Enroll your staff

This guide takes your staff team from nothing to signed in to the dashboard and your Grafana, using the staff roles you already hand out in Discord. When it is done, adding a new moderator is as simple as giving them the Discord role, and taking it away removes their access again.

It takes about fifteen minutes. Only the owner can do every step (some steps can also be done by a member with the right access).

What you need

• A plan with Discord servers, so Ducklin or higher. Grafana also needs logging, which every paid plan includes. See Plans.
• Your own Discord account linked to your Qbox account (Profile > Connected accounts).
• The Manage Server permission in your Discord server.

No Discord, or on the Free plan?

Invite people by email instead. Steps 1 and 2 below are the same, then follow Inviting by email.

1. Decide who needs what

Write down your staff groups and what each should be able to do. A typical server looks like this:

Staff group	Discord role	Dashboard role	Access to give
Moderators	@Moderator	Moderator (your own)	Logging: View or Manage, Applications: Review
Whitelist team	@Whitelist	Whitelist Reviewer (template)	Applications: Review
Developers	@Developer	Developer (template)	Media, API keys, backups, server services, Logging: View
Head admins	@Head Admin	Head of Staff (template)	Applications, members, roles and Discord. Add Logging yourself

View or Manage for Logging? With View your staff can open the Grafana dashboards you built. With Manage they can also search logs freely in Grafana's Explore page and build their own dashboards, but they can then also restart and change your logging server in the dashboard. More on this in Staff access to Grafana.

2. Create the dashboard roles

1. Open Roles in the sidebar (it is also linked from the Members page).
2. Press Create role. Pick a template such as Whitelist Reviewer or Developer, or Start from scratch.
3. Give it a Name and Colour, and set the level for each page. For a moderator, set Logging to View (or Manage) and Applications to Review. Leave everything else on No access.
4. Press Create role. Repeat for each staff group.

See Roles and permissions for what every level allows.

3. Connect your Discord server

Skip this if the Discord page already shows your server.

1. Open Discord in the sidebar and press Connect a server.
2. Follow the three steps in the dialog: link your own Discord account, press Add the bot to invite the Qbox bot to your server, and paste your server ID.
3. Press Connect.

The full walkthrough, including where to find your server ID, is on the Discord page.

4. Link your Discord staff roles to dashboard roles

1. Open Members and switch to the Discord access tab at the top.
2. In Discord roles that give dashboard access, press Add a role.
3. Under Discord role, pick the role from your Discord server (for example @Moderator). Under Gives dashboard role, pick the dashboard role from step 2.
4. Add a row for every staff group, then press Save.

From now on, everyone who has one of those Discord roles can get in with the matching dashboard role.

Use Discord roles that only trusted staff can hand out

Anyone who can give out the Discord role can, through it, give out the dashboard access linked to it. Roles that let someone manage members, roles, API keys, backups or Discord are sensitive: only the owner can link those to a Discord role.

5. Send your staff the join link

The Join link card on the same tab has your link, which looks like https://dashboard.qbox.re/join/your-server. Press the copy button and post it in your staff channel.

The link is safe to share. Opening it gives nothing on its own: only people who already hold one of the linked Discord roles get in.

6. What your staff do

1. Open the join link.
2. Sign in, preferably with Continue with Discord. If they already have an account that signs in another way, the page asks them to Connect your Discord account first.
3. The page checks their Discord roles, shows You're in. Welcome aboard., and opens your organization.

That is all. If they see No access yet, they are either not in your Discord server or do not have one of the linked roles yet. Give them the role and have them press Try again.

7. Staff sign in to Grafana

Anyone whose role includes Logging can now use your Grafana:

1. Open your Grafana link (shown on the Logging page), or press Sign in with Qbox at the top of the Logging page.
2. Press Sign in with Qbox Dashboard on the Grafana login page.

Their Grafana account is created on the spot with the right role: Viewer for View, Editor for Manage. See Staff access to Grafana.

8. Check that it worked

Open Members. Everyone who joined through Discord is listed, and roles that came from Discord show a small Discord icon ("Comes from their Discord role"). Open anyone's menu and choose View access to see exactly which pages they can open and through which role.

Day to day

You want to	Do this
Add a new staff member	Give them the Discord role, then send them the join link
Promote someone	Give them the higher Discord role. Their dashboard roles follow within about 5 minutes
Remove someone	Take the Discord role away. They lose the dashboard role within about 5 minutes and are signed out of Grafana within about 10
Change what a group can do	Edit the dashboard role under Roles. Everyone who holds it changes at once

Someone who joined through the join link and has no linked Discord role left is removed from the organization automatically. If Discord cannot be reached for a while, nobody is removed: access is only taken away when Discord clearly says the role is gone.

Details and edge cases are on Staff access through Discord.