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Kgastaldo
Helper ⭐️⭐️⭐️
July 14, 2025
Question

Private Community, Approve Members to Join

  • July 14, 2025
  • 18 replies
  • 179 views

Hi All - I need a bit of advice on how to manage a private community set up.

We are launching an online community for our meetup community. We want the community to be available ONLY for our members (who apply to join in a separate process). So how do we make this work?

We are a private community.

We set up the Registration Approval - but that doesn’t stop anyone from creating an account. They can’t do anything, but they can see content before they are approved by the moderator - which we don’t want.

We could do a workflow (with workato) where someone joins, then we check salesforce to see if they are a member, then approve them … but that doesn’t stop people who aren’t members from creating an account.

Would the unlock code work? Or would they be able to share the unlock code with anyone else?

We’ll be talking to Gainsight about it, but I wondered if anyone here was running something similar and had an idea!

 

18 replies

juan.delrio
Helper ⭐️⭐️⭐️
July 20, 2025

So you can build categories with view-only privileges for users who with not registered or pending approval roles.

That’s how I went a about it, if you are in any role below registered you see only 2 sections, an about and a how to register. You also can only see product updates.  If you are registered, then you get to see customer interactions and questions.

jvdc
Expert ⭐️
July 20, 2025

Yeah, the users waiting for approval can also see other user profiles and profile fields which can be awkward if these users end up being banned/not approved…

In our view, the idea of making your community private is to prevent uncontrolled users to access any information on the site.

Any suggestions to solve this?

juan.delrio
Helper ⭐️⭐️⭐️
July 21, 2025

How are they finding other users.   A user not logged in doesn’t see user comments or posts or replies when configured properly.  
https://community.devo.com/

 

They only see posts by me in categories that I have designated the role of unregistered or waiting approval can see.
 

jvdc
Expert ⭐️
July 21, 2025

Hey ​@juan.delrio 

How are they finding other users.   A user not logged in doesn’t see user comments or posts or replies when configured properly.  
https://community.devo.com/

 

They only see posts by me in categories that I have designated the role of unregistered or waiting approval can see.
 

Well for instance, on your landing page you have a leaderboard preview where you see the top users, and on the full leaderboard (https://community.devo.com/leaderboard?period=alltime) you can just see any users and click on them to visit their profile.

juan.delrio
Helper ⭐️⭐️⭐️
July 21, 2025

Easy to remove and add to a custom page  :)
And we encourage users to be as anonymous as they feel they need to be.  But none of their conversations are exposed which is the meat. 

jvdc
Expert ⭐️
July 21, 2025

Easy to remove and add to a custom page  :)
And we encourage users to be as anonymous as they feel they need to be.  But none of their conversations are exposed which is the meat. 

Yep agreed.

I think it works in your case, indeed. When users are aware of this and when their profile are quite empty of information the "risk” is minimal.

olimarrio
Gainsight Employee ⭐️
Gainsight Employee ⭐️
July 21, 2025

@jvdc 👋,

Agree that the set up for private communities doesn’t make sense here. I’m discussing with our Product team how we can solve for this, either through the upcoming Personalisation functionality or by editing the configuration altogether. Thanks!

juan.delrio
Helper ⭐️⭐️⭐️
July 22, 2025

Easy to remove and add to a custom page  :)
And we encourage users to be as anonymous as they feel they need to be.  But none of their conversations are exposed which is the meat. 

Yep agreed.

I think it works in your case, indeed. When users are aware of this and when their profile are quite empty of information the "risk” is minimal.

Yep, All profile fields except 2 are private for admins only.  Name and A bit about yourself are the only two fields viewable by members.