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Matrix Space Setup Checklist for Administrators

Before Creating the Space

1. Account Setup

  • [ ] Ensure you have a uni.koeln Matrix account with administrative privileges
  • [ ] Install Element or FluffyChat client and configure with uni.koeln server
  • [ ] Set up security key backup and device verification

2. Planning

  • [ ] Define space purpose and scope
  • [ ] Plan room structure (see suggested rooms below)
  • [ ] Identify initial moderators
  • [ ] Prepare community guidelines
  • [ ] Plan invitation strategy

Creating the Space

3. Space Creation

  • [ ] Create new Space in Element
  • [ ] Choose appropriate space name: "SFB 1252 Talks & Workshops"
  • [ ] Set space description: "Research Data and Methods workshops and discussions"
  • [ ] Configure space visibility (suggested: invite-only initially)
  • [ ] Set space avatar/icon

4. Initial Room Setup

Create these three rooms:

  • [ ] 🏛️ SFB General

  • Description: "Welcome, announcements, and general SFB 1252 discussions"

  • Settings: Everyone can post, moderators can pin announcements

  • [ ] 📊 Research Data Management

  • Description: "RDM topics, tools, best practices, and data management questions"

  • Settings: Everyone can post

  • [ ] � Katzentisch

  • Description: "Off-topic chat, memes, coffee break conversations, and general fun"
  • Settings: Everyone can post, relaxed moderation

5. Room Configuration

For each room:

  • [ ] Set appropriate permissions
  • [ ] Add room descriptions
  • [ ] Configure encryption settings (default E2EE enabled)
  • [ ] Set up moderation policies
  • [ ] Pin welcome/guideline messages where appropriate

Access and Permissions

6. User Management

  • [ ] Set up moderator roles
  • [ ] Configure invitation permissions
  • [ ] Plan user onboarding process
  • [ ] Create invitation links or QR codes

7. Moderation Setup

  • [ ] Define moderation policies
  • [ ] Set up moderation tools
  • [ ] Train moderators on Matrix features
  • [ ] Establish escalation procedures

Documentation and Communication

8. Create Documentation

  • [ ] Finalize setup guide (space-setup.md)
  • [ ] Prepare welcome message template
  • [ ] Create QR codes for easy joining
  • [ ] Document moderation procedures

9. Announcement Strategy

  • [ ] Plan how to announce the space to target audience
  • [ ] Prepare launch communication
  • [ ] Update website/documentation with Matrix information
  • [ ] Consider integration with existing communication channels

Technical Configuration

10. University-Specific Settings

  • [ ] Verify federation settings with other university servers
  • [ ] Test SAML/SSO login process
  • [ ] Confirm data retention policies alignment
  • [ ] Check backup and security procedures

11. Client Recommendations

  • [ ] Test recommended clients (FluffyChat and Element) with uni.koeln server
  • [ ] Prepare client setup instructions for different platforms
  • [ ] Document mobile app configuration
  • [ ] Test notification settings

Post-Launch

12. Monitoring and Maintenance

  • [ ] Monitor space activity and engagement
  • [ ] Gather feedback from initial users
  • [ ] Adjust room structure based on usage
  • [ ] Regular moderation check-ins
  • [ ] Update documentation as needed

13. Integration

  • [ ] Consider integration with workshop registration systems
  • [ ] Link to calendar events
  • [ ] Connect with existing documentation/resources
  • [ ] Explore automation possibilities (bots, bridges)

Suggested Space Address

#sfb1252-talks:uni.koeln

Initial Moderators

  • [ ] [Add moderator names and Matrix IDs]
  • [ ] [Ensure they have appropriate permissions]

Notes

  • The University of Cologne Matrix server has E2EE enabled by default
  • Chat histories are retained for 6 months per university policy
  • Use https://chat.extern.uni-koeln.de/ for web access
  • Contact ITCC Helpdesk for technical university Matrix issues

Last updated: September 3, 2025