Once a guild is setup and configured, it is ready for activation. Unless activated, a guild would remain not automated, with none of the guild-related features being available to it.
By simply clicking the Activate Guild button on a guild administration page, the related guild gets queued for activation:
Activation process does not happen instantly. Instead, once Activate Guild button is pressed, the guild in question is put in an activation queue. Related background tasks take care of the rest automatically.
- Guild members registered on WebSite (from here on just “Guild members”) who aren’t present on the guild’s Discord server are automatically joined to it (i,e, pulled into it).
- Guild members are assigned all necessary Guild Roles based on the guild configuration. As a result of this, Discord server roles associated with these Guild Roles are also auto-assigned to the members.
- Guild features, such as Roster, Event Calendar etc, are enabled for the usage by the guild.
- Guild is switched to active mode.
- Guildmaster is sent an email notifying them about it.
- All guild members are sent a notification, telling them about their guild’s activation and the roles they received as a result of this.
- WebSite starts tracking the guild for various events (such as, members joining, leaving, getting promoted/demoted/ranked in various ways, joining events, teams etc), auto-managing member access rights and guild processes.
To deactivate a guild, Guildmaster simply presses Deactivate Guild button on the same guild administration page. The guild in question gets instantly deactivated, with the following series of events happening in the background:
- Guildmaster is sent an email notification about this.
- All guild members are sent a website notification.
- All guild members’ auto-managed Discord server roles are revoked. Since WebSite never manages Guildmaster Discord roles, those are unaffected.
All guild members’ Club accesses are revoked. Clubs aren’t deleted, so Guildmaster still have access to it. Clubs feature has been deprecated as of May 1st, 2023.
- Guild is switched to inactive mode, WebSite effectively stopping tracking its members and processes. Guild features such as Roster, Event Calendar etc become inaccessible to all, including Guildmaster.
In certain scenarios, an active guild can get automatically deactivated. These scenarios are:
- GuildPlanner.Pro Bot Integration getting removed from the guild’s Discord server (i.e. it being kicked),
- Bot permissions being altered, effectively hindering Bot’s operations. This also includes moving Bot role from the top of Discord roles list on Discord Server Settings page’s Roles section.
In order to avoid Guild Automation outages, please never change Bot Integration settings, its Permissions or Role order. As seen above, a guild deactivation triggers series of events which may confuse your members. If you, as a Guildmaster, want to deactivate your guild, please notify your members about this before hand, explaining them what to expect and when, in order to avoid such confusion.