Spaces
Restrict content, event access, channels and the Forum to only certain groups of logged-in members through the use of Spaces.
Spaces are configurable access groups that allow you to assign certain members to groups and then also assign content, channel conversations and/or events to those same groups. You can assign multiple pieces of content or events to spaces (e.g. Three videos + two events assigned to one space) and also a single piece of content or event to multiple spaces (e.g. One video is assigned to three different spaces).
Currently, Tools and People are not space-assigned and will be visible to all members of the community.
Adding and Monitoring Spaces
To add a space to your community, or to edit and monitor that space, you will navigate to the Spaces menu item in your dashboard.
Adding Spaces
You can add spaces by selecting the +New Space button in the upper right hand side, listing a name and providing an optional description. Both of the title and description are only visible to admins in the dashboard - a member will never see their space assignments.
Monitoring Spaces
Once built, you can see how many members are in each space, when it was last updated (name or description changed) and take action to edit, add members, or delete the space entirely.
You can also see how many content pieces or events are assigned to that space in the top menu item: If a number is listed under Events, Blogs, Resources or Videos in that top display, that number is a hyperlink to a list.
Editing
You can edit a space by selecting the title link to the space or by selecting the edit button or eye icon in line with the Space.
You can change the name of the space and it will automatically update across the dashboard to that new name.
Deleting
You can delete a space by selecting the title link to the space or by selecting the edit button or eye icon in line with the Space, and selecting 'Delete Space'.
If you delete a space, the system will prompt you to confirm your action and list out how many members, events and content pieces are affected by this action. Most importantly, though: Assets that belong to that space will become visible to ALL MEMBERS.
It's suggested to remove the space assignment to each event or content piece first, or unpublish those items, before deleting a space.
Members
You can add members to a Space in the dashboard; through their profile, through the members list or through the Spaces menu item. As a reminder, a member will never see their space assignments.
Profile
You can add or edit someone's space(s) assignment in their profile under Spaces.
Members List
You can add or edit someone's space(s) assignment in the members list, by selecting the check box beside their name, selecting 'Bulk Actions', and then 'Update Spaces' from the drop-down. You can follow these same steps for multiple members by selecting more than one check box beside their names.
Making bulk action and changes to spaces here will override any previously assigned space assignments of that member.
Spaces Menu Item
You can add or edit someone's space(s) assignment in their profile under Spaces by selecting the title link to the space or by selecting the edit button or eye icon in line with the Space and selecting 'Add members'.
If you'd like to bulk update or bulk add members to a space, reach out to the Gradual team and we can help you do that!
Events
In your dashboard, you can assign member access to events as either 'All Members' or to 'Selected Spaces Only'.
A great example is a community steering committee that meets monthly on Gradual.
Because you'd want ONLY members of the steering committee to be able to find and join that event, you would create a Space entitled “Steering Committee” and assign the community members to that space and also assign the meeting event to the “Steering Committee” space.
Then, only members of the space would see, register for and join that event.
Space Restricted Roundtables
Space-restricted Roundtables have been recently released, allowing users in a Space to access and engage in a Community-level roundtable. This roundtable will appear on the homepage of just those in the space, and they will have access to a persistent chat with just those who've attended or are actively engaging in the roundtable.
Content
In your dashboard, you can assign member access to all content pieces (Videos, Blogs, Resources and External Content) as either 'All Members' or to 'Selected Spaces Only'.
Content set to 'All Members' as well as space-restricted content is not indexed and not visible except by logged-in members and/or members assigned to the space.
A great example of space-assigned content is replays or slide decks for attendees of a certain conference on Gradual.
Because you'd want ONLY members who attended that conference to access and engage with content from that event, you would create a Space for the attendees, assign them to the space and also assign each video or content piece to the space.
Then, only members of the space would be able to see, watch or read those pieces of content.
Channels
In your dashboard, you can assign member access to Channels as either 'All Members' or to 'Selected Spaces Only'.
To restrict a Channel by space(s), navigate to your dashboard and select the Channel you'd like to edit, or add a new Channel. Under 'Acess' select 'Selected Spaces Only' and select the space(s) you would like to view and engage with this Channel from the drop down. Make sure to select 'Submit' to save your work.
Forum
Restrict the Forum feature's visibility and access to only members of selected space(s). With this setting, only members in those selected spaces see the Forum menu item and post or engage with the Forum.
This setting is restricting the entire component of Forum to spaces, not certain posts.
Learn more about how to set this access restriction here.
