Structure Your Organisation and Rooms
We highly recommend that Organisation Owners/Admins adopt the following best practices when creating rooms and structuring their organisation within ClassDo. Frequently-asked questions about creating and managing rooms and organisation members are also addressed here.
In this article:
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About Organisations
In ClassDo, an organisation is a group of people whom you work with, such as from your school, tuition centre, or company. Within your organisation, you can set up as many rooms as you need for your different classes or teams.
Like an office building housing a company, organisations have:
- bills paid by the building owner: billing for the entire organisation is managed by the organisation owner
- a signboard: organisation owners and admins can control the branding of the organisation
- job titles and responsibilities for each employee: users have assigned roles which stay the same throughout the entire organisation, with specific permissions and rights
- a list of all employees at the company: when inviting members to rooms, you can see a list of current organisation members for quicker and easier invitations
- and of course, meeting rooms where you can communicate and collaborate!
Frequently-asked Questions About Organisations
How many organisations can I create?
You can create as many organisations as you like. (Similarly, you can be a member of as many organisations as you need).
How many people can I invite into an organisation?
There is also no limit to the number of organisation members that an organisation can have.
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About Rooms
In ClassDo, rooms are permanent online rooms where you can invite others to collaborate with you. Just like a physical room, you can store documents in it, and it will remain as-is even after you leave (unless you delete it). Rooms have:
- a locked door: rooms are locked so that general room members cannot enter the room to start live collaboration (which incurs charges) without an admin present
- external storage library: without entering live collaboration, you can still access the documents stored in it at any time, without any costs.
- a sign: name your room for easier management.
Frequently-asked Questions About Rooms
How many rooms can I create?
As an organisation owner or admin, you can create as many room as you need to. Furthermore, pricing and charges are based on the amount of time spent using certain features in rooms, not the overall number of rooms, so you do not need to worry about the number of rooms created. Simply create rooms based on your current needs and ease of management.
How many people can I invite into a room?
You can invite up to 50 people into a virtual room. However, ClassDo is built for effective online collaboration that involves multi-way interaction and engagement among room members, and this is most optimal in 1-1, small- and medium-sized group settings. If you are planning to invite more than 40 or 50 people to a room, it may limit the level of interaction and engagement (and hence the effectiveness of the collaboration) in such a large group.
How many rooms can I join?
There is no limit to how many rooms you can be invited to, and join.
Can people see all the rooms in the organisation?
No. Organisation members can only see the rooms they have been invited to.
Can members have a different role in different rooms?
No. A member's role in an organisation is fixed regardless which room in the organisation he enters. For example, if you have assigned a member the student role when you first sent him the room invite, he cannot have a student role in Room A, but a tutor role in Room B. He will be a student in all the rooms he is invited to within your organisation.
If you are having difficulty allocating one of the default roles to a member, try creating a new role.
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Organise Members Into Rooms
For the most efficient collaboration experience on ClassDo, these example scenarios show when you should create rooms and who you should be inviting into them.
1. One-to-one collaboration
If you are collaborating with only one person in the room at any one time, create a personal room with only you and the other person.
- If I am collaborating with two or more people for the same purpose (e.g. personal tutoring for separate students), why not add them all into the same room? I will be meeting each one of them separately anyway.
Create separate rooms to save content separately. Even if only you and one other person are using the room at any one time, content from your previous meetings will still be present e.g. documents and annotations, which can result in confusion, loss of privacy between users, and multiple duplicates of the same materials.
On the other hand, creating a separate room for different users means that all the relevant documents and materials for that one user is concentrated in one place. You can even check where you left off in the last sessions easily! Why not take advantage of ClassDo's content saving feature?
- Are there circumstances where I should create multiple rooms for the same person?
Create different rooms with that same person for different purposes e.g. designate one room for student A's Science tuition, another room for his English tuition. This ensures that all the materials for each specific subject are stored in one place! As long as both you and the other user can keep track of which rooms to use, multiple rooms can be extremely convenient.
- What if more than one user is using the same mobile phone number to login?
You can still create separate rooms for each user. While these users will be able to see one another's rooms, you can allocate different rooms to each user to take advantage of the content storage feature of each room. E.g. a brother and sister pair both use their parent's mobile phone to login, but the brother enters room A to have tuition, while the sister enters room B. Their assignments and tuition materials remain separate.
2. Group collaboration
Create separate rooms for different groups and different room focuses.
- Under what circumstances should I create new rooms?
Create separate rooms to save content separately. For example, if you are a manager who wants to discuss local marketing strategies with employees A, B, C and overall supervisor Z, and separately discuss international marketing strategies with employees L, M, N and overall supervisor Z, create:
- - a "Local Marketing Meeting Room" for A, B, C and Z
- - a "International Marketing Meeting Room" for L, M, N and Z
where Z is invited to both the Local and International Marketing meeting rooms. This ensures that all the materials for each specific subject are stored in one place, and to make the purpose of the room clear - supervisor Z will only go to the first room to discuss local marketing, and goes to the other room to discuss international marketing, etc.
- If I'm using the room for the same purpose (e.g. holding workshops) for multiple groups of people (e.g. Group A on Monday, Group B on Tuesday) can I just use the same room?
It may be better to create separate rooms for different groups. Because annotations and documents are saved indefinitely in the room, using the same room for different groups may result in confusion and duplication of materials.
As long as you are collaborating with the groups separately (and therefore, annotating new materials and creating different documents each time), creating different rooms for each group allows you to store materials specific to that group and track the progress of that particular group more easily.