Member Notes: Difference between revisions
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==Moderator notes== | ==Moderator notes== | ||
Volunteers can add mod notes to member records. These appear on ModTools in large pink boxes, and are visible to volunteers on other communities too. | |||
When adding a new note, there's an option to "alert other groups". This makes the member appear in Member Review immediately, in every community where they're a member, and in any new community they join. | |||
Members have a right, under data protection legislation, to see all the information we hold about them - and that includes notes volunteers write while moderating. So it's sensible to: | |||
* Make sure notes are fair, factual and polite | |||
* Not write anything you wouldn't want the member to read | |||
* Check notes regularly to see if they're still relevant and appropriate, and delete those that aren't (see below for review reminders) | |||
<!-- hide section | You can find members with notes via ModTools > Members > Approved > select your community > With Notes (the default is All members). | ||
<!-- hide section - requested in 2021 but not implemented yet | |||
===Member Note Review=== | ===Member Note Review=== | ||
*Once a month a notice is posted on Modtools of notes older than three years which will be deleted within the next month unless someone in the community marks them as still relevant. This will appear on a separate page in Modtools. | *Once a month a notice is posted on Modtools of notes older than three years which will be deleted within the next month unless someone in the community marks them as still relevant. This will appear on a separate page in Modtools. | ||
*There is a maximum limit (c.50) on the number of notes included in that mail so that it | *There is a maximum limit (c.50) on the number of notes included in that mail so that it isn't overwhelming. | ||
*A community can choose to opt out of this reminder and/or auto-delete function - a popup at that stage will mention GDPR. This is to confirm that the community knows they are responsible for tidying up old notes. We | *A community can choose to opt out of this reminder and/or auto-delete function - a popup at that stage will mention GDPR. This is to confirm that the community knows they are responsible for tidying up old notes. We can't force communities to tidy notes, but it means they are aware of their responsibilities. | ||
*Any volunteer in the same community (or Support) can delete or edit a member note. | *Any volunteer in the same community (or Support) can delete or edit a member note. | ||
*A clickable link is included to the community that has posted the note, so that they can be contacted easily by another community the member belongs to. | *A clickable link is included to the community that has posted the note, so that they can be contacted easily by another community the member belongs to. | ||
*An important note (eg. safeguarding issues) can be retained by editing it, so that it only comes back up for review in a further three years. | *An important note (eg. safeguarding issues) can be retained by editing it, so that it only comes back up for review in a further three years. | ||
* Note: If a community has opted their community out, then their notes would stay, because | * Note: If a community has opted their community out, then their notes would stay, because that's what they want. | ||
--> | --> | ||
==System notes== | ==System notes== | ||
Some notes are added automatically. An example might be: "Last active: 4 years ago - won't send mails." | |||
We stop sending emails to people after six months of inactivity - no site visits, no activity by email. If they come back to the site, we start again. | |||
We stop sending emails to people after | |||
Many mailbox providers (Google, Microsoft, Yahoo and others) turn old, inactive mailboxes into spam honeytraps - if you're sending email to them, you're probably a spammer using a list obtained in a security breach. Sending mail to inactive mailboxes damages your spam reputation and makes it more likely your mail to active users will go to spam too. | |||
Links | ==Links== | ||
* [[Housekeeping]] | * [[Housekeeping]] | ||
* [[Data Protection Guidelines]] | * [[Data Protection Guidelines]] | ||
*[[ModTools]] | *[[ModTools]] | ||
[[Category: | [[Category:Moderating with ModTools]] | ||
Latest revision as of 12:00, 17 July 2026
Moderator notes
Volunteers can add mod notes to member records. These appear on ModTools in large pink boxes, and are visible to volunteers on other communities too.
When adding a new note, there's an option to "alert other groups". This makes the member appear in Member Review immediately, in every community where they're a member, and in any new community they join.
Members have a right, under data protection legislation, to see all the information we hold about them - and that includes notes volunteers write while moderating. So it's sensible to:
- Make sure notes are fair, factual and polite
- Not write anything you wouldn't want the member to read
- Check notes regularly to see if they're still relevant and appropriate, and delete those that aren't (see below for review reminders)
You can find members with notes via ModTools > Members > Approved > select your community > With Notes (the default is All members).
System notes
Some notes are added automatically. An example might be: "Last active: 4 years ago - won't send mails."
We stop sending emails to people after six months of inactivity - no site visits, no activity by email. If they come back to the site, we start again.
Many mailbox providers (Google, Microsoft, Yahoo and others) turn old, inactive mailboxes into spam honeytraps - if you're sending email to them, you're probably a spammer using a list obtained in a security breach. Sending mail to inactive mailboxes damages your spam reputation and makes it more likely your mail to active users will go to spam too.
