Setting up and managing projects

On a multi-project subscription plan, Social Pinpoint lets you create 'microsites' (semi-distinct websites within your main site) for each of your projects or engagements. These websites provide a digital space to communicate and engage with your audience on a particular topic, project, initiative, etc.

Visitors to your site can explore each of these project sites by browsing them from the homepage or by being sent their unique web address or URL. Sites are usually promoted by sharing links on traditional communication channels like newsletters or print-based collateral, or through digital advertising or social media.

Each project website is comprised of at least one main page, and can optionally have multiple sub-pages to provide further information. These pages contain your content and tools that collect feedback from participants.

There are a number of Page Types that can be assigned to determine the specific functionality of each page. The Page Type is either set manually by the site users or automatically when certain tools are used (e.g. the Forum tool will add a Forum Page).

Projects are managed from the Projects area of the Dashboard, where new projects can be launched and the settings of existing projects can be accessed. From this area, a project's title, description, image, status, type, URL, etc. can be adjusted.

When launching a new project, a Project Launch Wizard guides users through a stepped-process to setup a new project website and configure its. Once the setup process is complete, a new Project Page is automatically set up as a 'draft' page. This page acts as the main landing page for the project, and additional Project Sub-pages can be added to provide more detailed information about the project if required.

Once a new project is added to your site, a project card is created on the homepage of your site, presenting the project's title, description, and image as an attractive 'tile' that your visitors can use to navigate to each of your project pages.

Project cards are displayed within the Project List tool which groups project cards based on certain attributes such as their 'Status' (i.e. 'Open', 'Active', 'Closed).

Projects interface

The Projects interface of the Dashboard contains a list of all current projects on the site, including any draft projects that have been created but not yet been published. Projects are displayed in a table that shows the details of each project including their name, status, categories, launch date, etc.

These details can be searched, sorted and filtered by using the search tools at the top of the table to help you find specific projects your are looking for.

Screenshot of Projects interface of the Dashboard — The Projects interface of the Dashboard

The Projects area of the Dashboard is access-controlled meaning General Users can only view projects they are specifically assigned to, Site Administrators can see all projects and Team Leads can see all projects associated with their team.

In most cases, only Site Administrators and Team Leads have permission to create new projects.

Project settings

The settings you set for each project are used to perform a variety of functions and tasks. Project settings are configured when the project is first created, and can be edited any time after launch.

For example, the Status setting is used to determine where the project card appears on the home page to communicate wehther it is open for consultation or not. The Type setting can be set to 'Private' to make the project only visible to invited guests rather than any member of the public.

The project settings available in Social Pinpoint are:

Project name - Identifies the name for the project used in the System. The project name is also displayed in the project card and the project banner of the project page. The project name must be 70 characters or less.
URL - Determines the web address for the project (e.g. yoursite.com/project-name) that helps visitors navigate to the page. The URL cannot contain any spaces or special characters.
Description - Provides a description of the project which is displayed on the project card and in the project banner of the project page. The description must be 170 characters or less.
Status - Sets what 'stage' a project is at and determines the position of its project card on the homepage or any other project list. The three statuses available are 'Open', 'Active' and 'Closed'
Type - Determines whether a project is 'Public' and visible to any visitor, or 'Private' and can only be viewed by invited guests (Members).
Category - Tags the project with the topics it relates to. It is used to help visitors find projects they are interested in and determine which Members will receive auto-notifications when the project is first published. An 'all' option will automatically selects all categories for the project.
Locations - Tags the project with the geographical location it relates to. It is used to help visitors find projects they are interested in and determine which Members will receive auto-notifications when the project is first published. An 'all' option will automatically selects all locations for the project.
Group - Associates a project with other related projects for reporting purposes.
Team - Associates a project with a 'Team' value that corresponds to an internal business unit such as a department, agency, working group, etc.

Key actions

By default, new projects can be added to a site by any Site Administrator or a Team Lead. The Project Launch Wizard provides an easy to use, step-by-step process to guide users through the setup process.

To add a new project:

Navigate to the Projects interface in the Dashboard panel
Select the Launch New Project button located in the upper right of the page
Follow the prompts of the Project Launch Wizard to determine the appropriate project settings
When finished, click the Launch Project button to create a project page for editing.

New project pages are created in ‘draft mode’, allowing content to be edited by users before the page is made visible to the public. As long as a project page remains in draft, it will not be visible or accessible to visitors.

💡 User Tip

Users are notified that the project page is in ‘draft’ by a blue notification at the top right of the page that says ‘This is page is currently in draft mode’.

Once a project is set up, users with appropriate permissions can edit the project status. To perform this task:

Open the Settings tab
Navigate to the Project Status dropdown in the Details tab.
Change the project status and select the green Submit button.

Once a project is set up, users with appropriate permissions can edit the project URL. To perform this task:

Open the Settings tab.
Navigate to the Location tab.
Select the blue Add URL button. An additional field will appear under the current URL.
Input the new URL suffix, including the / slash.
Select the green Save Changes button.

You can change the canonical URL via the radio buttons provided. This changes the URL that all other URLs in the list will direct to.

You can delete a URL only when more than one URL has been added. To delete a URL, select the trash icon to the right of the URL you wish to delete, then select the green Save Changes button.

You can edit the title and description of a project card after you launch it.

To edit the project card:

Navigate to the target page and click the Settings button from the Toolbar.
In the Details section of the Settings menu, scroll down until you see the Project Name and Projects Description attributes listed.
Edit the attributes as required.
Confirm the change by clicking the 'Save' button to save the changes in draft, or 'Publish' to apply the changes to the live version.

💡 User Tip

When you create a new project, the Project Name, Project Description and Project Image you set in the Project Launch Wizard gets used to create both the project card and Image Banner at the top of the project page. After launch, you can edit the details in these two areas separately, with the exception of the Project Image which is always taken from the project's Image Banner.

There are two ways to delete a project:

Method 1 - Projects area

Navigate to the Projects area of the Dashboard
Select the trash icon next to the target project in the project list.
Choose the Delete option when the confirmation notification appears.

Method 2 - Settings

Navigate to the Project Page and click the Settings function from the toolbar.
At the bottom of the Settings panel, click the Delete Page link.
Confirm the deletion by clicking the red Delete button in the popup notification.

If Workflows are enabled on a site, deleting a project or page action will need to pass through the approvals workflow.

💡 User Tip

A project cannot be deleted if it has Project Sub-pages associated with it. All 'child' pages of the Project Page must first be deleted to entirely remove the projects. Users will be notified if sub-pages exist when trying to delete the project.

⚠️ Warning

Deleted projects cannot be recovered so ensure all content is appropriately backed-up prior to deletion (all participation data will still be available in the Reports area).

Once a project is set up, users with appropriate permissions can edit the project settings. There are two ways to edit the project settings:

Via the project page:

Navigate to the target project page and click the Settings button at the left of the toolbar
Select the Details link in the settings panel to view the project settings
Change the desired attributes and select either the Save button to save changes in an unpublished page version or Publish Changes (or Submit to Workflow) button to put the the changes into effect.

Via the Projects interface:

Navigate to the Projects area of the Dashboard
Follow the Settings link on the desired project to open the project settings
Edit the desired attributes and select either the Save button to save changes as an unpublished page version Publish Changes (or Submit to Workflow) button to put them into effect.

⚠️ Warning

If a draft page has been submitted for approval (usually by Project Author) and is pending for approval, clicking the green submit button in the Details of the Settings panel will publish the page if the user clicking submit has publishing permissions (Project Manager, Site Admin, Team Lead).

When creating a new project, site administrators can decide whether to enable project follow by checking this option in the Details section of the project set up wizard.

Enabling project follow will allow community members to subscribe and receive updates in relation to a project.

💡 User Tip
Project follow is set at the project level, meaning all sub-pages will inherit the same project follow settings as the parent project they are associated with.
Project follow settings cannot be applied solely to sub-pages.

When you launch a new project, the project is automatically listed in any relevant project list tools. In some cases, you may want to hide a project so it is no longer visible in a project list.

To remove a project list and hide it from view:

Navigate to the target page and click the Settings button from the Toolbar.
In the Details section of the Settings menu, scroll down until you see the Hide Project Card attribute listed.
Check the box to Exclude from Project List.
Confirm the change by clicking the 'Save' button to save the changes in draft, or 'Publish' to apply the changes to the live version.

⚠️ Caution

Unlisted, public projects are still accessible by their URL and may appear in search. Furthermore, an email notification to all Members may also be sent when the project is published (if tagged with interest categories).

When setting up a new project through the Project Launch Wizard, Site Administrators can choose to notify users who have been assigned to a project.

To notify users that they have been assigned to a project, you must first assign the user to the project at Step 3 of the Project Launch Wizard, then check to box to 'Notify users on project creation'.

After the project page is created, they will be sent an email email notification.

You can control projects to restrict members from viewing them. There are a couple different options for achieving this, depending on the level of security you require and how easy you want to make it to access.

Refer to the detailed documentation for restricting access to your projects for further information.

Sometimes it may be desirable to share a project for review prior to making it go live.

Using the Preview User role, draft projects can be shared to nominated users who will be able to view the project, but will not have any editing or publishing permissions.

To share a draft project prior to publishing:

Ensure the users you want to share the project with are first added as Site Users in the Members area of the Dashboard.
When creating the project through the Project Launch Wizard, add the nominated users to the Permitted Users section. If the project is already created, open the Settings panel of the project and add them to the Permitted Users section.
Assign the ‘Preview User’ role to the users you want to share the draft project with. Then either finish the project setup to create the draft Project Page, or save the updated project settings.
Copy the URL of the draft Project Page and share the link with the user (i.e. via email or instant messaging), and instruct the Preview Users to follow the link and sign into the system to be view the draft project. If the Preview User is not signed in they will receive a 'Page not found' message.

Once a project is set up, users with appropriate permissions can edit and add project category and location tags. To perform this task:

Open the Settings tab
Navigate to the Project Locations and Project Categories lists in the Details tab. These lists have been pre-configured when your site was launched.
Select or de-select locations and categories as needed. An 'all' option is available for both locations and categories.
Then select the green Submit button to confirm.

You can un-publish a project after it has gone live if you have accidentally published it by moving it back to the Drafts folder. Un-publishing it will mean the project is no longer publicly visible.

To un-publish a project:

Navigate to the Sitemap area from the Dashboard Panel
Find the project in the sitemap list (you can use cntrl + F to search) and left click the project name
Select Move to Drafts from the popup menu

💡 User Tip
Whenever a new project is published an email campaign is automatically created and scheduled to send to your Members notifying them of the new opportunity.

If you un-publish the project before the campaign is sent, the campaign will be automatically cancelled. However, if the campaign has already been sent, there is no way to retract the email.

Version 2.0 - Effective from September 2021

This Privacy Policy describes how Social Pinpoint Pty Ltd (“Social Pinpoint”, “we”, “us” or “our”) (ABN: 79 164 471 425) collects, protects, discloses, stores and uses your personal information through its provision of online software applications and other digital products (the “Software”) and services (together, the “Services”).

Our Software is operated by an external operator (the “Operator”) who licences the Software from Social Pinpoint and may, from time to time, collect information for various reasons outlined in their Privacy Policy, Privacy Statement, or any other applicable Agreement. You should check these documents and ensure you are comfortable with how the Operator will collect and handle your personal information.

This Privacy Policy has been prepared to take into account the following privacy laws:

Australia - Privacy Act 1988 (Cth) (“Privacy Act") and the Australian Privacy Principles (“APPs"). See Appendix 1 for Privacy Act and APP specific provisions.
Canada - The Privacy Act and the Personal Information Protection and Electronic Documents Act (PIPEDA).
European Union - General Data Protection Regulation 2016/679 (“GDPR”). See Appendix 2 for GDPR specific provisions.
New Zealand - Privacy Act 1993.

If the Operator is a government entity or located in another jurisdiction, we may also contractually agree to comply with additional privacy laws.

What information is collected?

Personal Information

Customers:

In providing its Services, the type of personal information collected by Social Pinpoint may include (but may not be limited to) the following types of information, when this information is shared:

Your name
Email address
Phone number
The organisation you work for
Your job title
Your preferences and opinions with respect to the Services
Details of the Services requested by you and provided to you and Social Pinpoint’s response to you, including with respect to any support requests
Any feedback you provide to Social Pinpoint, including in any feedback surveys
Your IP address
Other unique ID numbers
Any other personal information requested by Social Pinpoint and/or provided to Social Pinpoint by you or by a third party.

Users of our Services:

The Operator may collect a range of personal information from you when you use our Services (whether as a staff admin user for the Operator or as a visitor to the Operator’s website), depending on their specific requirements and needs. Personal information may be collected in a range of ways including through a registration process or through various activities and interactions on the site.

The type of personal information collected will vary between Operators and may include (but may not be limited to) the following types of information, when this information is shared:

Your name
Email address
Username
Profile picture
Phone number
Your IP address
User-agent string
Other unique ID numbers
Social network account IDs
Physical address, postcode, or other locational attributes
Demographic information such as age, gender, etc.
Information about your preferences
Your recorded thoughts, ideas, opinions, etc. as expressed by you. This may include sensitive information if you provide political opinions.

You will need to check the Privacy Policy of the Operator to confirm what personal information is collected.

Where an Operator collects your personal information, this personal information may also be collected and accessed by Social Pinpoint in fulfilling our duties and responsibilities to the Operator and to internally analyse and improve our Services and Software.

Cookie Policy

Our websites use cookies to record and log data. We use both session-based and persistent cookies, dependent upon how you use or interact with our websites.

Cookies are small data files sent by us to your computer, or from your computer or mobile device to us each time you visit our website. They are unique to you or your web browser. Session-based cookies last only while your browser is open and are automatically deleted when you close your browser. Persistent cookies last until you or your browser delete them, or until they expire.

When you use one of our websites, we may use technologies such as cookies to store information about your visit. If you have provided us with personal information, cookies may be associated with this information.

We use this information to better understand how people use our websites, to improve our products, to ensure that we give you the best experience we can, to detect fraud or abuse and to help our customers learn about which engagements and content most matter to their communities.

If you do not wish to have cookies enabled, or wish to be notified of their use, most modern browsers will allow you to adjust this in the settings. Please note that disabling the use of cookies on our software may result in restricted/impacted functionality, and you may not be able to take full advantage of the service.

We use the following categories of cookies on our sites:

Necessary cookies

These cookies are essential to enable you to browse around our websites and use its features. Without these cookies, functionality related to certain tools and accessing secure areas of the site could not be provided.

Preferences cookies

Also known as “functionality cookies,” these cookies allow a website to remember the choices you have made in the past, like what language you prefer or what your username and password is so that you can automatically log in next time.

Statistical cookies

Also known as “performance cookies,” these cookies collect information about how you use a website, like which pages you visited and which links you clicked on. The purpose of this information is to help understand how users are engaging with the website and to improve website functions.

Operators may also use cookies on our Software. Operators are responsible for notifying you of the cookies they use and how you can control which cookies are enabled.

Links

This Privacy Policy does not apply to third party websites or digital services which may be linked to content published by either Social Pinpoint or the Operator. We recommend you read the privacy statement of the relevant service when you access these third party sites.

How do we use your information?

Customers:

Social Pinpoint may use information it collects (personal or otherwise) in order to:

provide our Services to you
allow you to access our Software
send you updates and information where you have consented or would reasonably expect to receive them
respond to your enquiries
to request your feedback
maintain our licenced Software
for internal record keeping, administrative, invoicing and billing purposes
detect and rectify fraud or other behavior that violates any terms of use
comply with our contractual or legal obligations and resolve any disputes that we may have
conduct de-identified research, analytics and business development
improve our Services, Software and our website
if otherwise required or authorised by law

Users of our Services:

Social Pinpoint may access and use the information collected by the Operator (personal or otherwise) in order to:

allow you to access our Software
respond to your enquiries
maintain our licenced Software
detect and rectify fraud or other behaviour that violates any terms of use
respond to service requests from the Operator
comply with our contractual or legal obligations and resolve any disputes that we may have
monitor sites to ensure adequate safety and security
conduct de-identified research, analytics and business development
improve our Software and services
if otherwise required or authorised by law

How do we protect your information?

Social Pinpoint takes the privacy of your information very seriously, and we use industry standard practices to keep your data safe and secure.

How do we disclose your personal information?

Customers:

In providing the Services, our Software and our website Social Pinpoint may disclose your personal information to:

our third party helpdesk management provider for customer support tickets
our third party email management system to send email updates and notifications
our employees, contractors and/or related entities
our existing or potential agents or business partners
anyone to whom our business or assets (or any part of them) are, or may (in good faith) be, transferred
credit reporting agencies, courts, tribunals and regulatory authorities, in the event you fail to pay for goods or services we have provided to you
courts, tribunals, regulatory authorities and law enforcement officers, as required by law, in connection with any actual or prospective legal proceedings, or in order to establish, exercise or defend our legal rights
any other third parties as required or permitted by law, such as where we receive a subpoena

Users of our Services:

In providing the Services and our website, Social Pinpoint may disclose your personal information to:

our third party email management system to send email updates and notifications
our third party authentication and authorisation provider for our Software, if enabled
other third party service providers for the management of security, fraud detection, internal logs, basemaps and geocoding services, content moderators, graphic providers, web mapping tools and software which allows for the functionality of a browser
Social media sites when you choose to share content or authenticate your user account through them
any other third parties as required or permitted by law, such as where we receive a subpoena

Contact us

To contact us about our Privacy Policy, compliance with any applicable privacy laws, or to modify or delete your personal data, please email our Privacy Officer at: info@socialpinpoint.com

The Privacy Officer will review all messages received and respond to each message upon due consideration. We may require further information to respond to your message, or may refer you to the Operator when appropriate.

Changes to this Policy

We reserve the right to modify this policy from time to time, at our sole discretion. If we make a material change to the Privacy Policy we will notify you and the modified policy shall be effective once we notify you of the change. If we do not make any material amendments then we will post the modified policy on our website and it shall be effective once posted. We recommend that you regularly check our website to make sure you are aware of our most up-to-date policy.

Appendix 1 – The Privacy Act and the APPs

The Privacy Act and the APPs set out the core requirements for the protection of personal information in Australia. Please read the Privacy Policy above and this Appendix carefully and contact us at the details at the end of the Privacy Policy if you have any questions

How do I access, change or delete my personal information?

In some cases you may be able to access and correct your personal information by logging into your account (if the Software provides this functionality), where you can update your personal details.

You may also request a copy of, changes to, or deletion of, the personal information we hold, and we will act on this request within a reasonable period of time unless we are legally permitted to refuse to do so, in which case we will provide you with details of our refusal in writing.

Before acting on your request we may be contractually required to provide notification to or seek the consent of the Operator.

Social Pinpoint will endeavour to respond to your request or inquiry within 30 days.

How do I make a complaint?

If you wish to make a complaint, please contact us using the details in the contact section above and provide us with full details of the complaint. We will promptly investigate your complaint and respond to you, in writing, setting out the outcome of our investigation and the steps we will take in response to your complaint. If you are not satisfied with our response you also have the right to contact the Office of the Australian Information Commissioner.

Will my personal information be transferred overseas?

Where we disclose your personal information to third parties in our Privacy Policy, these third parties may store, transfer or access personal information outside of Australia, including but not limited to the United States of America and the Philippines.

We will only disclose your personal information to countries with laws which protect your personal information in a way which is substantially similar to the Australian Privacy Principles or we will take such steps as are reasonable in the circumstances to ensure the third party protects your personal information in accordance with the Australian Privacy Principles.

Appendix 2 – The GDPR

Under the GDPR individuals located in the EU have extra rights which apply to their personal information. Personal information under the GDPR is often referred to as personal data and is defined as information relating to an identified or identifiable natural person (individual). This Appendix sets out the additional rights we give to individuals located in the EU when we sign a GDPR compliant data processing agreement with an Operator, including how we process personal information lawfully, transparently and fairly. Please read the Privacy Policy above and this Appendix carefully and contact us at the details at the end of the Privacy Policy if you have any questions.

What personal information is relevant?

This Appendix applies to the personal information set out in the Privacy Policy above where we sign a GDPR compliant data processing agreement with an Operator. This includes any sensitive information also listed in the Privacy Policy above which is known as ‘special categories of data’ under the GDPR.

Our commitment to you

Your personal information will:

be processed lawfully, fairly and in a transparent manner by us;
only be collected for the specific purposes we have identified in the ‘collection and use of personal information’ clause above and personal information will not be further processed in a manner that is incompatible with the purposes we have identified;
be collected in a way that is adequate, relevant and limited to what is necessary in relation to the purpose for which the personal information is processed;
be kept up to date, where it is possible and within our control to do so (please let us know if you would like us to rectify any of your personal information);
be kept in a form which permits us to identify you, but only for so long as necessary for the purposes for which the personal information was collected or required by an applicable controller; and
be processed securely and in a way that protects against unauthorised or unlawful processing and against accidental loss, destruction or damage.

How do we process personal information?

If the GDPR applies and we act as a controller, we must have a legal basis to process your personal information. We will process your personal information in accordance with the following legal bases:

Legitimate interests: We will process your personal information for our legitimate interests to allow you to access and use our website, to send you marketing content we think may be of interest to you, to contact you if you leave your contact details with us or if you otherwise initiate contact with us, to review and improve our Services and for our internal business purposes.
Performing a contract: We will rely on performing a contract to process your personal information where we are preparing to enter into a contract with you or we are carrying out our obligations under a contract with you, including where you have entered into a contract with us for our Services or the licensing of our Software.
Legal obligation: We will rely on a legal obligation to process your personal information where we are subject to a legal obligation, including to respond to any illegal activity and for taxation purposes.
Consent: If we need to rely on consent, we will ask for consent to process any of your personal information for that specific purpose before we process your personal information for that purpose.

Upon written request, we may provide you with a list of the third parties we use to process your personal information and the locations of those third parties.

Data retention

If the GDPR applies or we have signed a GDPR compliant data processing agreement, and we act as a processor:

We will only retain your personal information in accordance with the controller’s instructions and we will delete or return your personal information to the controller in accordance with the terms of the applicable data processing agreement.

If the GDPR applies and we act as a controller:

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal information, we consider the amount, nature, and sensitivity of the personal information, the potential risk of harm from unauthorised use or disclosure of your personal information, the purposes for which we process your personal information, whether we can achieve those purposes through other means and the applicable legal requirements.

In some circumstances you can ask us to delete your data: see ‘access, erasure and data portability’ below for further information.

In some circumstances we may anonymise your personal information (so that it can no longer be associated with you) for analytics, research or statistical purposes in which case we may use this anonymised information indefinitely without further notice to you.

Data transfers

The countries to which we send data for the purposes listed above may not have the same data protection laws as the country in which you initially provided the information. If we transfer your personal information to third parties in other countries:

we will perform those transfers in accordance with the requirements of the GDPR (for example, by using the Standard Contractual Clauses as a safeguard); and
we will protect the transferred personal information in accordance with the Privacy Policy, as supplemented by this Appendix.

Countries to which we may transfer personal data include Australia, the Philippines and the United States of America.

Extra rights for EU individuals

Objecting to processing:

You have the right to object to processing of your personal information that is based on our legitimate interests or public interest. If this is done, we must provide compelling legitimate grounds for the processing which overrides your interests, rights and freedoms, in order to proceed with the processing of your personal information.

Restricting processing:

You have the right to request that we restrict the processing of your personal information if:

you are concerned about the accuracy of your personal information
you believe your personal information has been unlawfully processed
you need us to maintain the personal information solely for the purpose of a legal claim
we are in the process of considering your objection in relation to processing on the basis of legitimate interests

Access, erasure and data portability:

You may have the right to request details of the personal information we hold about you, or to request that we erase the personal information we hold about you, or that we transfer this information to a third party.

Rectification:

If you believe that any information we hold about you is inaccurate, out of date, incomplete, irrelevant or misleading, please contact us using the details below. We will take reasonable steps to promptly correct any information found to be inaccurate, incomplete, misleading or out of date.

Note that if we are acting as a processor of your personal information, before acting on a rights request we will need to seek the instructions of the relevant Operator.

If the GDPR applies and we act as a controller of your personal information, we will endeavour to respond to your request or inquiry within 30 days.

The Social Pinpoint Learning Centre