Organization of Contacts and Work Groups

Vistameet offers comprehensive possibilities for organizing your contacts and work groups through the areas system.

Areas

Areas allow you to logically organize and structure your contacts, rooms, and projects.

Create Areas

How to create a new area:

1. Click on "+ Create new area" in the sidebar
2. Select the area type
3. Configure the settings
4. Invite members
5. Create rooms (optional)

Area Types

Private Area

Just for me:

• Personal workspace
• Only you have access
• Ideal for private notes and tasks

For me and my colleagues:

• Closed work group
• Only invited members
• Perfect for project teams

Public Area

• Visible to all organization members
• Open collaboration
• Ideal for cross-departmental projects

Areas Overview

The areas overview shows you:

• All available areas
• Your role in each area
• Activity status
• Number of members and rooms

Dropdown Menu

Each area has a dropdown menu with the following options:

• Area settings
• Manage members
• Create rooms
• Leave area

Sub-areas

Areas can be divided into sub-areas:

• Thematic grouping
• Hierarchical organization
• Better overview

Area Settings

General Settings

Area Information:

• Name and description
• Avatar/logo
• Theme and purpose

Leave Area:

• Leave areas that are no longer relevant
• Administrators can delete areas

Visibility Settings

Public Areas:

• Visible in area directory
• Anyone can join
• Open communication

Private Areas:

• Only by invitation
• Not publicly visible
• Controlled membership

Roles and Permissions

Available Roles:

Role	Permissions
Administrator	Full access to all settings, can manage members and delete areas
Moderator	Can create rooms, invite members, and moderate content
Member	Can participate in discussions and join rooms
Guest	Limited access, only specific rooms

Privileged Users:

• Grant additional permissions
• Special roles for specific tasks
• Temporary permissions

Call Permissions:

• Who can make calls
• Moderation rights in conferences
• Recording permissions

Advanced Settings

Security Options:

• End-to-end encryption
• Restrict guest access
• External invitations

Notifications:

• Area-specific notifications
• Activity updates
• Important announcements

Best Practices for Organization

Structure Recommendations

Project-based Organization:

📁 Project Alpha
  ├── 💬 General Discussion
  ├── 📋 Tasks & Planning
  ├── 🔧 Development
  └── 📊 Reports & Updates

📁 Marketing Team
  ├── 💡 Campaign Ideas
  ├── 📈 Analytics
  └── 🎨 Creative Area

Department-based Organization:

📁 IT Department
  ├── 🚨 Support & Tickets
  ├── 🔒 Security
  └── 💻 Development

📁 Sales
  ├── 🎯 Leads & Opportunities
  ├── 📞 Customer Contact
  └── 📊 Sales Figures

Naming Conventions

Areas:

• Use clear, descriptive names
• Use prefixes for categorization (e.g., "PROJ-", "TEAM-")
• Keep names short but meaningful

Rooms:

• Topic-specific names
• Use emojis for better recognition
• Consistent naming within areas

Member Management

Invitation Strategies:

• Only invite relevant people
• Define clear roles from the beginning
• Use guest accounts for external partners

Permission Management:

• Grant minimal necessary permissions
• Review roles regularly
• Remove inactive members

Using Work Groups Effectively

Communication Guidelines

Channel Etiquette:

• Use the right room for the respective topic
• Use threads for longer discussions
• Mark important messages

Meeting Coordination:

• Plan regular team meetings
• Use calendar integration
• Document decisions

Productivity Features

Task Management:

• Use polls for decisions
• Pin important information
• Use reminders for deadlines

Knowledge Management:

• Document important decisions
• Share relevant files centrally
• Use the search function effectively

Organization Tip

Create a clear structure from the beginning and communicate it to all team members. A well-organized area structure saves time and improves collaboration.

Flexibility

Areas can be adjusted at any time. Don't hesitate to optimize the structure when your way of working changes.