Revision #590

'''Everything about getting people into your organization and running it once they are there.''' The invite code, the link, the three roles, and the handful of decisions only an owner makes.

[[creating-an-organization|Creating an organization]] covers starting one. [[running-an-organization-challenge|Running an organization challenge]] covers contests.

== The invite code and the invite link ==

Your organization has '''one join code, eight characters long''', and a link that carries it. Both are on '''Manage → Invite''' in the app, and at '''/org/''' your-organization '''/manage/invite''' in a browser. Owners and admins can see them; ordinary members cannot.

'''The code''' is printed four-and-four — the way people read it aloud and type it. Put it on a poster by the rack, in a welcome email, on a card at the front desk.

'''The link''' is the same code in a form you can send. Tap it on a phone with Loopa installed and the app opens on your organization's join screen; tap it anywhere else and it opens a page that explains what to do. Either way the person sees '''your organization's name and description before anything happens''', so they can check they are in the right place.

Codes never contain '''O, I, L, U, 0 or 1'''. Those are the characters people misread, and Loopa will not guess at a mistype — a repaired one could land somebody in a different organization without their ever knowing. Anybody who has the code can join, so treat it like a door key.

=== Rotating the code ===

'''Rotate it whenever it has traveled further than you meant.''' A new code is issued on the spot and '''the old one stops working immediately''' — there is no grace window, because the reason to rotate is that the old code reached people it should not have.

'''Nobody is removed when you rotate.''' Everyone already in stays in. All that changes is the way in.

=== Setting an expiry ===

When you rotate, you can give the new code a life: '''never expires''' (the default), '''one day''', '''seven days''' or '''thirty days'''. A short window suits a code you are reading out at a class or putting in one email. Never-expires suits a poster, because a poster has no way of knowing it has gone stale.

An expired code behaves exactly like a code that was never real. Rotate again to open the door.

== The organization's picture ==

'''Manage is where the picture lives''', alongside the name, the description and the accent color. An organization is created without one, and you add it whenever you have something you want to use — owners and admins both can, and either can change it later.

'''JPEG, PNG and WebP all work.''' Loopa squares the image off from the middle and stores it at up to 512 pixels a side. The crop comes from the center, so a square-ish image or a logo mark on its own survives it better than a wide banner with words along the edges, and a transparent background comes out white.

'''Changing it removes the picture it replaces''', and deleting the organization removes it too. There is never an old one sitting around.

== The three roles ==

Every organization has '''one owner''', any number of '''admins''', and '''members'''.

{| class="wikitable"
! What you can do !! Owner !! Admin !! Member
|-
| Post, reply and react in the room || Yes || Yes || Yes
|-
| Report a post, block a member || Yes || Yes || Yes
|-
| Enter a challenge and appear on the leaderboard || Yes || Yes || Yes
|-
| See the members list and every leaderboard || Yes || Yes || Yes
|-
| Edit the name, description, picture and accent || Yes || Yes || No
|-
| See, share and rotate the invite code || Yes || Yes || No
|-
| Remove a member || Yes || Yes || No
|-
| Moderate the room: pin, lock, remove a post, mute || Yes || Yes || No
|-
| Create, edit, close and delete challenges || Yes || Yes || No
|-
| Promote a member to admin, or demote one || Yes || No || No
|-
| Transfer the organization to somebody else || Yes || No || No
|-
| Delete the organization || Yes || No || No
|-
| Leave || Transfer or delete first || Yes || Yes
|-
| See any member's health record || No || No || No
|}

'''Being an admin costs nothing.''' A member on Loopa Basic who is promoted to admin does every single thing in the admin column without ever seeing a purchase screen. The four decisions that need Loopa Premium are the owner's: creating an organization, promoting and demoting, transferring it, and deleting it.

== Promoting and demoting ==

Open the '''members list''', choose somebody, and '''Make admin''' or '''Remove admin'''. A new admin gets a notification. Demoting is quiet — nobody is told — and it takes their moderation of the room away in the same moment, so a former admin cannot lock a thread on the way out.

Promote a second person early. It is the cheapest insurance there is: somebody else who can post the code, answer a question and keep the room tidy when you are not around.

== Removing somebody ==

'''Remove''' on their row in the members list. It takes effect at once: the room closes for them, and they come out of any of your challenges that are still running.

'''Nothing of theirs is deleted.''' Posts they wrote stay in the room, their own logs and records are untouched, and a placing they already earned in a challenge that has finished stays on that board — other people took part in that contest too.

Somebody you removed can rejoin with a current code, and they come back as '''an ordinary member''' whatever they were before. Authority is granted again on purpose rather than restored by itself.

== Muting somebody ==

'''Mute''' quiets a member in your room for a set time. It is a moderation tool for a conversation getting heated, not a punishment attached to a person: '''it applies to your room and nowhere else''', so somebody muted in your organization is not muted in another group or anywhere else in Loopa. Lift it whenever you like. An owner cannot be muted.

For anything that breaks the rules rather than the mood, report it — see [[organization-forum-guidelines|Organization forum guidelines]].

== Transferring the organization ==

'''Transfer''' hands the whole thing to somebody else: the room, the members, the challenges, the code and every decision on this page. The person you choose has to be '''a current member''' of the organization, and they are told the moment it lands.

You stay in the organization afterwards as an admin. There is exactly one owner at any moment, so a transfer is one act rather than two, and it cannot leave the group with two owners or none.

Transferring is one of the two ways an owner can walk away.

== Deleting the organization ==

'''Delete''' is the other way, and it is permanent. Loopa asks you to confirm it a second time, because '''there is no undo'''.

Deleting takes with it:

* '''The room''', and every thread and post in it
* '''Every membership''' — everybody is out at once
* '''Every challenge''', with its entries, totals and leaderboards
* '''The invite code and the link''', which stop opening anything
* '''The organization's picture'''

What it does not touch is anybody's account. Every member keeps their Loopa account, their subscription, and everything they have ever logged. None of that belonged to the organization.

If people are still using the room, transfer it instead. Deleting a live group is not something a member can undo for themselves.

== Leaving, if you are not the owner ==

'''One tap, on the organization's screen.''' The room closes for you and you come out of any of its challenges still running. Your account, your history and your subscription are untouched, and posts you wrote stay where they are.

Being in an organization was never a condition of anything else in Loopa, so leaving one changes nothing outside it.

== If your organization is suspended ==

A suspended organization goes '''read-only'''. The room is still there and still readable, nobody new can join, and nobody can post. Members can still leave whenever they want.

See also: [[creating-an-organization|Creating an organization]], [[running-an-organization-challenge|Running an organization challenge]], [[organization-forum-guidelines|Organization forum guidelines]], [[joining-an-organization|Joining an organization]], [[community-rules-and-reporting|Community rules and reporting]].