member can create MCP keys. You do not need administrator rights, because a key is personal and scoped to your own account. A key never widens your access. When an assistant connects with your key, Talkspirit exchanges it for your own identity, so every request runs with your permissions. A read-only key lets the assistant read your content but make no changes. A read-and-write key lets it read your content and act on your behalf. ## Create an MCP key 1. Open **Account**, then **MCP keys**. 2. Select **Add MCP key**. 3. Enter a **Name** that identifies the key, for example the tool it is for. 4. Under **Permissions**, choose **Read only** or **Read and write**. Read only is selected by default. 5. Under **Expiration**, choose **Never**, **30 days**, **90 days**, or **1 year**. New keys expire after 90 days unless you change this. 6. Select **Create Key**. 7. Copy the key value with **Copy**, then select **Done**. > **Warning:** The key value is shown once, at creation. Copy and store it securely before closing the dialog, because Talkspirit cannot show it again. If you lose it, delete the key and create a new one. ![The Create MCP key dialog open over the MCP keys page, with the Name field, the Read only and Read and write permission options, and Expiration set to 90 days](/images/integrations/create-and-manage-mcp-keys/01-create-mcp-key-dialog.png) The new key appears in the list with its name, a shortened key prefix, its status, when it was last used, and when it was created. ## Connect your AI assistant The **MCP keys** page shows a ready-made command that connects Claude Code to Talkspirit with your key: ``` claude mcp add --transport http talkspirit https://mcp.talkspirit.com/mcp \ --header "X-API-Key: tsk_" ``` Any MCP-compatible client connects the same way: point it at the Talkspirit MCP server and send your key in the `X-API-Key` request header. Select **Copy command** to copy the snippet, and replace the placeholder with the key you copied at creation. If you use Claude in a browser or the desktop app, you do not need a key at all: you can sign in instead. [Connecting Claude and other AI assistants to Talkspirit](/en/integrations/connect-claude-and-other-ai-assistants) covers every connection method and how to troubleshoot a connection. ### What the assistant can access Reading your content requires a read-only or a read-and-write key; creating or updating anything requires a read-and-write key. Every operation stays bounded by your own permissions: the key grants the assistant no access you do not already have. [What the Talkspirit MCP server can do](/en/integrations/what-the-mcp-server-can-do) lists what the assistant reads, creates, changes and removes. ## Revoke an MCP key 1. Open **Account**, then **MCP keys**. 2. Select the actions menu on the key's row, then **Delete**. 3. Confirm with **Delete** in the dialog. Deleting a key takes effect immediately and cannot be undone. Any assistant still configured with that key loses access at once, so revoke a key as soon as you suspect it is exposed. ## Next steps - [The Talkspirit Partner API](/en/integrations/partner-api) - [Manage API keys as an administrator](/en/integrations/manage-api-tokens-as-an-admin) - [How Spark processes your organisation's data](/en/administration-security/how-ai-processes-your-data) --- ## Enabling a cloud file picker URL: https://support.talkspirit.com/en/integrations/enable-a-cloud-file-picker Category: Integrations & API · Section: Native integrations · Type: Tutorial · Tags: admin, files ## Enabling a cloud file picker Talkspirit can offer four cloud storage services in its attachment menu: Google Drive, OneDrive, Dropbox and Box. All four are off until an administrator switches them on in **Administration > Integrations**. Dropbox and Box need nothing but the switch. Google Drive and OneDrive first need a Client ID, taken from an application you register with the provider. > **Role prerequisite:** You need administrator rights. The Administration area and this setting are both restricted to administrators, and members never see the page, only its result. ## What each provider needs | Provider | Client ID required | Where the Client ID comes from | |---|---|---| | Google Drive | Yes | An OAuth client you create in the Google Cloud console | | OneDrive | Yes | An app registration you create in Microsoft Entra ID | | Dropbox | No | Talkspirit holds the credentials centrally | | Box | No | Talkspirit holds the credentials centrally | Google Drive and OneDrive open their file chooser through an application that belongs to your organisation, which is why you register one and paste its Client ID into Talkspirit. Dropbox and Box run on credentials Talkspirit maintains, so their cards carry a switch and nothing else. ## Turn a picker on 1. Click your avatar in the top-right corner, then click **Administration**. 2. Click **Integrations**, in the **Settings** group of the left menu. 3. Under **File pickers**, find the provider's card. 4. For Google Drive or OneDrive, type the Client ID in the **Client ID** field and click the save button beside it. 5. Click the switch at the top of the card. **Picker settings updated** confirms the change, and it applies to every member immediately. Switching a picker back off removes it from the attachment menu just as fast. ![The Integrations page in Administration, with Integrations selected in the Settings group of the left menu. Four cards sit under the File pickers heading: Google Drive and OneDrive each with an empty Client ID field, a greyed-out switch and the warning "A Client ID is required before enabling this picker", then Dropbox and Box with a switch only.](/images/integrations/enable-a-cloud-file-picker/01-admin-integrations-file-pickers.png) > **Note:** until a Client ID is saved, a Google Drive or OneDrive card reads "A Client ID is required before enabling this picker" and its switch stays greyed out. Switching a picker off later keeps the saved Client ID, so you can switch it back on without typing it again. You can replace a Client ID by typing a new one, but the page has no control for clearing one. ## Register a Google application Do this once, before you enable Google Drive. You need an account that can create projects in the Google Cloud console. 1. Create or select a project. 2. Enable the **Google Picker API** and the **Google Drive API** for that project. 3. Complete the OAuth consent screen, using your organisation's name as the product name. 4. Create credentials of type **OAuth client ID**, and choose **Web application**. 5. Add your organisation's Talkspirit address to the authorised JavaScript origins. 6. Copy the Client ID. Talkspirit requests one Google scope, `drive.file`. It covers the files a member picks and nothing else in their Drive. ## Register a Microsoft application OneDrive needs a **multi-tenant** app registration in Microsoft Entra ID, with a **single-page-application** redirect URI set to the exact address shown on the OneDrive card (not a plain web platform, and not your workspace root), plus the implicit grant enabled. The full walkthrough, including the common `AADSTS50194` and `unsupported_response_type` errors, is in [Setting up OneDrive in Microsoft Entra ID](/en/integrations/set-up-onedrive-in-microsoft-entra). Copy the **Application (client) ID** it produces into the OneDrive card's **Client ID** field. ## What members see An enabled provider appears in the **Add file** menu, which opens from the **Add attachment** button, beside **From computer** and **Link**. Choosing it opens the provider's own chooser in a popup window, where the member signs in to their own account and can select several files at once. That menu is on project tasks, goals, circle attachments and metric attachments. A few places take uploads from your computer only whichever pickers are on, meeting agenda items and working agreement files among them. Talkspirit saves the link the provider returns, never a copy of the file. Access stays governed by the provider, so a colleague with no rights on a file in Google Drive still cannot open it from Talkspirit. Switching a picker off leaves the links members already attached exactly where they are. ## If a picker is on but nobody can see it Dropbox and Box also depend on credentials held by the Talkspirit deployment itself. Where those are missing, the card still shows an enabled switch, no warning appears, and the provider never reaches the attachment menu. If you have switched Dropbox or Box on and members still do not see it, contact support rather than looking for a setting you have missed. ## What's Next - [Preventing users from uploading files from their computer](/en/collaboration/prevent-members-from-uploading-files-from-their-computer) - [Manage API keys as an administrator](/en/integrations/manage-api-tokens-as-an-admin) --- ## Setting up OneDrive in Microsoft Entra ID URL: https://support.talkspirit.com/en/integrations/set-up-onedrive-in-microsoft-entra Category: Integrations & API · Section: Native integrations · Type: Tutorial · Tags: admin The OneDrive file picker lets members attach files from their OneDrive to Talkspirit items such as task attachments. The file stays in OneDrive, and Talkspirit saves a sharing link to it. Before the picker will open, an administrator registers an application in **Microsoft Entra ID** (formerly Azure Active Directory) and saves its Client ID in Talkspirit. This article covers the Microsoft side. Enabling the picker itself is in [Enabling a cloud file picker](/en/integrations/enable-a-cloud-file-picker). > **In summary:** create a **multi-tenant** app registration in Entra ID, add a **Single-page application** redirect URI matching the one shown on Talkspirit's OneDrive card exactly, enable both implicit-grant token types, then paste the **Application (client) ID** into Talkspirit's OneDrive card. > **Role prerequisite:** administrator rights in Talkspirit, plus permission to create app registrations in your organisation's Microsoft Entra ID tenant (or an IT contact who can). > **Note:** the steps below happen in Microsoft's own portal, whose layout and wording Microsoft changes independently of Talkspirit. Where a name has moved, look for the nearest equivalent. ## Why the picker needs a specific registration Talkspirit uses Microsoft's OneDrive file-picker SDK. Its sign-in has three hard requirements, and each maps to one setting below: - It signs in through Microsoft's shared endpoint, so the registration must be **multi-tenant**. A single-tenant registration is rejected with the error `AADSTS50194`, even when everyone uses your own organisation's OneDrive. - It completes sign-in on a dedicated callback page in your Talkspirit workspace, so that page's URL must be whitelisted as a **Single-page application** redirect URI. - It uses the OAuth implicit flow, so **both** implicit-grant token types must be enabled. ## Step 1: Create the app registration 1. Sign in to the [Microsoft Entra admin center](https://entra.microsoft.com) and open **App registrations**. 2. Click **New registration**. 3. Give it a recognisable name, for example `Talkspirit OneDrive picker`. 4. Under **Supported account types**, choose **Accounts in any organizational directory (Multitenant)**. Choose the multitenant-plus-personal option instead only if members also attach files from personal OneDrive accounts. 5. Leave the redirect URI empty and click **Register**. > **Security note:** the multi-tenant setting only governs which directories can sign in. The picker uses delegated permissions, so a signed-in member reaches only their own OneDrive files. It exposes nothing else in your tenant. ### Already registered as single tenant? Open the app registration, go to **Authentication**, and change **Supported account types** to the multi-tenant option. The change takes effect within a few minutes, and the redirect URI and API permissions stay unchanged. The portal's newer **Authentication (Preview)** experience names the same choice **Multiple Entra ID tenants**, with two variants: **Allow all tenants** (the standard multi-tenant behaviour) and **Allow only certain tenants (Preview)**, which restricts sign-in to listed directories while still satisfying the picker's multi-tenant requirement. That allowlist needs at least one entry, so add your own tenant ID. If sign-in still fails with `AADSTS50194` afterwards, the preview restriction is the likely cause: switch to **Allow all tenants**. ## Step 2: Add the redirect URI (as a single-page application) 1. In Talkspirit, open **Administration → Integrations** and find the **OneDrive** card. It shows the exact redirect URI to register, with a copy button. It ends in `/onedrive-picker.html`, and pointing Microsoft at your workspace root instead silently breaks the picker. 2. In the Entra registration, open **Authentication** and click **Add a platform → Single-page application**. 3. Paste the redirect URI from Talkspirit. It must match exactly on protocol, domain and path. 4. Click **Configure**. If your workspace answers on more than one domain, add one redirect URI per domain: the picker signs in through whichever domain the member is browsing. ## Step 3: Enable the implicit grant 1. Still on **Authentication**, go to **Implicit grant and hybrid flows**. 2. Tick **both** boxes: **Access tokens** and **ID tokens**. 3. Click **Save**. If either box is left unticked, sign-in fails with `unsupported_response_type` and the picker window closes without opening. ## Step 4: Grant the Graph permissions (if your tenant requires consent) The picker requests the delegated Microsoft Graph permissions **User.Read** and **Files.ReadWrite.All**, and asks members to consent on first use. If your organisation blocks user consent, add these under **API permissions** and click **Grant admin consent**, so members are not stopped by a prompt they cannot approve. ## Step 5: Hand the Client ID to Talkspirit 1. Copy the **Application (client) ID** from the registration's **Overview** page. 2. In Talkspirit, paste it into the **Client ID** field of the OneDrive card and save, then switch the card on. The full enable step, with its confirmation, is in [Enabling a cloud file picker](/en/integrations/enable-a-cloud-file-picker). Members then see a **OneDrive** entry in the **Add file** menu. After a one-time Microsoft sign-in, the OneDrive browser opens and the chosen files attach as links. ## How sharing works When a member picks a file, OneDrive creates a sharing link for it. Who can open that link is governed by your Microsoft 365 sharing policies, not by Talkspirit: a colleague clicking the attachment still needs access to the file in OneDrive. If attachments should be readable by everyone in the workspace, review your organisation's default sharing-link settings in Microsoft 365. ## Troubleshooting | Symptom | Likely cause | Fix | | --- | --- | --- | | The OneDrive option does not appear in the **Add file** menu | Integration off, or no Client ID saved | On the OneDrive card at **Administration → Integrations**, save a Client ID (the toggle stays greyed out until you do), then switch it on | | The picker window closes right after sign-in and nothing attaches | Implicit grant not enabled | Tick both **Access tokens** and **ID tokens** under **Authentication → Implicit grant and hybrid flows**, then save | | Microsoft shows `AADSTS50011` (redirect URI mismatch) | The redirect URI is missing or differs from the registered one | Register the exact URI shown on the OneDrive card (ending `/onedrive-picker.html`) as a **Single-page application** entry | | Microsoft shows `AADSTS50194` (not multi-tenant) | The app registration is single tenant | Change **Supported account types** to the multi-tenant option under **Authentication** (Step 1), then retry after a few minutes | | Microsoft shows `unsupported_response_type` | Implicit grant not enabled | Same fix as the closing window: enable both implicit-grant boxes | | A member cannot sign in with a personal Microsoft account | Supported account types limited to organisational directories | Use organisational accounts, or change the registration to include personal Microsoft accounts | | Sign-in works but a consent error appears | User consent restricted by tenant policy | Grant admin consent for **User.Read** and **Files.ReadWrite.All** (Step 4) | ## Next steps - [Enabling a cloud file picker](/en/integrations/enable-a-cloud-file-picker) - [Talkspirit Drive](/en/collaboration/talkspirit-drive) --- ## Circle and project integrations: activity in your chat tool URL: https://support.talkspirit.com/en/integrations/circle-and-project-integrations-overview Category: Integrations & API · Section: Native integrations · Type: Reference > **In summary:** each circle connects to its own chat channel from the circle’s settings, under **Integrations**. Nothing is sent until an administrator connects one. Four families of notifications are on by default, and each can be switched off. The card shows whether messages are actually arriving, not only whether the connection exists. A circle integration sends that circle's governance activity to a channel in your chat tool, so members read a new role or a published policy where they already work, without opening Talkspirit. ## One connection per circle The connection belongs to the circle, not to your organisation. A circle with no connection produces nothing at all: no message, no call to the chat tool. This makes the rollout self-gating. The feature reaches a team only when an administrator of that circle turns it on, one circle at a time. Two circles can post to the same channel if you want their activity read together. Each circle keeps its own event settings, so a circle that only wants goals can switch the other three families off without affecting anyone else. ## What gets sent Four families, all on by default. The labels below are the ones on the card. | Family | What it covers | Messages | | --- | --- | --- | | **Governance** | A role or circle created, updated, deleted, or turned from one into the other. A policy published, updated or deleted. A proposal submitted, adopted, rejected or withdrawn. A tension raised or closed. | 19 | | **Assignments** | A member assigned to a role or circle, or removed from one. Elections name the role and the date the term runs to. | 2 | | **Goals** | A goal owned by this circle created or updated. Metrics and checklists owned by this circle, created or updated. | 7 | | **Meetings** | A governance meeting that has finished, and a meeting about to start. | 2 | A goal owned by a person or a role posts nothing: there is no circle, so there is no channel to send it to. Private goals post nothing either, because the channel is not scoped to the goal's access rules. ## Turning one on Open the circle’s settings, then the **Integrations** tab, and use the card for your chat tool. The steps differ per tool because the consent screen belongs to the tool, not to Talkspirit: see [Connect a circle or a project to Slack](/integrations/connect-a-circle-or-a-project-to-slack). Every card offers the same four controls once connected: | Control | What it does | | --- | --- | | **Test** | Sends a message to the channel now and records the result on the card. The only way to prove the channel works. | | **Reconnect** | Runs the consent flow again. Existing role groups are adopted rather than duplicated. | | **Disable** | Removes the connection and the stored credentials. The channel and the event settings are deleted. | | **What to send** | The four toggles above. | ## Knowing it actually works A connection can exist and still deliver nothing: the credentials are valid, but the channel refuses the message. The card distinguishes the two: | The card says | What it means | | --- | --- | | **Connected** | Credentials are live and nothing has failed. | | **Not delivering** | Credentials are live, and messages are being refused. The card names the cause and what to do about it. | | **Interrupted** | Talkspirit gave up after five consecutive failures and stopped sending for this circle. | | **No channel** | The app was installed but no channel was chosen, so nothing can be delivered. | **Not delivering** distinguishes two situations that read differently to an administrator: a connection that has *never once* delivered, and one that worked before and is failing now. > **Important:** a confirmation message is posted the moment you connect, so a channel that refuses the bot says so immediately instead of staying silent until the first real governance event is lost. One state needs nothing from you: **Notifications are paused on our side** means a fault in Talkspirit, not in your configuration. Our team is alerted automatically, your settings are untouched, and the failure does not count towards the five-failure cutoff. ## A project carries its own connection A project belongs to no circle, so it cannot borrow a circle's channel. It connects on its own, from the project’s settings, under **Notifications**. You need the access level that manages the project: owner or editor. The **Notifications** tab offers the same four cards as a circle: Slack, Microsoft Teams, Talkspirit and the webhook. A project can use several of them at once, and each card has its **Test** button. A project tool (Trello, Asana, Jira or Basecamp) is connected from the separate **Integrations** tab. A project's connection carries the **Tasks** family and nothing else: a task created or deleted, a task whose status, priority or due date changes, and the project renamed or deleted. Subtasks are not sent. A circle's connection never carries tasks, and a project's never carries governance activity. A private task is not sent, and neither is a task created on a private or secret project: the channel is open to whoever the person who connected it chose, not to the project's members. ## What is not sent - **An organisation-wide view.** There is no single page listing which circles are connected. You see the integration on the circle you are looking at, and nowhere else. - **Meeting duration.** The meeting message names the meeting type, not a duration. ## FAQ **Does connecting a circle expose private information to the channel?** Only that circle's governance activity is sent, and only for the families you leave switched on. Private goals and goals owned by a person or a role are never sent. **Can two circles post to the same channel?** Yes. Each keeps its own event settings. **Does disconnecting delete anything in Talkspirit?** No. It removes the connection, the stored credentials, the channel and the event settings for that circle. Nothing in your structure changes. **Who can connect a circle?** An administrator of the circle in Talkspirit, who is also able to install an app in your chat workspace. Both are needed: the consent screen belongs to the chat tool. **Why did notifications stop without anyone changing anything?** Most often the channel changed underneath the connection: archived, deleted, or the bot removed from it. The card names which, and **Test** confirms once it is fixed. **Does an integration slow anything down?** No. Messages are sent in the background, and a circle with no connection makes no call at all. ## What’s next? - [Connect a circle or a project to Slack](/integrations/connect-a-circle-or-a-project-to-slack): the Slack consent flow, channel permissions, and tagging roles from Slack. - [Connect a circle or a project to Microsoft Teams](/integrations/connect-a-circle-or-a-project-to-microsoft-teams): the Microsoft consent flow, choosing the team and the channel, and reading the card when delivery stops. - [Connect a circle or a project to a Talkspirit group](/integrations/connect-a-circle-or-a-project-to-a-talkspirit-group): creating the incoming webhook, pasting its URL on the circle, and finding which group receives the posts. - [Send a circle’s or a project’s events to your own webhook URL](/integrations/send-circle-or-project-events-to-your-own-webhook): pasting a URL on the circle, the JSON each event carries, and the events that are not sent. - [Connect a project to a project tool](/integrations/connect-a-project-to-a-project-tool): hand each new task of a project over to Trello, Asana, Jira or Basecamp, one tool per project. --- ## Connect a circle or a project to Slack URL: https://support.talkspirit.com/en/integrations/connect-a-circle-or-a-project-to-slack Category: Integrations & API · Section: Native integrations · Type: Tutorial ## Connect a circle or a project to Slack A circle can be connected to one Slack channel. Once it is, what happens in the circle is posted there: a role created or moved, a member assigned, a policy published, a proposal adopted, a tension raised, a meeting finished, a goal updated. A project can be connected the same way for its tasks. From Slack, a member can ask who holds a role or who a person is in the organisation, and vote on a proposal without opening Talkspirit. > **In summary:** open the circle's settings, then the **Integrations** tab, and click **Enable** on the Slack card. Slack asks you to choose a workspace and a channel, then sends you back to Talkspirit with the card reading **Connected**. Choose what to send with the four switches. For a project, the same card sits in the project's settings. ## Before you start - **You must administer the circle.** The Integrations tab, and every action on it, is limited to circle administrators, the same permission that lets you rename the circle or set a decision maker. For a project, you need access to the project's settings. - **You must be an administrator of your Slack workspace.** Slack only lets workspace administrators install an app, and connecting a circle installs the Talkspirit app in your workspace. - **Tagging roles from Slack needs a paid Slack plan.** Talkspirit mirrors each role as a Slack user group, and user groups do not exist on Slack's free plan. Notifications work on any plan. - **Delivery takes one to three minutes.** A notification is queued, then posted. Do not judge the connection broken because a message has not appeared within seconds. ## Connect a circle 1. Open **Structure** and go to the circle. 2. Open the circle's settings, then click the **Integrations** tab. 3. On the **Slack** card, click **Enable**. Slack opens its own consent screen. 4. Choose the Slack workspace, then the channel the notifications should go to, and allow the installation. 5. Slack sends you back to the Integrations tab. The card now reads **Connected**, names the workspace and the channel, and Talkspirit posts a confirmation message in that channel straight away. ![The Integrations tab of a circle's settings. The Slack card reads "Send governance notifications from this circle to a Slack channel", with an Enable button, a Setup guide link, and two prerequisites under "Before you start": being an administrator of the Slack workspace, and a paid Slack plan for tagging roles.](/images/integrations/connect-a-circle-or-a-project-to-slack/01-circle-integrations-tab.png) You can choose a public or a private channel. For a public channel nothing else is needed. For a private channel, Talkspirit adds its bot to the channel during the connection, using your own Slack membership of that channel. If Slack refuses that, the confirmation message tells you at once, and typing `/invite @Talkspirit` in the channel completes the job. If you allowed the installation without choosing a channel, the card reads **No channel** and nothing can be delivered. Click **Reconnect** and pick one. ## Choose what to send Once connected, the card shows four switches under **What to send**. All four are on when you connect. | Switch | What it posts | | --- | --- | | **Assignments** | Members assigned to or removed from roles and circles | | **Governance** | Changes to roles, circles, policies, proposals and tensions | | **Meetings** | Meetings scheduled and meeting reports published | | **Goals** | Goals owned by this circle, with their metrics and checklists | Each switch saves on its own. A message carries a link back to the item in Talkspirit, so a reader in Slack lands on the right role, proposal or meeting. ## Connect a project A project is connected separately from any circle, because a project does not have to belong to one. 1. Open **Projects** and go to the project. 2. Open the project's settings and find the **Slack** card among the notification integrations. 3. Click **Enable**, choose the workspace and the channel on Slack's consent screen, and allow the installation. A project sends one kind of notification, **Tasks**: tasks created or deleted on the project, and changes to their status, priority or due date. No paid Slack plan is needed for a project. ## Use Talkspirit from Slack Two things work from inside the connected channel. - **Ask who someone is, or who holds a role.** Type `/talkspirit @Jane Doe` to see the person's roles and circles, or `/talkspirit @Secretary` with a role's user group to see who holds it. Pick the name from Slack's autocomplete: the command needs a real mention, and a name typed as plain text is not looked up. - **Vote on a proposal.** When a proposal is posted to the channel, its message carries the vote actions, so you can answer from Slack. Role mentions rely on the Slack user groups Talkspirit keeps in step with your roles, which is the part that needs a paid Slack plan. If your plan has none, the card says so and notifications carry on regardless. ## Check that it works - **Test** posts a real message to the channel, so you can confirm delivery without waiting for a governance event. - The badge on the card tells you the state. **Connected** means delivery is healthy. **Not delivering** means Slack accepted the connection but refuses the messages, and the card says why and what to do. **Interrupted** means several deliveries failed in a row and sending has stopped. **No channel** means the installation completed without a channel. - The usual fixes are named on the card: the bot is not in the channel, so type `/invite @Talkspirit` there; the channel was archived or deleted, so **Reconnect** and choose another; Talkspirit's authorisation was withdrawn in Slack, so **Reconnect**. A successful test brings an interrupted connection back to **Connected**. ## Disconnect Click **Disable** on the card, then confirm with **Disconnect**. The app is removed from your Slack workspace, the circle stops sending anything to it, and the channel and the switch settings are deleted. Connecting again starts from scratch. ## What's next? - [Circle and project integrations](/integrations/circle-and-project-integrations-overview) - [Receive notifications for new activities on the platform](/communication/receive-notifications-for-new-activities-on-the-platform) - [Configuring circle settings for my organisation](/structure-governance/how-to-configure-circle-settings-for-my-organization) - [Turning an integration on or off](/integrations/enable-a-cloud-file-picker) --- ## Connect a circle or a project to Microsoft Teams URL: https://support.talkspirit.com/en/integrations/connect-a-circle-or-a-project-to-microsoft-teams Category: Integrations & API · Section: Native integrations · Type: Tutorial > **In summary:** open the circle’s settings, then the **Integrations** tab, and connect the **Microsoft Teams** card. Microsoft asks for your consent on its own screen; you then choose the team and the channel back in Talkspirit. Two steps, not one: an install that stops after consent shows **Finish setup** and sends nothing until a channel is chosen. This guide covers Microsoft Teams. What a circle integration sends, and how to read the card, is the same for every chat tool: see [Circle and project integrations](/integrations/circle-and-project-integrations-overview). ## Before you start - You are an administrator of the circle in Talkspirit. - You can grant an application access to your Microsoft tenant. Microsoft asks for this on its own screen, and many organisations restrict it to a tenant administrator: if that is your case, the consent screen will say so rather than fail silently. - You belong to at least one team, with at least one channel you are allowed to post in. The picker says so plainly when neither is true. ## Connect the circle 1. Open the circle’s settings, then the **Integrations** tab. 2. On the **Microsoft Teams** card, select **Enable**. 3. Microsoft shows its consent screen. Approving it returns you to the circle. 4. Back in Talkspirit, choose the **team**, then the **channel**. The channel list stays empty until a team is chosen. The second step is the one people skip. Consent alone connects the account, not the destination: until a channel is chosen the card reads **Finish setup** and nothing is sent. This differs from Slack, where the channel is picked on Slack's own screen and the install arrives complete. ## Choosing where to post The two lists show only what your own Microsoft account can reach. - **This account does not belong to any team**: the account that consented is in no team. Consent again with an account that is. - **This team has no channel you can post in**: the team exists but grants you no channel you may post to. Ask a team owner, or pick another team. Either message is an answer, not a fault: the connection is fine and the destination is not settled yet. ## What gets sent The four governance families described in [Circle and project integrations](/integrations/circle-and-project-integrations-overview), identically to Slack. A circle's connection carries governance activity only: tasks belong to a project, which carries its own connection. A project connects Teams from its settings, under **Notifications**, with the same consent and the same choice of team and channel as a circle. One message differs from Slack: an adopted proposal. - Slack posts that the proposal was adopted. Teams does not. - When the adoption moved roles or circles, Teams posts **Some elements were restructured in** followed by the circle's name, then one line per move, for example "The role Facilitator was moved from Sales to Marketing". The **Open in Talkspirit** button leads to the proposal. - When the adoption moved nothing, Teams posts nothing for it. The circles a role left and joined still receive their own move message. When the proposal's circle is one of them, its channel reads the move twice. Like every Teams message, these sentences are in English. ## When delivery stops The card names the cause, and the three causes need different things from you. | What the card says | What it means | What to do | | --- | --- | --- | | **Sending was interrupted** | A run of deliveries failed: the channel was deleted or archived, or the app lost access to it. | Fix the cause, then try again. The counter resets on the first success. | | **The Microsoft connection has expired** | Access was revoked, or the consent expired. No later attempt can succeed on its own. | Reconnect your Microsoft account. This is the one case where reconnecting is the fix. | | **Notifications are paused on our side** | A fault in Talkspirit, not in your configuration. | Nothing. Our team is alerted automatically and your settings are untouched. | The distinction matters because reconnecting is not a general remedy. On the first row it changes nothing: the tokens were never the problem, and you would come back having re-approved a consent that was already valid. ## What Teams does not do Two things the Slack integration offers and this one does not: - **Tagging a role from the chat tool.** Slack has user groups, which Talkspirit keeps in step with your roles. Teams has no equivalent, so there is nothing to tag. - **Asking Talkspirit from the chat tool.** There is no Teams command matching Slack's `/talkspirit`. Neither affects notifications, which work the same on both. ## What’s next? - [Circle and project integrations](/integrations/circle-and-project-integrations-overview), what is sent, the event families, and reading the card - [Connect a circle or a project to Slack](/integrations/connect-a-circle-or-a-project-to-slack) - [Connect a circle or a project to a Talkspirit group](/integrations/connect-a-circle-or-a-project-to-a-talkspirit-group) - [Send a circle’s or a project’s events to your own webhook URL](/integrations/send-circle-or-project-events-to-your-own-webhook) --- ## Connect a circle or a project to a Talkspirit group URL: https://support.talkspirit.com/en/integrations/connect-a-circle-or-a-project-to-a-talkspirit-group Category: Integrations & API · Section: Native integrations · Type: Tutorial > **In summary:** create an **incoming webhook** in **Administration → Tools → Integrations** and choose the group there. Then open the circle’s settings, then the **Integrations** tab, select **Enable** on the **Talkspirit** card, paste the URL and **Confirm**. There is no sign-in and no consent screen: the URL is the whole connection. Messages land in the group's **newsfeed**, not in a chat conversation. This guide covers the Talkspirit card. What a circle integration sends, and how to read the card, is the same for every destination: see [Circle and project integrations](/integrations/circle-and-project-integrations-overview). Unlike Slack and Microsoft Teams, this connection is made in two places. You choose the group in your Talkspirit **Administration**, where groups are managed. You then give the resulting URL to the circle. ## Before you start - You are an organisation administrator. Creating an incoming webhook is done from **Administration**, which only organisation administrators can open. An administrator of the circle can paste the URL, but needs an organisation administrator to create it. - The group has the **Newsfeed** app enabled. The group list only offers groups with a newsfeed, and in which you are allowed to set up integrations. - Your plan still allows a new integration. When the limit is reached, **Add** is unavailable and says so. ## Step 1: Create the incoming webhook 1. Open **Administration → Tools → Integrations**. 2. Select **Incoming webhook**. 3. On the **Add** tab, under **Publish in**, choose the group. This is the group whose newsfeed will receive the circle's messages. 4. In the label field, name the webhook after the circle so you recognise it later. Left empty, it is named **Incoming webhook**. 5. Select **Add**. Talkspirit shows the URL under **You can send your data to the following Webhook URL**. Copy it. > **Important:** treat this URL like a password. Anyone who holds it can post in the group. ## Step 2: Paste the URL on the circle 1. Open the circle’s settings, then the **Integrations** tab. 2. On the **Talkspirit** card, select **Enable**. A **Webhook URL** field opens: there is no consent screen to go through. 3. Paste the URL and select **Confirm**. The card now reads **Connected** and states: "The webhook URL is stored. Posts go to the group you chose in Talkspirit." If the URL is refused, the reason appears under the field and the form stays open. The card refuses a malformed address, and any address that points to an internal network. ## Check it works Nothing is posted when you select **Confirm**. This differs from Slack, which posts a confirmation message straight away. Select **Test** on the card. It sends a message to the group now and records the result on the card. Look for it in the group's **newsfeed**. It can take up to a minute to appear: Talkspirit accepts the message first and publishes it just after. Wait and reload before concluding that nothing arrived. ## Where the posts go The card cannot show which group receives the posts. The group is chosen in **Administration**, and the URL never tells the circle which one it is. To find out, open **Administration → Tools → Integrations → Incoming webhook**, then the **Manage** tab. Each webhook shows **Published in**, followed by its group, and its URL. Match the URL with the one you pasted. To post to another group, create a new incoming webhook for that group. On the circle's card, select **Change the webhook URL**, paste the new URL and **Confirm**. Then remove the old webhook from the **Manage** tab, so that nobody can keep posting through it. ## What gets sent A new connection sends the four families described in [Circle and project integrations](/integrations/circle-and-project-integrations-overview), all switched on, as Slack and Teams do. Switch any of them off under **What to send** on the card. ## Circles connected before the migration to Talkspirit **A circle that was already posting to a Talkspirit group from the previous platform sees no change.** Its connection is carried over with the same URL. It keeps posting to the same group, and it keeps sending only what the previous platform sent: the meeting report. On the card, this reads as **Meetings** switched on and the other three families switched off. On a carried-over connection, **Meetings** covers the meeting report only; the messages for a meeting that has finished and a meeting about to start stay off. - To add Governance, Assignments or Goals, switch them on under **What to send**. - To receive everything a new connection sends, select **Disable**, then connect again with the same URL. A new connection starts with the four families on. A connection that had already stopped delivering on the previous platform is not carried over. The card then shows **Enable**: follow the two steps above. ## When delivery stops The URL is this connection's only credential, so replacing it is the repair. There is no **Reconnect** button, because there is no account to reconnect. | What the card says | What it means | What to do | | --- | --- | --- | | **Sending was interrupted** | Five deliveries in a row were refused, so sending stopped for this circle, for example because the incoming webhook was deleted in Talkspirit. | Create a new webhook if needed, select **Change the webhook URL**, paste it and **Confirm**, then **Test**. A new URL clears the failure count. | | **Connected, but nothing has ever been delivered** | The URL was stored, and every attempt since has been refused. | Check that you copied the whole URL, then paste it again. | | **Recent notifications were not delivered** | Delivery worked before and is failing now. | Check that the webhook still exists on the **Manage** tab. | | **Notifications are paused on our side** | A fault in Talkspirit, not in your configuration. | Nothing. Our team is alerted automatically and your settings are untouched. | ## On a project A project connects Talkspirit from its settings, under **Notifications**, with the same card and the same two steps. You need to be an owner or editor of the project. A project holds one Talkspirit destination: pasting a new URL replaces the previous one. The group receives the project's tasks, as described in [Circle and project integrations](/integrations/circle-and-project-integrations-overview). ## What this integration does not do - **Choose the group from the card.** The group is chosen when the incoming webhook is created, in **Administration**. The card has no group picker. - **Show the group's name.** Find it on the **Manage** tab of the incoming webhook, as described above. - **Post in a chat conversation.** Messages go to the group's newsfeed. - **Tag a role, or answer a command.** Both are Slack features. ## What’s next? - [Circle and project integrations](/integrations/circle-and-project-integrations-overview), what is sent, the event families, and reading the card - [Connect a circle or a project to Slack](/integrations/connect-a-circle-or-a-project-to-slack) - [Connect a circle or a project to Microsoft Teams](/integrations/connect-a-circle-or-a-project-to-microsoft-teams) --- ## Send a circle’s or a project’s events to your own webhook URL URL: https://support.talkspirit.com/en/integrations/send-circle-or-project-events-to-your-own-webhook Category: Integrations & API · Section: Native integrations · Type: Reference > **In summary:** open the circle’s settings, then the **Integrations** tab, select **Enable** on the **Webhook** card, paste your URL and **Confirm**. Each governance event of the circle is then sent to that URL as a JSON `POST`, in the format the previous webhook integration used. 25 kinds of event are sent, and a project can send its tasks the same way. 12 are never sent, and this page lists them. This guide covers the **Webhook** card on a circle. It is not the [Partner API](/integrations/partner-api), which is a developer surface with its own keys and scopes. What a circle integration sends, family by family, is described in [Circle and project integrations](/integrations/circle-and-project-integrations-overview). Unlike Slack or Microsoft Teams, the destination is a service you run, not a conversation. Nobody reads the result: a program does. ## Before you start - You are an organisation administrator, or an administrator of the circle. - You have an endpoint reachable from the internet that accepts a `POST` with a JSON body. - It answers within 10 seconds, with a status below `400`. Redirects are not followed. ## Connect the circle 1. Open the circle’s settings, then the **Integrations** tab. 2. On the **Webhook** card, select **Enable**. A **Webhook URL** field opens. There is no sign-in and no consent screen. 3. Paste the URL and select **Confirm**. The card now reads **Connected**: "The webhook URL is stored. Events are sent to it as JSON." The URL is checked when you select **Confirm**, not when the first event is sent. A malformed address, or one that points to an internal network, is refused there. The reason appears under the field and nothing is stored. > **Important:** the request carries no signature. Anyone who knows the URL can send your endpoint a body that looks like ours. Use a long URL that cannot be guessed, and treat it like a password. ## Check it works Nothing is sent when you select **Confirm**. Select **Test** on the card: your endpoint receives this body, and the card records the result. ```json { "object": "connection_test", "text": "Talkspirit is connected to this channel. Governance changes in this circle will be posted here." } ``` If your automation filters on `object`, ignore `connection_test`. ## Change or remove the URL - **Change the webhook URL** points the circle to a new URL. It also clears the failure count, so it is the repair when the endpoint moved. - **Disable** removes the URL and the event settings. Nothing more is sent. ## What your endpoint receives Each event is one `POST` with a JSON body and the `User-Agent` header `Holaspirit Client`. Two keys are always present: - `object`: what the event is about, for example `role` or `tension`. - `text`: the event as a sentence, for example `New role Facilitator`. The other keys depend on `object`. `activity` only exists on the objects that take it. | `object` | Sent for | Other keys | | --- | --- | --- | | `role` | A role or a circle created or updated, a role turned into a circle, a circle turned into a role | `id`, `circle`, `purpose`, `url` | | `role` | A role or a circle deleted | `circle`, and `url`, which links to the parent circle | | `policy` | A policy published or updated | `id`, `circle`, `description`, `domain`, `url` | | `policy` | A policy deleted | `circle`, `url` | | `tension` | A proposal adopted (`activity: accept`) or rejected (`activity: refuse`) | `activity`, `id`, `name`, `body`, `circle`, `member` | | `assignation` | A member assigned to a role | `assignation`, `circle`, `circle_id`, `role`, `role_id`, `focus`, `member`, `member_id`, `url` | | `circleAssignation` | A member assigned to a circle | `assignation`, `circle`, `circle_id`, `member`, `member_id`, `url` | | `unassignation` | A member removed from a role or a circle | `unassignation`, `circle`, `circle_id`, `member`, `member_id`, `url`, and `role`, `role_id` for a role | | `objective` | A goal created (`activity: create`), updated (`activity: update`) or deleted (`activity: delete`) | `activity`, `id`, `title`, `description`, `circle`, `members`, `role`, `status`, `url` | | `checklist`, `metric` | A checklist or a metric created or updated | `id`, `title`, `body`, `circle`, `members`, `recurrence`, and `role` when there is one | | `project` | A task created (`activity: create`), updated (`activity: update`) or deleted (`activity: delete`) on a project | `activity`, `id`, `title`, `body`, `url`, `board`, `board_id` | A circle is sent as `object: role`, as the previous integration did. The proposal object is called `tension`, and names its subject `name` rather than `title`: both are the previous integration’s names, kept as they were. For example, a member assigned to a role: ```json { "object": "assignation", "text": "Assignation for role: Facilitator", "assignation": "Ada Lovelace was assigned to the role: Facilitator", "circle": "Commercial", "circle_id": "11111111-2222-3333-4444-555555555555", "role": "Facilitator", "role_id": "r-1", "focus": "EMEA", "member": "Ada Lovelace", "member_id": "u-1", "url": "https://…" } ``` ## Events that are not sent Of the 37 kinds of event an integration knows, 12 are never sent to a webhook. Each one is refused before anything leaves Talkspirit. A refused event does not count as a failed delivery: the other events keep being sent. **The previous integration never sent them**: `unsupported_event_kind`, 12 events. They will not be added: there is no earlier format to reproduce. | Events | Why | | --- | --- | | A proposal submitted or withdrawn | The previous integration only sent the outcome: adopted or rejected. | | A tension raised or closed | The previous integration had no equivalent of this object. | | A role or a circle moved | The previous integration never announced a move. | | A meeting finished, a meeting about to start, a meeting report published | The previous integration sent no meeting event to a webhook. | | A project created, updated or deleted | The previous integration had no project object. | ## Compatibility with the previous webhook format **For every event it sends, this integration keeps the format of the previous webhook integration.** The same `object` names, the same keys, the same `text` sentence and the same `User-Agent`. An endpoint written for the previous webhook integration reads them without any change. Some values are not filled yet, and an endpoint that reads them sees the difference: - `body` on `tension`, `checklist` and `metric`, `description` and `members` on `objective`, and `members` and `recurrence` on `checklist` and `metric` are `null`. - On `policy`, `description` is empty, and `domain` always holds the text used for a policy with no domain: `All functions and activities within the circle`. - On `checklist` and `metric`, `last_checked` is never present. - On `policy`, `url` links to the policy's own page, where the previous integration linked to its circle. Tasks arrive from a project's webhook as `object: project`, with `board` and `board_id`. The keys the previous integration added to a task, `context`, `circle`, `members`, `role` and `status`, are absent, not `null`. ## On a project A project connects the webhook from its settings, under **Notifications**, with the same card. You need to be an owner or editor of the project. - A project holds one webhook destination. Pasting a new URL replaces the previous one. - A project sends its tasks: a task created or deleted, and a task whose status, priority or due date changes. Subtasks, private tasks and tasks created on a private or secret project are not sent. For example, a task created on a project: ```json { "object": "project", "activity": "create", "id": "t-1", "text": "New project Ship v2", "title": "Ship v2", "body": null, "url": "https://…", "board": "Roadmap", "board_id": "66666666-7777-8888-9999-aaaaaaaaaaaa" } ``` ## Several destinations on one circle A circle can hold more than one webhook destination, as before the migration. Each event is then sent to every destination. The card, however, manages exactly one. On a circle that holds several, it reads **This circle has more than one destination** and offers nothing: no **Enable**, no **Change the webhook URL**, no **Disable**, no switches and no **Test**. Delivery to every destination continues. To change them, contact Talkspirit support. ## When delivery stops The URL is the only credential, so pasting a working URL is the repair. There is no **Reconnect** button. | What the card says | What it means | What to do | | --- | --- | --- | | **Sending was interrupted** | Five deliveries in a row failed: your endpoint refused them or did not answer in time. | Fix the cause, then select **Test**, or **Change the webhook URL**. The first success clears the count. | | **Connected, but nothing has ever been delivered** | The URL was stored, and every attempt since has failed. | Check that your endpoint accepts a `POST` from the internet and answers below `400`. | | **Recent notifications were not delivered** | Delivery worked before and is failing now. | Check your endpoint's logs. | | **Notifications are paused on our side** | A fault in Talkspirit, not in your configuration. | Nothing. Our team is alerted automatically and your settings are untouched. | An answer of `429` from your endpoint is not counted as a failure: Talkspirit reads it as a request to slow down. ## What’s next? - [Circle and project integrations](/integrations/circle-and-project-integrations-overview), what is sent, the event families, and reading the card - [Connect a circle or a project to Slack](/integrations/connect-a-circle-or-a-project-to-slack) - [Connect a circle or a project to Microsoft Teams](/integrations/connect-a-circle-or-a-project-to-microsoft-teams) --- ## Connect a project to a project tool URL: https://support.talkspirit.com/en/integrations/connect-a-project-to-a-project-tool Category: Integrations & API · Section: Native integrations · Type: Reference > **In summary:** open the project’s settings, then the **Integrations** tab, and connect **one** project tool: Trello, Asana, Jira or Basecamp. Each new task created on the project is then created in that tool, once. When the tool confirms, Talkspirit marks the task done, adds an **Open in** link to what was created, and makes the task read-only. A project holds one project tool at a time: to switch, disconnect the first. A project tool integration hands work over. The project stays where tasks are raised; the team that does the work tracks it in its own tool. Nothing flows back from the tool: later changes on either side stay on that side. This guide covers what is common to the four tools. Each tool has its own page for its consent screen, its destination and what it receives: see **What’s next?**. ## What each tool receives One task created on the project becomes one item in the tool. The item differs per tool, because each tool has its own unit of work. | Tool | What is created | Where | Assignees | Due date | | --- | --- | --- | --- | --- | | **Trello** | A card | In a list of a Trello board | Added as card members | Not sent | | **Asana** | A project | In a team of a workspace | Added as project members | Not sent | | **Jira** | An issue | In a Jira project, with the issue type you chose | One assignee | Sent | | **Basecamp** | A to-do list | In the To-dos of a Basecamp project | Not sent | Not sent | Every item carries the task's title as its name and the task's description as its description. The item does not link back to the Talkspirit task. Asana and Jira match assignees by **email address**: a person whose account in the tool uses a different address is not assigned. Trello matches them by **name**: see [Connect a project to Trello](/integrations/connect-a-project-to-trello). Only members are sent: a role or a circle assigned to the task is not. ## One project tool per project A project holds one project tool at a time. Each task can be handed to one place only, so two tools on one project would leave open which of them gets the next task. While one tool is connected, the **Connect** button of the three others is unavailable, and its tooltip names the tool to disconnect first. If you try anyway, Talkspirit refuses with: *This project is already connected to Trello. Disconnect it before connecting another project tool.* The connected tool is left untouched. A connection counts as soon as the consent is given, even before a destination is chosen. Only **Disconnect** frees the project. Notification tools are not project tools. Slack, Microsoft Teams, Talkspirit and the webhook live on the project's **Notifications** tab, several can be connected at once, and none of them counts toward this rule: a project can hold them and one project tool at the same time. ## Before you start - You are an **owner or editor** of the project. The **Integrations** tab only appears for these two. - You have an account in the project tool that can create items where you want them to land. Talkspirit creates every item with the account that approved the connection. ## Connect a project 1. Open the project’s settings, then the **Integrations** tab. 2. On the card of your tool, select **Connect**. 3. The tool shows its own consent screen. Sign in if asked, and approve. 4. You return to the project. The card now reads **Choose a destination** and shows the destination picker. 5. Choose each level, from the outermost to the innermost, then select **Confirm destination**. The card reads **Connected** and names the destination, for example *New tasks go to Marketing → To do*. Tasks created from now on are sent there. There is no **Test** button for a project tool: a test would create a real item in your tool. ## Which tasks are sent A task is sent when it is **created** on a connected project that has a destination. Nothing else is sent, and only top-level tasks are sent. | Not sent | Why | | --- | --- | | Changes to a task, and deleted tasks | The tool received one item when the task was created, and nothing after that. | | A subtask | A subtask is part of its parent's work: only the parent is sent. | | Tasks created before the connection, or before a destination was chosen | Only tasks created from then on are sent. | A private task, and every task of a private or secret project, is sent like any other. The notification tools on the **Notifications** tab never receive them. ## The hand-off Once the tool confirms that the item exists, Talkspirit: - marks the task **done**, and moves it to the project's column for completed tasks when the project has one. On a project without such a column, the task stays in its column; - shows at the top of the task *This task continues in Trello.* (with the name of your tool) and an **Open in Trello** link to the item it created. The task then becomes read-only in Talkspirit. Its title, description, fields and files can no longer be edited, comments can no longer be added, and it can no longer be completed, moved or archived. It cannot be reopened either, not even from the project’s list view: unticking it, or dragging it into a column that would reopen it, is refused. Its subtasks and its progress stay editable. The task is marked only once the tool has confirmed. Until then it stays where it was created, so a task never reads as done while its item does not exist. **A human edit wins.** If someone changes the task's status, moves it to another column or archives it before the tool confirms, Talkspirit adds the link but does not move the task. If the tool refuses the item, the task stays where it was created, as if the project had no integration. It is not sent again. The project's activity feed does not record the hand-off. ## Change, reconnect or disconnect | Control | What it does | | --- | --- | | **Change destination** | Opens the picker again. The connection is kept; no new consent is needed. | | **Reconnect** | Runs the tool's consent again. The destination is kept. Use it when the tool no longer accepts the connection. | | **Disconnect** | Stops sending anything from this project and deletes the destination. Items already created in the tool stay there. | ## When tasks are not handed over When sending stops, the card reads **Interrupted** instead of **Connected**, and an alert titled **Sending was interrupted** says why and what to do. The alert names your tool; the examples below use Trello. | The alert says | What it means | What to do | | --- | --- | --- | | *5 deliveries failed in a row.* | The tool refused five tasks in a row, so sending stopped for this project | Select **Change destination** and choose the destination again, or **Disconnect** the tool and connect it again | | *Access to Trello was withdrawn.* | The authorisation was withdrawn in the tool | **Disconnect** the tool and connect it again. **Change destination** is not offered | | *Trello refused our own credentials.* | A fault on Talkspirit's side, not in your configuration | Nothing you change on the card fixes it. Contact Talkspirit support | Tasks created while sending was interrupted are not sent later. Two situations do not interrupt sending: | What you see | Likely cause | What to do | | --- | --- | --- | | One task was not marked done, the next ones were | The tool was busy and refused that one request | Create the item in the tool by hand. The following tasks are not affected | | The card reads **Choose a destination** | The consent was given but no destination was confirmed | Choose one, then **Confirm destination** | ## FAQ **Can a project send its tasks to two tools?** No. One project tool per project. Disconnect the first to connect another. **Does an edit in Talkspirit update the item in the tool?** No. The tool receives the task once, when it is created. **Does closing the item in the tool change the task in Talkspirit?** No. Nothing comes back from the tool. **Why is a task marked done when nobody finished it?** It was handed over: the work continues in the tool. The **Open in** link at the top of the task is what tells a handed-over task apart from one a person completed. **Who can connect a project?** An owner or editor of the project, with an account in the tool that can create items at the chosen destination. **Does disconnecting delete anything?** It deletes the connection and the destination. Tasks in Talkspirit and items in the tool are untouched. ## What’s next? - [Connect a project to Trello](/integrations/connect-a-project-to-trello): the Trello authorisation, choosing the board and the list, and what a card carries. - [Connect a project to Asana](/integrations/connect-a-project-to-asana): choosing the workspace and the team, and how assignees become project members. - [Connect a project to Jira](/integrations/connect-a-project-to-jira): choosing the site, the Jira project and the issue type, the assignee and the due date. - [Connect a project to Basecamp](/integrations/connect-a-project-to-basecamp): choosing the account and the Basecamp project, and the To-dos tool. - [Circle and project integrations](/integrations/circle-and-project-integrations-overview): the chat tools a circle or a project can notify. --- ## Connect a project to Trello URL: https://support.talkspirit.com/en/integrations/connect-a-project-to-trello Category: Integrations & API · Section: Native integrations · Type: Tutorial > **In summary:** open the project’s settings, then the **Integrations** tab, and select **Connect** on the **Trello** card. Trello asks you to allow Talkspirit on its own page. Back on the project, choose a **Board** and a **List**, then **Confirm destination**. Each new task becomes a card in that list, with its title, its description as plain text, and its assignees found on the Trello board. This guide covers Trello. How the hand-off works, which tasks are sent and why a project holds one project tool at a time is the same for every tool: see [Connect a project to a project tool](/integrations/connect-a-project-to-a-project-tool). ## Before you start - You are an **owner or editor** of the project in Talkspirit. - You have a Trello account that can add cards to the list you want. Every card is created with this account. - The project is not connected to another project tool. If it is, disconnect that one first. ## Connect the project 1. Open the project’s settings, then the **Integrations** tab. 2. On the **Trello** card, select **Connect**. 3. Trello opens its authorisation page for **Talkspirit**. Sign in if asked, review the access requested (read and write on your Trello account), and allow it. 4. You return to the project. The card reads **Choose a destination**. 5. Choose the **Board**, then the **List**, and select **Confirm destination**. The card reads **Connected** and names the destination as *Board → List*. The authorisation does not expire. It stays valid until you withdraw it in Trello or disconnect the project. ## The destination | Level | What you choose | | --- | --- | | **Board** | A Trello board your account can open. Closed boards are not offered. | | **List** | A list of that board. Archived lists are not offered. A Trello card always belongs to a list. | To send tasks somewhere else, select **Change destination**. No new authorisation is needed. ## What a card carries | Card field | Filled with | | --- | --- | | Name | The task's title | | Description | The task's description, as plain text: bold, links and lists lose their formatting, their text is kept | | Members | The task's assignees found on the Trello board, see below | | Due date | Nothing | The card does not link back to the Talkspirit task. Once Trello confirms the card, the task is marked done in Talkspirit and shows an **Open in Trello** link to the card. ## How assignees are added Talkspirit looks each assignee up among the members of the Trello board, by **name**: the member's name in Talkspirit must be exactly the full name shown in Trello. Case, accents and spaces count. - An assignee who is found is added to the card as a member. - An assignee who is not found is written at the end of the card's description, on a line starting with `Members:`, for example `Members: Ada Lovelace, Alan Turing`. - If two members of the Trello board share the same name, the first one Trello lists is added. - If Trello does not return the Trello board's members, nobody is added: every name goes into the description, and the card is still created. - A role or a circle assigned to the task is not sent. ## When cards are not created When sending stops, the card on the project reads **Interrupted** and an alert says why and what to do: see [Connect a project to a project tool](/integrations/connect-a-project-to-a-project-tool). | What you see | Likely cause | What to do | | --- | --- | --- | | The card reads **Interrupted**: *Access to Trello was withdrawn.* | The authorisation was withdrawn in Trello | **Disconnect** Trello and connect it again | | The card reads **Interrupted**: *5 deliveries failed in a row.* | Trello refused five cards in a row, for example because your account can no longer add cards to the list | **Change destination** and choose the list again, or disconnect Trello and connect it again | | One task was not marked done, the next ones were | Trello was busy and refused that one request | Create that card by hand. The following tasks are not affected | | A name appears after `Members:` in the description | That assignee's name does not match a member of the Trello board exactly | Add the person to the card in Trello | | **Connect** cannot be selected | Another project tool is connected to the project | Its tooltip names it: disconnect it first | Tasks created while sending was interrupted are not sent later. ## What’s next? - [Connect a project to a project tool](/integrations/connect-a-project-to-a-project-tool): the hand-off, which tasks are sent, and one tool per project. - [Connect a project to Asana](/integrations/connect-a-project-to-asana) - [Connect a project to Jira](/integrations/connect-a-project-to-jira) - [Connect a project to Basecamp](/integrations/connect-a-project-to-basecamp) --- ## Connect a project to Asana URL: https://support.talkspirit.com/en/integrations/connect-a-project-to-asana Category: Integrations & API · Section: Native integrations · Type: Tutorial > **In summary:** open the project’s settings, then the **Integrations** tab, and select **Connect** on the **Asana** card. Asana asks for your consent on its own screen. Back on the project, choose a **Workspace** and a **Team**, then **Confirm destination**. Each new task becomes an Asana **project** in that team, and its assignees found in Asana become project members. This guide covers Asana. How the hand-off works, which tasks are sent and why a project holds one project tool at a time is the same for every tool: see [Connect a project to a project tool](/integrations/connect-a-project-to-a-project-tool). ## A task becomes an Asana project In Asana, a Talkspirit task becomes a **project**, not an Asana task. This is why the destination stops at a team: the project is what Talkspirit creates. ## Before you start - You are an **owner or editor** of the project in Talkspirit. - You have an Asana account that can create projects in the team you want. Every Asana project is created with this account. - The project is not connected to another project tool. If it is, disconnect that one first. ## Connect the project 1. Open the project’s settings, then the **Integrations** tab. 2. On the **Asana** card, select **Connect**. 3. Asana shows its consent screen. Sign in if asked, and approve: Talkspirit asks for full access to your Asana account, which adding and removing project members requires. 4. You return to the project. The card reads **Choose a destination**. 5. Choose the **Workspace**, then the **Team**, and select **Confirm destination**. The card reads **Connected** and names the destination as *Workspace → Team*. To send tasks to another team, select **Change destination**. No new consent is needed. ## What a project carries | Asana project field | Filled with | | --- | --- | | Name | The task's title | | Description | The task's description, with bold, italic, code, links and lists kept. Headings become bold text: Asana accepts fewer formats in a project description than in a task | | Members | The task's assignees found in Asana, see below | | Due date | Nothing | The Asana project does not link back to the Talkspirit task. Once Asana confirms the project, the task is marked done in Talkspirit and shows an **Open in Asana** link to the project. ## How assignees become members Talkspirit looks each assignee up in Asana by **email address**, and keeps a match only when Asana returns the same address. Every confirmed person is added to the Asana project as a member. - An assignee who is not found is skipped. The others are still added. - If Asana refuses to add the members, the Asana project is still created, without them. - A role or a circle assigned to the task is not sent: it has no email address. The account that connected Asana is not left on every Asana project. Talkspirit creates each Asana project without an owner, then removes that account from its members, unless that person is one of the task's assignees. If Asana refuses the removal, the account stays a member of that project. ## When Asana projects are not created When sending stops, the card on the project reads **Interrupted** and an alert says why and what to do: see [Connect a project to a project tool](/integrations/connect-a-project-to-a-project-tool). | What you see | Likely cause | What to do | | --- | --- | --- | | The card reads **Interrupted**: *Access to Asana was withdrawn.* | The consent was withdrawn in Asana | **Disconnect** Asana and connect it again | | The card reads **Interrupted**: *5 deliveries failed in a row.* | Asana refused five projects in a row, for example because your account can no longer create projects in the team | **Change destination** and choose the team again, or disconnect Asana and connect it again | | Asana projects arrive without their members, and the account that connected Asana stays a member of each one, on a project connected to Asana early on | The consent was given before Talkspirit asked for full access. Asana does not extend a consent already given | **Disconnect**, then **Connect** again and choose the destination | | One task was not marked done, the next ones were | Asana was busy and refused that one request | Create that Asana project by hand. The following tasks are not affected | | An Asana project arrived without some of its members | Those assignees use a different email address in Asana | Add them in Asana | | **Connect** cannot be selected | Another project tool is connected to the project | Its tooltip names it: disconnect it first | Tasks created while sending was interrupted are not sent later. ## What’s next? - [Connect a project to a project tool](/integrations/connect-a-project-to-a-project-tool): the hand-off, which tasks are sent, and one tool per project. - [Connect a project to Trello](/integrations/connect-a-project-to-trello) - [Connect a project to Jira](/integrations/connect-a-project-to-jira) - [Connect a project to Basecamp](/integrations/connect-a-project-to-basecamp) --- ## Connect a project to Jira URL: https://support.talkspirit.com/en/integrations/connect-a-project-to-jira Category: Integrations & API · Section: Native integrations · Type: Tutorial > **In summary:** open the project’s settings, then the **Integrations** tab, and select **Connect** on the **Jira** card. Atlassian asks for your consent on its own screen. Back on the project, choose a **Site**, a **Project** and an **Issue type**, then **Confirm destination**. Each new task becomes a Jira issue, with one assignee and its due date. This guide covers Jira. How the hand-off works, which tasks are sent and why a project holds one project tool at a time is the same for every tool: see [Connect a project to a project tool](/integrations/connect-a-project-to-a-project-tool). ## Before you start - You are an **owner or editor** of the project in Talkspirit. - You have an Atlassian account that can create issues in the Jira project you want. Every issue is created with this account. - The project is not connected to another project tool. If it is, disconnect that one first. ## Connect the project 1. Open the project’s settings, then the **Integrations** tab. 2. On the **Jira** card, select **Connect**. 3. Atlassian shows its consent screen. Sign in if asked, and allow Talkspirit to read users and work items and to create them. The consent includes offline access, so issues are created while you are away. 4. You return to the project. The card reads **Choose a destination**. 5. Choose the **Site**, then the **Project**, then the **Issue type**, and select **Confirm destination**. The card reads **Connected** and names the destination as *Site → Project → Issue type*. ## The destination | Level | What you choose | | --- | --- | | **Site** | One of the Atlassian sites your account can reach. If you have several, you choose, rather than getting the first one. | | **Project** | A Jira project of that site. | | **Issue type** | The type every new issue gets, for example Task or Story. | To send tasks to another Jira project or issue type, select **Change destination**. No new consent is needed. ## What an issue carries | Issue field | Filled with | | --- | --- | | Summary | The task's title | | Description | The task's description, with bold, italic, code, links, headings and lists kept. Checklists, tables and quotes keep their text without their layout | | Assignee | One person, see below | | Reporter | The task's creator, when possible, see below | | Due date | The task's due date, when it has one | The issue does not link back to the Talkspirit task. Once Jira confirms the issue, the task is marked done in Talkspirit and shows an **Open in Jira** link to the issue. ## The assignee and the due date A Jira issue has one assignee, and a Talkspirit task can have several. Talkspirit looks the assignees up by **email address**, in the task's order, and keeps a match only when Jira returns the same address. The **first** confirmed person is assigned. The others are not. A role or a circle assigned to the task is not sent: it has no email address. The due date is the day the task's creator picked, in their own time zone. If Talkspirit does not know that time zone, the day is taken in UTC. If Jira refuses the assignee or the due date, the issue is still created without it. ## The reporter The person who created the task in Talkspirit becomes the issue's reporter. Talkspirit looks them up by **email address**, like an assignee. Two conditions apply: - The **Reporter** field is on the create screen of the chosen Jira project and issue type, and the account that connected Jira is allowed to set it. - The creator's email address matches a Jira account. When either is missing, the issue is created anyway, and Jira records the account that connected Jira as the reporter. ## When issues are not created When sending stops, the card on the project reads **Interrupted** and an alert says why and what to do: see [Connect a project to a project tool](/integrations/connect-a-project-to-a-project-tool). | What you see | Likely cause | What to do | | --- | --- | --- | | The card reads **Interrupted**: *Access to Jira was withdrawn.* | The consent was withdrawn | **Disconnect** Jira and connect it again | | The card reads **Interrupted**: *5 deliveries failed in a row.*, and the connection is recent | The issue type requires a field Talkspirit does not fill, for example an epic name | **Change destination** and choose another issue type | | The card reads **Interrupted**: *5 deliveries failed in a row.* | Jira refused five issues in a row, for example because your account lost access to the site or the Jira project | **Change destination** and choose it again, or disconnect Jira and connect it again | | One task was not marked done, the next ones were | Jira refused that one request, for example because it was busy | Create that issue by hand | | An issue arrived without an assignee | No assignee's email address matches a Jira account, or Jira refused the assignee | Assign it in Jira | | **Connect** cannot be selected | Another project tool is connected to the project | Its tooltip names it: disconnect it first | Tasks created while sending was interrupted are not sent later. ## What’s next? - [Connect a project to a project tool](/integrations/connect-a-project-to-a-project-tool): the hand-off, which tasks are sent, and one tool per project. - [Connect a project to Trello](/integrations/connect-a-project-to-trello) - [Connect a project to Asana](/integrations/connect-a-project-to-asana) - [Connect a project to Basecamp](/integrations/connect-a-project-to-basecamp) --- ## Connect a project to Basecamp URL: https://support.talkspirit.com/en/integrations/connect-a-project-to-basecamp Category: Integrations & API · Section: Native integrations · Type: Tutorial > **In summary:** open the project’s settings, then the **Integrations** tab, and select **Connect** on the **Basecamp** card. 37signals asks for your consent on its own screen. Back on the project, choose an **Account** and a **Project**, then **Confirm destination**. Each new task becomes a to-do list in that Basecamp project's To-dos, with its title and its description. Assignees and due dates are not sent. This guide covers Basecamp. How the hand-off works, which tasks are sent and why a project holds one project tool at a time is the same for every tool: see [Connect a project to a project tool](/integrations/connect-a-project-to-a-project-tool). ## Before you start - You are an **owner or editor** of the project in Talkspirit. - You have a Basecamp account that can add to-do lists to the Basecamp project you want. Every list is created with this account. - The **To-dos** tool is switched on in that Basecamp project. - The project is not connected to another project tool. If it is, disconnect that one first. ## Connect the project 1. Open the project’s settings, then the **Integrations** tab. 2. On the **Basecamp** card, select **Connect**. 3. 37signals shows its consent screen. Sign in if asked, and allow Talkspirit to access your Basecamp account. 4. You return to the project. The card reads **Choose a destination**. 5. Choose the **Account**, then the **Project**, and select **Confirm destination**. The card reads **Connected** and names the destination as *Account → Project*. ## The destination | Level | What you choose | | --- | --- | | **Account** | One of the Basecamp accounts your sign-in gives access to. One 37signals sign-in can open several accounts, so you choose it every time. Only current Basecamp accounts are offered. | | **Project** | A Basecamp project of that account. The to-do lists are created in its To-dos. | To send tasks to another Basecamp project, select **Change destination**. No new consent is needed. ## What a to-do list carries | To-do list field | Filled with | | --- | --- | | Name | The task's title | | Description | The task's description, with bold, italic, links and lists kept. Checklists, tables and quotes keep their text without their layout | | Assignees | Nothing: Basecamp gives Talkspirit no way to assign a to-do list, and the names are not added to the description either | | Due date | Nothing | The list does not link back to the Talkspirit task. Once Basecamp confirms the list, the task is marked done in Talkspirit and shows an **Open in Basecamp** link to the list. ## When to-do lists are not created When sending stops, the card on the project reads **Interrupted** and an alert says why and what to do: see [Connect a project to a project tool](/integrations/connect-a-project-to-a-project-tool). | What you see | Likely cause | What to do | | --- | --- | --- | | The card reads **Interrupted**: *Access to Basecamp was withdrawn.* | The consent was withdrawn | **Disconnect** Basecamp and connect it again | | The card reads **Interrupted**: *5 deliveries failed in a row.* | The **To-dos** tool is switched off in the Basecamp project, or your account lost access to the Basecamp project | Switch To-dos on in Basecamp, then **Change destination** and choose the Basecamp project again. Or disconnect Basecamp and connect it again | | One task was not marked done, the next ones were | Basecamp was busy and refused that one request | Create that list by hand. The following tasks are not affected | | **Connect** cannot be selected | Another project tool is connected to the project | Its tooltip names it: disconnect it first | Tasks created while sending was interrupted are not sent later. ## What’s next? - [Connect a project to a project tool](/integrations/connect-a-project-to-a-project-tool): the hand-off, which tasks are sent, and one tool per project. - [Connect a project to Trello](/integrations/connect-a-project-to-trello) - [Connect a project to Asana](/integrations/connect-a-project-to-asana) - [Connect a project to Jira](/integrations/connect-a-project-to-jira) ---