Ensuring transparency and respecting user privacy are pivotal in today’s digital age. Almabase provides an option to —
Allow users to decide if their profiles should be visible on the platform.
Allow Admins to set up default visibility for the records when they get them into the platform.
This simplifies user management and instills trust by empowering users with control over their personal data.
How to Set It Up?
Navigate to Settings > Custom features in the admin dashboard and find the two toggles.
Allow users to opt-in and opt-out from the user directory (Y/N):
When enabled, users can list or unlist themselves from the alumni directory.
Automatically list new users in the directory (Y/N):
When enabled, the newly created records on the platform get listed in the directory. Otherwise, they will remain unlisted until updated.
What are the default settings?
By default, the user will not see the option to opt-in/out from the directory, and all newly created records will be listed.
So, the default settings are —
Allow users to opt-in and opt-out from the user directory (Y/N): No
Automatically list new users in the directory (Y/N: Yes
Admins can change them whenever they want.
How Does it Work?
User Opt-In or Opt-Out Behavior:
This is what the users will see when the toggle Allow users to opt-in and opt-out from the user directory (Y/N) is turned ON —
New User Signing Up
They will see the option on the Sign-up form, as shown below
Existing Users
They will see the option on the left side of their profile
Automatic listing of new users:
When the Automatically list new users in directory toggle is ON, new records added to the platform through any medium will be listed -
Importing from RE or Excel sheet
Adding a record Data Studio or
Adding a record from the Events/Giving campaign
How Can Admins Ensure Which Records Get Listed/Unlisted?
When importing data from RE or Excel sheets:
Right before importing the records, the system gives an option to change the settings for listing the new users. Click on the link as shown in the screenshot below to get redirected to the settings page.
When creating new records from Events/Giving/Forms:
When mapping an activity to a record [1], you either select one of the existing records or create a new one (by clicking the "+" icon [2]).
Before clicking Create new record, Admins can choose whether or not to list the record [3].
Frequently Asked Questions (FAQs)
1. What happens if a user opts out of the directory?
Their profile will no longer appear in the alumni directory or maps.
2. What happens if a user opted out of the directory, has posted on a Space, participated in an event, or donated? The profile could be accessible from there, too, right?
The profiles will be entirely inaccessible to other users, no matter where their profile is linked.
3. Can Users or Admins Change Profile Visibility Preferences once set?
Yes, users and admins can update profile visibility preferences whenever they wish, considering appropriate settings are in place.
4. How do users know about this option?
New users see this option during their first login. Existing users will see this option on the left side as "Profile visibility preference" in their profile. Refer here.
5. What happens to existing profiles if the default settings are changed?
Existing profiles will remain unchanged. The settings will only affect the newly created profiles.
6. What are the default settings for US customers?
The default settings would be:
Allow users to opt-in and opt-out from the user directory (Y/N): No
Automatically list new users in the directory (Y/N: Yes
This way, users won't see the option to opt in or out of the directory and be listed by default. Admins can, of course, change the default settings as they wish.
7. What are the default settings for UK and Canada customers?
If you are an existing customer (started before Dec 12th, 2024), the default settings would be:
Allow users to opt-in and opt-out from the user directory (Y/N): No
Automatically list new users in the directory (Y/N: Yes
Otherwise, it would be,
Allow users to opt-in and opt-out from the user directory (Y/N): Yes
Automatically list new users in the directory (Y/N: No
This way, users can opt in or out of the directory, but they are opted out by default. Admins can, of course, change the default settings as they wish.
8. Can admins view profiles that are opted-in or out?
The admins can use the "Listed on User Directory" filter in Data Studio to view opted-in or out profiles.
