Need help please
Hello everyone,
I’m currently using FluentCommunity as the internal platform for my company, and I’ve set up a multi-step onboarding process before users can actually access the community.
Here is how it works on my side:
- Prospects first go through a registration and onboarding process.
- During this process, they receive the “prospect” role.
- Only once they complete the onboarding and pay their subscription do they receive the “contributor” role, which is the role that should give access to the community.
The issue I’m facing is the following:
Even when users only have the “prospect” role (and should not yet have access), they still:
- appear in the member directory,
- appear in chat,
- and even receive community emails and notifications.
This creates two problems for me:
- Prospects become visible in the community before they should be.
- They receive emails from a community they technically don’t have access to yet.
What I would like is simple:
- Only users with the “contributor” role should appear in the community (members list, chat, etc.) and receive community emails.
- Users with the “prospect” role should be completely invisible to the community and receive no community notifications.
Has anyone implemented a pre-community onboarding workflow like this with FluentCommunity?
Is there a setting I might be missing, or a recommended way to restrict community visibility and emails strictly by role?
Any guidance would be greatly appreciated.
oui tu peux le faire en créant des rôles personnalisés et automatiser ton process via un Fluent CRM ou autre outils d’automatisation
How are you processing the registration and payment parts of the process?
It's easy to register a user with FluentForms, for example, but not give them access to the community until they have set up a subscription in FF or FluentCart.
Potentially even easier if you're using FluentCRM (possibly even the free version, I'd have to try it out!)
To give more context, I built a fairly advanced onboarding system using FluentCRM, FluentForms, FluentBooking, FluentCart, and FluentCommunity. This has been a long-time project for me because I wanted to automate the entire recruitment and onboarding process for my company.
Here is how the system currently works:
- A prospect sees a Facebook ad with a lead form.
- When the form is completed, a WordPress account is automatically created and the prospect lands in a private portal. At this stage they receive the “prospect” role.
- The prospect then receives several automated emails inviting them to book a video call using FluentBooking + Zoom.
- If the prospect is accepted to join the company, they are redirected to a form connected to an API to sign a certified EIDAS contract.
- Once the contract is signed, they arrive on the payment page (FluentCart).
- After payment, they finally enter the community, receive the “contributor” role, and gain access to onboarding courses.
Technically the whole onboarding flow works very well. The only issue is that users with the “prospect” role appear in the member directory, chat, and receive community emails, even though they should not yet be part of the community.
So I’m trying to find a way to ensure that only the “contributor” role is treated as a community member, while prospects remain completely outside the community until the onboarding is complete.
Shahjahan Jewel
Jéjé immobilier What are you they doing inside fluentcommunity as a prospect?
Ross FCA Actually, prospects are not supposed to interact with FluentCommunity at all.
The “prospect” role is only used during the onboarding pipeline while they go through several steps before joining the company. During this phase they are only accessing a private onboarding portal outside the community (forms, booking a call, contract signature, payment, etc.).
They only become “contributors” once the onboarding is complete and the payment is made, and that’s the moment they should actually enter the community.
The issue I’m facing is that FluentCommunity still treats “prospects” as community members, even though they never access the community pages. They appear in the member list, chat, and receive community emails, which shouldn’t happen.
Ideally, FluentCommunity would only recognize users with the “contributor” role as community members.
Jéjé immobilier Does the "prospect" role have the permission "edit_pages" ?
Jonathan Gwyer Thanks Jonathan for your help. No
Jéjé immobilier Then if Prospect is not in the list, it sounds like a you need to log a ticket 😊
Having said that, I prefer to use FluentCRM and set access based on tags.
Jonathan Gwyer A tag on FluentCRM with the subscriber role gives access to the community even though I specified the contributor role in the FluentCommunity settings.
Jéjé immobilier I'm wondering if you've accidentally got one of your other automations adding the user to the community - on my installs, creating a user does not add them to the community.
Jonathan Gwyer my thoughts also. Wordpress users don't automatically become fluentcom users unless you make it so.
Ross FCA Have you seen my video? Everything is set up correctly, but there is a malfunction.
Jéjé immobilier sorry no I hadn't, was speaking in general functionality terms rather than your specific situation.
Could you make a new role for prospects and try the workflow? Just incase something is stuck somewhere.
Jéjé immobilier Check https://www.clientvault.pro