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Getting Started Guide for Administrators

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New to Talkspirit? Welcome to Talkspirit! Talkspirit is an information sharing and communication platform for teams and beyond for organizations.

Through this guide, we accompany you in your role as administrator to help you in the first steps of your platform deployment and share with you some keys to success.

This guide will evolve with the feedback of our users, please do not hesitate to send us your questions and suggestions.

Overview of the administrator area

Administration overview

From your administration space, you can access different settings of the platform. These settings are divided into thematic sections or tabs that include:

The Manage Platform tab

In this tab, you'll find the general features allowing you to set up your platform.

The Users & Groups tab

In this tab, you'll find all the functionalities linked to user accounts as well as to exchange spaces or groups.

The apps tab

Find all the Talkspirit applications here that you can activate or leave out based on your collaboration goals (word processing documents directly on the drive, video conferencing, bots, and more).

The Third Party Applications tab

In this tab, you'll find all the features that allow you to integrate your favorite applications into the platform.

The Subscription tab

In this section, you'll find all the details of your subscription and be able to place an order, modify your billing information or your bank details as well as the number of licenses your subscription allows.

Prepare your platform before inviting users

Before inviting users to join the platform, we advise you to set up some essential information.


Give your platform a name

You can give your platform a name by selecting the cogwheel icon in the left-hand sidebar Administration, General tab. Select the Platform Name field and fill in the required information.

General Administration Section

Select the Save button to save your changes.

The platform's name and its url are two distinct elements. Your platform's url link is the address that allows you to access the platform.

Naming and accessing the platform

The url can be chosen when creating the platform and changed on request. If you want to change the url of your platform, contact support.

The name of your platform is displayed in the notification emails received by your users, on the registration page but also when you are connected on the platform. It can be the same or different from your URL and can be changed at any time.

Tip: You can create a poll to let users choose between several names to give to this platform.

When you receive an email notification, the name of your platform appears to inform you which of your platforms is affected by this alert.

Receive email notifications

And customize it

Adapt the graphic theme of your platform, insert your logo and apply the colors of your graphic charter in the Customization tab of theAdministration.

Tip: Each user has the ability to set their platform's colors as the default. If you want all of your users' platforms to respect your graphic charter's colors, you can deactivate the option Allow users to have their own customization.

Personalize the welcome of new users

You can create a custom welcome message that will be displayed before the feature tour when a new user joins the platform.

Each new member will see this welcome message when they first connect to the platform. It is possible to set this welcome message to be displayed to guest users as well.

Write a welcome message for new users

Tip: Write a short message outlining the company's objectives in using Talkspirit. You will then be able to communicate to users the keys to better understand the various features of the platform.

You can choose to attach different message formats such as:

  • images,
  • gifs,
  • video messages,
  • documents.

You can preview this message before saving it by clicking the Preview button. Users will not be able to skip the saved message.

Preview the welcome message

Choose how your future users will create their account.

You can set up the platform registration options in the Authorizations section of theAdministration.

A user can join the platform in three ways:

Invite a user to join the platform

By email

You can easily invite your employees to join the platform, from the Administration. They will then receive a link by email that will allow them to fill in their:

  • Full name,
  • Password.

Employees will be able to access their accounts once they accept the terms and conditions, and you will be notified instantly.

To invite a user to join the platform, go to the Manage Users tab inAdministration. More information in this article.

With access codes

To invite new users to join the platform without email, you need to activate this option from the Authorizations section of theAdministration. More information in this article.

Allow users to register or login without email

To invite a new user (with or without email), go to the Manage Users section of theAdministration and click on Invite.

Invite new users

From this view, you can also choose to assign the role of member or guest to this user. Regardless of which role the user is assigned, you'll be able to invite them with or without email. You can find more information about user roles here.

We recommend that you regularly consult the Invitations sent tab in the Invite new users section to identify users who have not yet activated their account on the platform and to remind them. You can find more information on this subject in this article.

Allow a user to register without an invitation

We recommend using this option if you prefer to let users register at their own convenience. In this case, we recommend that you distribute the link to the platform's URL so that they can see it.

To allow users to register on their own—with or without an email address—head over to the Permissions tab under Administration and enable the Allow users to register without invitation option.

Allow users to register without an invitation

You can then choose to allow users without email to register themselves to the platform or not and limit the registrations to the email domains that you have entered.  

You can authorize several email domains for the registration of members to the platform. Simply separate them with a comma.

You'll also be able to allow platform members to invite new users from this section.

Invite members by restricting their registration to an email domain

Invite users to register via a unique link

We recommend that you use this option if your users have trouble receiving our email invitations.

To activate this invitation link, go to the Permissions tab in Administration.

All you have to do is copy the link and communicate it to the users in question.

Be careful, if you deactivate the link, it will not be valid anymore and the people who received this link will not be able to register, if you reactivate the option a new link will be created.

Activate an invitation link

Set up group permissions

By default, Talkspirit allows members to create groups, invite users, and deploy integrations. This way, members can activate the functions they need without being restricted.

The group is a space for sharing information and collaboration on a main topic. There are three types:

  • public groups,
  • visible private groups,
  • private secret (or invisible) groups.

More information on groups in this article.

Think about the creation of your groups

Before creating your groups, it's essential to think about their goals and purpose. If group members don't find the group relevant to their position and goals, they may let it die. Therefore, a group must be fed with content and interactions to bring a real added value to its members.

If you need to create a group architecture for your organization, here are the most common types of groups we encounter:

  • the thematic group: it promotes information sharing and monitoring on a specific theme or subject,
  • the location group: for organizations deployed in several geographical locations,
  • the project group: to share all the information that's useful for a project. This group can for example include external partners (or guests),
  • the functional group: to share content between users of the same profession,
  • the group associated with a web service: for web services that are likely to publish a large volume of publications (such as a Twitter group), a dedicated group is often the best approach.

Define which user profiles the group is intended for. Will new members have to join this group by default (we are talking about a source group here) and will guests to the platform be able to access it?

Now all you have to do is create a group, associate a description (its purpose, objectives) and a confidentiality level.

Set up groups with default access for all users

You can create a "Default" group that members will automatically join when they first login. These groups will be immediately visible in their left navigation menu, and their content will be visible on their news feed. Members of these groups cannot leave or unfollow them.

Enable or disable source groups

To set up a source group, go to the Administration tab on the left sidebar and select General.

Tip: It's advisable to create at least one source group before inviting users to join the platform. By posting to this group, you will reach all users. You can then publish general information to all employees in the organization.

Create the first groups

To create a group from Administration, go to the Manage Groups tab.

From this view, you can access all the groups created on the platform, regardless of their confidentiality level.

Access the list of groups from the administration

Click on Create a group. More information on how to create a group in this article.

Delegate group management

The user who creates the group automatically becomes its manager.

Appoint groupmanagers who will establish the group's rules and permissions, and who will be responsible for facilitating the group and framing the discussions.

Delegate group management and appoint a manager

To do so, go to the group's icon bar and select the member concerned, then choose the option Pass as group manager.

Set up Talkspirit applications

From the Application section of theAdministration, set up the Talkspirit collaboration tools that your users will benefit from.

Setting up Talkspirit applications from the administration

Activate OfficeNow to allow your employees to co-edit files on the drive.

Give them the opportunity to work with their favorite applications on a daily basis by setting up a quickly accessible application directory!

You can also activate a Home Page to create a dedicated information space for your teams!

Give them access to video conferencing and webinar tools.

Activate a FAQ bot and fill in questions and answers on the subjects of your choice. Your colleagues will only have to ask their questions to the Bot, which will bring them the answers you have filled in. You can obtain statistics on the most frequently asked questions via this feature thanks to the Statistics tab.

Need help?

If you encounter difficulties in using the tool, several solutions are available to you.

Help Center

You can access this help center from your user platform by:

  • selecting Help & More from the left sidebar of your platform.
  • selecting Help Center.

Online support

You can't find the answer to your question or you want to report a malfunction or an improvement proposal directly to the support team?

From your user platform:

  • select Help & More from the left sidebar of your platform,
  • Click on Online Support.
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