GalaxyBot Documentation
Team management

Team Dashboard

Use the Team Dashboard to manage your team.

Back to Team Management

Setup

Go to the Team Dashboard

What is the Team Dashboard?

The Team Dashboard allows you to manage your members and the team, plan meetings and events, and view all cases. Everything is clearly organised in one place.

Open the Dashboard

Complete the setup

Before you can see your team in the Team Dashboard, you need to set it up in Team Management.

Open the Team Dashboard

On the home page of the Team Dashboard, you’ll see all the teams you have access to. Select your chosen team in the Team Dashboard.

I can't see my team

The bot checks 5 points; you will only be granted access to the team if all 5 points are successfully verified.

You can check this by clicking the Server missing? button and selecting the desired server from the list (home page). or by using the button below the information if you are viewing a team.

Start

Once you’ve opened it, you’ll be taken to your team’s home page. All posts and announcements are displayed here in chronological order. On the left-hand side is the navigation bar, which gives you access to all the features.

Add a post

Click on the Add a post text box to open the editor and create a new post.

Fill in the form

  • Title: The post’s headline (max. 255 characters).
  • Type: Determines how the post is displayed.
    • Other: Standard post with no special formatting.
    • Information: Blue box.
    • Warning: Red box.
  • Post: Content of the post. The editor supports Markdown, which can also be used via the buttons above the input field.

Publish

Click on . The post will then be immediately visible to all team members.

Manage posts

All posts are displayed in a clear list. By clicking on a post, you can change its settings at any time. To edit the post: | to delete the post: .

When editing, you can change the title, post and type. To save: | to cancel: .

Mine

Click on Mine in the navigation bar to open your personal area.

Profile

At the top left, you’ll see your profile card showing your current username and team rank. Below that, you’ll also see your ticket rating, date of birth and join date.

You can adjust the visibility and edit your date of birth in .

Report absence

Enter your absences here:

  • Date: Start and end dates of the absence. You can also optionally enter the time for both dates below. The date is mandatory.
  • Reason: A brief explanation for the absence (max. 255 characters). The reason is mandatory.

Then click on .

All absences

Here you can view all your absences and delete them with ().

Complaint box

Send anonymous feedback to the team lead here (minimum 10 characters). Messages are completely anonymous.

To do this, the Complaint Box system must be set up.

Upcoming events

Meetings, workshops, events and other appointments can be viewed here. However, this only includes appointments to which you have been invited (whether optional or mandatory).

Calendar

You can view all appointments in your calendar.

Create a new appointment

Click on New in the top right-hand corner or directly on an empty slot in the calendar.

  • Title: Give your event a descriptive title, e.g. "GalaxyBot Training Course".
  • Event Type: Select the category for your event: Meeting, Team Meeting, Workshop, Event or Other.
  • Description: Here you can write details about the event. The more detailed and precise you are, the better members will understand what the event is about.
  • Location: Here you can enter free text (e.g. a link or description) or specify a Discord channel (voice channel).
  • Participants: Here you can invite individual people or entire ranks to the event and specify whether attendance is optional or mandatory for the user.
  • Date: Here you can set the date and time (start and end).
  • All day: If you have enabled this option, there is no need to specify a time (from 00:00 to 00:00).
  • Calendar: Select the calendar in which the event will be saved. Only calendars created in the are displayed.
  • Repeat event: Enable this for regularly recurring events.
    • Frequency: How often should the event recur: Daily, Weekly, Monthly, Annually.
    • Interval: How often should the appointment be repeated (based on the frequency), e.g. Frequency: Daily Interval: 3 = The appointment repeats every 3 days.
    • Ends after: When should this end: Never, After number of occurrences, After date.
      • Number: How many times should the event repeat at the desired interval?
      • Date: Until what date should the event repeat at the desired interval?
    • Days: Here you can specify on which days the event should be repeated. This option is not available when Daily is selected.
  • Notify on Discord: Toggle this switch to enable the bot to notify all participants in the configured Discord channel.
    • Discord Channel: If you have enabled the previous option, you can now specify which channel the bot should send the notification to.

Finally, click on .

Calendar settings

You can create multiple calendars to organise your appointments more effectively, e.g. a separate calendar for team meetings and one for community events.

Open settings

Click on in the top right-hand corner and select Settings.

Create a new calendar

Click on Create new calendar + to create a new calendar.

You can now give your calendar a name and choose a colour so that you can distinguish between events from different calendars at a glance in the overview (events are displayed in the calendar’s colour).

Click on to create the calendar.

Further settings

offers even more features:

  • Today: This option always takes you to today’s date. Even if you’ve travelled 42 years into the future.
  • View: This allows you to change the calendar view.
    • Day: The entire calendar shows only the current day. A timeline is displayed at the bottom, with the current time marked in red (only updates when the page is reloaded). However, this is still under development.
    • Week: The full calendar displays the days from Monday to Sunday of the current week. A timeline is shown at the bottom, with the current time highlighted in red (this is only updated when the page is refreshed).
    • Month: The full calendar displays an entire month, with days of the week from right to left and weeks from top to bottom. There is no timeline here. However, this feature is still under development.

Users

User list

In the User List, you can see all the users currently on the server. Here, you can also view cases and notes, as well as perform moderator actions. On the overview page, you can see 30 users per page. At the very bottom, you can navigate to the next page.

Click on the on the right to open a member’s detailed profile.

The profile is divided into:

  • Left-hand side:
  • Right-hand side:
    • Information
      • Username
      • User ID
      • Account creation date
      • Join date
      • Roles
    • Actions

Cases

Under Cases, you can view all mod, ticket and support cases recorded on your server. On the overview page, you can always see 30 cases per page; use the icon in the top bar to change the sort order. At the very bottom, you can navigate to the next page.

Click on the on the right to open a case’s detailed profile.

For team members to be able to view cases, the View cases option must be enabled in the Rights group. For users to be able to delete them as well, Manage cases must also be enabled.

Mod-Cases

The page is divided into:

  • Left-hand side:
    • contradiction (if enabled and )
    • Notes
  • Right-hand side:
    • Information about the case
      • Case ID
      • Action (Ban, Kick, Warning, Timeout, Reversal of an action)
      • User (Who is affected)
      • Created on (When the action was carried out)
      • Moderator (Who carried out the action)
      • Reason (Reason given by the moderator)
    • Actions
      • Delete the case

Ticket-Cases

The case is divided into:

  • Left-hand side:
    • Statistics
      • Total processing time
      • Team response time
      • User response time
    • Transcript
    • Open ticket form
    • Close ticket form
    • Rating form
    • Notes
  • Right-hand side:
    • Information about the case
      • Case ID
      • Panel
      • Category
      • Creator (who created the ticket)
      • Assignee (who has been working on the ticket)
      • Status (Is it still open or already closed?)
      • Ticket opened date
      • Ticket closed date
    • Actions
      • Delete

Support-Cases

The case is divided into:

  • Left-hand side:
    • Plenty of space for internal notes
  • Right-hand side:
    • Information about the case
      • Case ID
      • User (who received support)
      • Created on (when the support took place)
      • Supporter (Who the supporter was)
      • Status (Is it still open or already closed)
    • Actions
      • Delete the case

Contradictions

The contradiction system gives users a one-time opportunity to appeal against a moderator’s action. This is possible for all actions (warning, timeout, kick, ban). On the overview page, you can always see 30 contradictions per page; use the icon in the top bar to change the sort order. At the very bottom, you can switch pages.

Click on the on the right to view detailed information about the contradiction.

In order to use contradictions, the Contradictions system must be enabled and configured. Team members require the Rights groupView contradictions to view them, Manage contradictions for taking over cases and making decisions, and Take over contradictions (Force) if the case is to be taken over, even if someone else has already taken it over.

Submit a contradiction (Server member)

When the system is active, users have the option to lodge a one-off contradiction against the moderation decision. To do this, the bot sends a button via private message, which takes the user to a page where they can explain the grounds for their contradiction. They may submit this contradiction once. It is advisable to provide as detailed an explanation as possible, as nothing further can be added once it has been submitted.

Once submitted, the team will have access to the contradiction and, if notifications are enabled, will also receive a notification about it in the Discord channel.

View contradiction

The contradiction is divided into:

  • Left-hand side:
    • Reasons (the reasons given by the user in the contradiction)
    • History
    • Notes
  • Right-hand side:
    • Information about the contradiction
      • User (Who submitted the contradiction)
      • Case ID (Which case the user has contradictioned against)
      • Submitted on (When the user submitted the contradiction)
      • Status (Is it still open or has a decision already been made?)
    • Actions (see )

Accept contradictions

In order for a decision to be made on an contradiction, the contradiction must first be assigned to you. To do this, click on the button at the top: . From then on, this contradiction will be assigned to you.

Make a decision

The contradiction has now been assigned to you. It is your responsibility to reach an appropriate decision. It is best to refer to the server rules when doing so. You can discuss this as a team (the assignment does not preclude consultation). Make a well-considered decision, as the user cannot submit a further contradiction in this case. Once the decision has been made, you can confirm it using the two buttons above.

Team

Team list

In the Team List, you can manage your team on a clear, easy-to-navigate page. This includes changing roles, removing users from the team, and viewing an overview of all cases being worked on. All team members are listed on the overview page. You can adjust the sorting order using the icon in the top bar.

The Show inactive members toggle allows you to view members who are no longer part of the team. This serves as a historical record.

Click on the on the right to open a team member’s detailed profile.

The profile is divided into:

  • Left-hand side:
    • Case Overview
      • Time period (the period to be counted)
      • Ticket cases (tickets processed during the period)
      • Support cases (support cases processed during the period)
      • Mod cases (mod actions processed during the period)
    • Warnings (only if the Warnings System is enabled and at least 1 warning has been issued.)
    • Absences (only if the Absence System is enabled and at least 1 absence is pending.)
    • Notes
  • Right-hand side:
    • Information
      • Username
      • User ID
      • Warnings (number / maximum limit ( if there is no maximum limit))
      • Role
      • Date joined team
    • Actions

Absence

Under Absences, you’ll find an overview of all recorded absences. On the overview page, you can view 30 absences per page; use the icon in the top bar to change the sort order. At the very bottom, you can navigate to the next page.

You can filter the list in the top right-hand corner

  • Future (default): Upcoming and current absences
  • Past: Absences that have already taken place
  • All: All absences

Entries can also be deleted using , but this should only be done with care.

Team members need the Rights groupView absences to view absences and Manage absences to delete absences.

Complaint box

In the Complaint box, you can see all the entries received by your team. All entries are completely anonymous. Neither the system nor the team management can see who sent them. You can also see your own previously submitted messages here. On the overview page, you can always view 30 entries per page; use the icon in the top bar to change the sort order. At the very bottom, you can switch pages.

Team members need the Rights groupManage complaint box to delete entries; all team members can view the complaint box.

Click on the on the right to open the entry.

  • Left-hand side:
    • Subject
    • Notes
  • Right-hand side:
    • Information
      • Date submitted
    • Actions
      • Delete

Warnings

Under Warnings, you can see all the team warnings that have been issued. On the overview page, you can view 30 entries per page; use the icon in the top bar to change the sort order. At the very bottom, you can navigate to the next page.

You can filter the list in the top right-hand corner

  • All: All warnings
  • Active (default): Warnings that are currently still active
  • Inactive: Warnings that have expired
Team members need the Rights groupWarn team members to be able to warn team members, view this page and delete entries.

Click on the on the right to open the warning.

  • Left-hand side:
    • Reason
    • Notes
  • Right-hand side:
    • Information
      • Warning ID
      • Team member concerned
      • Issuer
      • Date of warning
      • Status
      • Valid until
    • Actions
      • Delete

Application System

The application system makes it easy to create team applications and manage them efficiently.

Job Postings

All job postings are clearly displayed here and can be edited at any time.

In the blue bar at the top, you can go directly to the Team Dashboard () or get the link () to post on your Discord server.

Create a job posting

Go to Job Postings and click on in the top right-hand corner.

You can now give the job advertisement a name. You also have the option to enter the name in another language. We recommend creating the job advertisement in both German and English. If you select another language, you can enter the name in that language. If you wish to remove a language, simply click the button. Click the button to proceed to the next step.

Basic data

  • Language: At the top, you can switch between languages.
  • Basic details
    • Name: This field displays the name you have chosen for the vacancy. This can be changed at any time.
    • Short description: This text is displayed on the homepage in the application window as a brief overview of the role.
    • Description: Here you can provide a more detailed description of what the role entails.
    • Applicant profile: Here you can define the requirements for applicants (e.g. minimum age, skills, level of knowledge).
    • Image: Here you can upload a cover image for the vacancy (click on ).
    • Active: Determines the visibility of the vacancy. If the switch is active, the vacancy will be displayed on the vacancies page.
    • Internal recruitment: If this option is enabled, only existing team members can apply, and the vacancy is only visible to them.
    • Close applications: Once a sufficient number of applications have been received, this option can be enabled. The vacancy remains visible, but new applications can no longer be submitted.
In order for job advertisements to be processed, the application system must be enabled and set up. Team members require the permissions groupView job postings to view them, and Manage job postings to create, edit and delete them.
Image: maximum 10MB, image formats: PNG, JPEG, GIF, WEBP.

Create form fields

Click on to create a question for the applicant. In the window that now opens:

  • Language: Language of the question. If you wish to delete a language, simply click on the button.
  • Name: Here you can enter the question you wish to ask the applicant.
  • Type: This is where you select which field is available to the applicant:
  • Text: Single-line text field.
  • Long text: Multi-line text field.
  • Number: Single-line text field that only accepts numbers (0–9).
  • Email: A single-line text field that checks whether the entry is a valid email address.
  • URL: A single-line text field that checks whether the entry is a valid link.
The type of a field cannot be changed once it has been created.

Click on to save the question.

Repeat these steps for further questions.

In the form fields overview, there are two buttons on the right-hand side:

  • : This allows you to edit the question at any time. However, the field type cannot be changed.
  • : This deletes the question. This action cannot be undone. However, the question and the corresponding answer will remain in existing applications.

Save and Delete

There are two buttons available in the top bar on the right-hand side:

  • : To save your changes.
  • : To delete the entry.
This deletion cannot be undone, not even by our support team. All applications for this vacancy will also be permanently deleted.

Job application portal

The application portal is the place to go if you want to apply for a role in your team.

To view the list of vacancies on your server, click the button in the Job Vacancies section at the top of the blue "Application Portal" banner. Using copies the link, which you can share on your Discord server, for example. allows you to share the link system-wide, provided your browser supports this feature. The link always has the same structure: https://teams.galaxybot.app/application/[ServerID]

Job Vacancies

Users wishing to apply can view the available vacancies on this page:

  • Both the job title and a brief description of the role are displayed.
  • All users can view public vacancies.
  • Team members can also view internal vacancies.
  • For closed applications, the text Applications closed appears in red above the title and the role cannot be selected.

By clicking on the relevant section, the user can view further details.

Submit your application

The user will now see the title and description of the vacancy. The defined candidate profile is displayed below this.

If the user is still interested, they can start the application process by clicking the button .

The applicant can now answer the questions provided. The relevant field types are available for this purpose.

If an application for this exact position has already been submitted, an orange notification will appear at the top.

Once all fields have been filled in correctly (incorrect entries such as 486gfdg467 in a numeric field will be blocked), the application can be submitted via . If the validation reports an error or a required field has been left blank, the button is highlighted in a darker shade and blocks the action ().

Inbox

Check inbox

Under Inbox, you can view all applications received. The overview page displays up to 30 entries per page; you can change the sort order using the icon in the top bar. At the bottom, you’ll find the navigation for further pages.

You can filter the list in the top right-hand corner:

  • Pending (default): Applications that have not yet been processed or are currently being processed.
  • Accepted: Applications that have been finalised and accepted.
  • Rejected: Applications that have been finalised and rejected.

Click on the on the right to open an application form.

  • Left-hand side:
    • Application details: All the applicant’s answers to the questions asked.
    • Notes
  • Right-hand side:
    • Information
      • Applicant
      • Application route
      • Job advertisement
      • Submission date
      • Status
      • Person responsible (who is handling the application)
    • Actions (see
In order for applications to be processed, the Application System must be enabled and configured. Team members require the Rights groupView applications to view applications, Manage applications for accepting and making decisions, and Accept application (Force) to reassign applications that have already been accepted.

Accept application

Click on in the top-left corner to assign the application to yourself. This lets the rest of the team know who is responsible for the case and unlocks further actions.

Make a decision

The application has now been assigned for processing. It is your responsibility to decide how to proceed and, if necessary, to consult with other team members. Please make a careful decision or invite the applicant for an interview.

Your user profile

The navigation bar (at the very bottom left) offers additional options:

Settings

Language

Here you can set the language for your Team Dashboard. The following languages are currently available. If you spot an error in the translation, please report it on our Discord server.

  • English
  • Deutsch
  • Italiano
  • Nederlands
  • Français

Theme

Here you can change the look of the site.

  • System default
  • Light
  • Dark

Date of birth

Here you can enter your date of birth. Use the button to specify which teams can see this information and which cannot.

Connections

Log out

Click here to log out of your account. You will then be redirected to the login page. This can also help resolve some bugs by clearing your cookies.

Notification ()

Notifications appear here. Whether it’s a new application, a new post or similar. No matter where you are, you’ll receive notifications for every team in this menu at any time, so you never miss anything important.

  • deletes all notifications
  • allows you to enable or disable notifications so that you receive them from your browser at any time.

Setup

Set up the team management module for your team.

Tickets

Learn more about how to use the Ticket System.