#discord setup

Rules, Ownership, and Mods

Starting out your own server is exciting, and we don't like to sit here and think "we're going to have problems", but it really is best to try and anticipate issues and put rules in place to prevent them. This is really going to vary based on the kind of place you are running, but as long as everything is clear your users can feel confident in the space. Nothing can damage a community more than a disagreement that is blown way out of proportion or an incident that gets out of hand. None of us are immune to mistakes, either, so being prepared is the best first step!

Make Your Rules Clear

Ambiguity in the rules is a very easy stumbling block. Keep your rules nice and clear, as specific as they need to be, and make sure that your moderation team are happy with the rules and how you would like them to be enforced when needed. I strongly recommend using a reaction role bot with your rules post so members agree they have read and understood the rules before entering the main server (more on roles and bots later!)

Choose Your Mods Wisely

Temptation might be to choose mods from friends, and that can be a good way to go! However, even with the best intentions, not everyone is going to mod in the way you would like them to. It can often be better to be a little more selective, and either offer the position to people who have mod experience already or use an application form with some questions that will help see if the mods will uphold your server values the way you prefer.

It can also be helpful to cover different time zones if your server is international, and having enough people will mean that nobody feels pressured or guilty if they need a break for any reason. Remember too that mods are volunteers, if you're the owner then final decisions and responsibility will come down to you in the end.

Age Restriction and User Safety

If you want to host NSFW content you need to be aware of user safety. Your most basic tool here is to set channels as age restricted. This is technically enough to cover you legally as the user has to manually confirm via a popup that they are old enough to view the content.

Personally? I prefer spaces that are explicitly 18+. I ensure this in HOHS by having people specify to a mod what year they were born. People are less likely to lie to someone directly than they are to click away a popup. This said, I do not recommend taking IDs or personal details due to Data Protection laws in various countries (as well as your members' rights to privacy, should they wish it). Verbal confirmation of the year of birth is fine. If you find someone is underage later, you can kick/ban them.

If your space is open to all ages with only some 18+ channels, you may want to verify birth year with users before they get a role to access those channels.

The reason for this is twofold. First, obviously, is safeguarding minors in online spaces. Although we are all well aware that minors access unsuitable content on their own, it shouldn't be encouraged or openly allowed, particularly with socialising with adults. The second reason is that any adult discussing NSFW topics with a known minor - even from an informal educational point of view without any unpleasant behaviour or intention - is very much at risk of ending up on a watch list. I'm very serious on that one. I have friends who have seen entire Discord servers and all their members in real legal trouble and on offender registers because the server knowingly allowed minors to participate in NSFW content channels.

So. Keep all of your members safe, check when you need to, and set up your channels and rules in the way that suits your space.

Categories and Basic Layout

Layout and Category Names

Your top category should be your welcome area if you have one, with your rules and whatever channel you want people to arrive in first at the very top. It can be tempting to put your admin section at the top, but this can make it more awkward to make your server invitations. Each category should also be nice and clear as to what is found there, so members can find the channels they want even when all the categories are collapsed.

This is how I arrange my welcome area, which is several channels which all technically contain rules (Contract Signing is the main rule list which users are directed to manually when we verify their age and give them access - more on that later!) but I personally prefer to make it easier for people to find things separately rather then being overwhelmed in one long channel. Use the layout that works for you!

A lot of servers also prefer to have separate categories for NSFW content, which is a very good way to run things if you want to have specifically separated content for peoples' comfort. You won't see that in the HOHS channels though as we are set up to be NSFW by default, and there is essentially only one pure SFW chat channel.

Naming Channels and Server Maps

I also personally prefer easy channel names. Whilst fun nods to fandom things might be an aesthetic/flavour choice, it may not be as helpful for your members to know where a piece of content or conversation belongs~ Having a map with a brief description of each channel's purpose will also help members to navigate, especially in a larger space.

Whilst it can be nice to use symbols or emojis in your channel names to denote the content (particularly using the 18 symbol for NSFW areas) this might make it a lot harder to link the channels in your server map or for users to link the channel to say "let's move our chat to this channel" when the topic changes, or "there's more on that topic over here". Emojis can work at the end of channel names with less interference, and honestly is something I am considering for aesthetics, though it's a lower priority.

Text Channels, Forum Channels, Voice Channels, and Threads

This is a big one for organisation so I'm going to go over them in sub headings one by one!

Text Channels

These are your bread and butter basic chat channels. They're wonderful for discussions and general chat, but in my opinion their weakness is in content sharing. Things like fan creations can get lost quickly when people respond to them, so you risk either discouraging the chat about a piece of work or losing work in the sea of conversation.

You can, of course, use slow mode in text channels so that users can only post once in each period of time. For extra busy servers, or open public servers, this can be a useful tool in spam prevention too!

Messages can be pinned in text channels which is handy for instructions, references, or other important information, but you are limited to a maximum of 20 pins and they might not be obvious to all users.

There are other ways to refine your text channels. For example, you can select whether people can post images, voice notes, files, and links into a channel. This is very useful if you need to prevent spam in a more important channel, or if you do not want to moderate the use of voice notes (more on those later).

For things like WIPs, some people like to have a slow mode so one new post every 6 hours and contain the discussion on that post to Threads. This can be helpful for some setups and work well, but it may still make older works harder to find so it's better just for more regular progress rather than a library of works.

Threads

Threads are essentially a side conversation within a text channel. They're fantastic for certain purposes like discussing an item that was shared, or containing a long conversation on one topic, and particularly things like discussions on lore and research that people might want to come back to at a later date without having to search through a text channel.

Text channels have a setting for how long threads will remain visible in a channel list.

After this time, threads are still available within the channel from the threads tab, but won't show up in the channel list until there is new activity inside the thread. Below is what threads might look like when active in the channel list - we use them in HOHS for Kink Specific Chat which means that only the people who have joined the threads will see them when they're active, and allows for people to choose which of those in depth conversations they want to be a part of. Informed Consent, really, and I keep a list of links to the threads in the CW list channel so people have an easy reference to find the content they do want to engage with more.

But these could be used for anything you like, from character specific chats to off-topic discussions, and you have the choice in your role setup to allow any members to create/use threads or have them only created by your mod/admin team so you have more control if you don't want a lot of threads popping up that are harder to moderate. This is how our kink specific topics appear in the channel list, but they are only visible here to those who have joined them. Like text channels, users can mute threads at any time and they won't get the white dot of new activity, or users can also leave threads if they want to leave that conversation entirely. Threads can be locked by moderators or put into slow mode too, so you do have options for control where needed.

(I also just want to note that the Feminization topic thread is not in the slightest bit transphobic or problematic, though it is here because not everyone is comfortable with that content and we respect that in this house~ HOHS is a very LGBTQIA+ positive and inclusive space)

Forum Channels

These are my absolute bread and butter for sharing fanfiction, art, and resources. Forums are newer to Discord, so it might take a bit of learning and convincing for more experienced users to get used to them, but trust me on this one; when you have Forums set up they are a much better way to display and discuss creative works.

The reasoning really is that works are searchable, taggable, and people can confidently discuss a work without worrying about clogging a chat channel.

Forum posts can look a lot like threads in the channel list, and have a similar timeout method for how long they stay in the channel list with no new comments/activity in them.

This is an example if how I've arranged the HOHS FanFic "Library" - I have covered the names of most of the fic post titles for other users' privacy and left my own visible as the examples for you. Similarly to Threads, only the posts that a user has interacted with will show up in their channel list, so you don't need to worry about everyone's channel lists being swamped with forum posts that aren't relevant to them.

So here, each of the speech bubble headers is the Forum Channel title. When you're actually in a forum channel you (or any member) can refine how the posts are viewed. Here's some of the art share channels. I have covered the images to protect the works, as I do keep strict rules that art must have a link to the original artwork on a public share by the artist unless the artist is the one posting (ie, no sharing paid patreon only works or things the artist has not made public) so that proper appreciation can be shown to the original.

So this is in "Gallery View" where each post appears as a square with an image preview if there are images. You'll also see tags on the posts - these are a great way to find works and sort through them! You can have up to 20 tags available, and members can apply up to 5 tags to a single post. The tags can then be selected in the gallery menu to show works with that tag on them. This is what I have under "Main Character Art"

You can choose the emojis, and you are able to use your server emojis for these tags too if you like! Unfortunately though this is going to be a tedious part of setting up forum channels, you can't copy them over.

As an example of tag filtering and List View of a Forum, here's the Villain Fic Forum. So again we have those friendly grey boxes to protect the privacy of other members, but I've left my content uncovered for you~

Here you can see I've selected the Haarlep filter, so it is showing works with the Haarlep tag starting with the most recent. List view shows a shorter preview of each piece, and I hovered over the +1 part of the tags on the third post to show you how the extra tags can be seen. The most recent comment is displayed in the preview as well.

So essentially this way people can share their art and fics without worrying they'll get lost. People can also discuss each work in its own post without a long list of threads, and browse older additions based on the tagging system or searching by title in the top bar.

I think that mostly covers forums other than the setup of them which is relatively straightforward - similar to text channels you can use slow mode for both new forum posts and/or comments on forum posts, and the tags can be whatever you want them to be. Just remember you have a maximum of 20 tags for each forum channel and a maximum of 5 per post.

The only other thing is when you are adding tags there might be errors if you have made any other changes to the channel - save those changes with this button before trying to add tags!

Voice Channels

The last area to look at is Voice Channels. These are going to be harder to moderate, so you may want to consider what your community is like and what you want and need from voice channels.

Voice channels come with their own chat channel attached which can be useful for those who don't use a mic, those just dropping by who haven't joined the voice (so you can see here I'm not actively in the VC but I can open the chat window), for sharing images/links that you're discussing in voice, and similar.

Some people prefer to have a separate text channel to chat in alongside voice, which can be better for when you're streaming or running activities, because the attached text chat takes up a part of even the popout window for the voice/streaming/activity.

There are more options like stage channels where you can have a limited number of presenters and the audience are muted. This is great if you want to host talks or specific events and watch parties!

Lots of options so you can age restrict the channels as needed, as well as setting user limits. When a voice channel is active you can also set a status to it. You can choose if members are allowed to do this or only certain roles, but it's a good way to let members know what's going on without joining.

You might need to be cautious with the quality and settings on these if people have difficulty participating with connection quality.

Again, moderation is going to be a concern in a larger or open server, so make sure you have rules established and that members know who to contact in case of issues. But when used well, voice channels can be a lot of fun and even comforting or inspiring for members to get together and play games or work on creative pieces alongside one another. You can even host watch parties with some services.

Roles and Permissions

Roles are going to be the backbone of your member organisation. Beyond the usual Mods and Member roles, you can use them for a number of different organisational and interactive features within your server.

The Order Of Roles

The function of roles will go in the order you have them in your server. This determines where they show up on the member list (it is optional to have roles separate like this), the image that will show up with a member's name who has the role (this is for level 2 and 3 boosted servers), and the colour of a user's name who has the role.

So here even if a Haarlep's Helper Mod had the Swinger of Swords role, their name would be that red tone. Similarly if a user chose both Healer of Souls and Friend of Nature, their name would be Yellow because Healer is the higher ordered colour.

Role Colours

The main thing to remember with Role Colours is to ensure that they are easy to read for people using the default light or dark mode of Discord. Those who pay for Nitro may have more options for background colours, but most members will use the defaults. You will see examples when setting the roles that can help you determine if the colour you have picked will work. The default list are balanced relatively well to have contrast to show up in a readable manner for you, so it's more the custom colours that you might have trouble with.

So that standard dark red is pretty clear on both, but this custom blue is somewhat painful on the dark mode version:

Similarly this pale yellow is perfect on the dark mode, but against the light mode background it's almost invisible.

Commonly Used Roles

Some of the most commonly used roles are for pronouns, so users have an easy way to know how to refer to their friends in chat. Some servers like to assign a colour to these for a quick visible reference. I've used images with them in HOHS

So this is also in the order so that the highest role is the one that appears next to the name (you can only have one image icon unfortunately), and hovering over the image will also show the role name.

This is just one way you can make use of the roles for your members~ I'll go over making it easy for members to choose them a bit lower down but I would like to mention one of my favourite uses of roles:

Optional Pingable Roles

These are some of the more basic alert roles I use - members can opt in, and some of them are able to be pinged (notification tag) by any members. So people can use "@ Beta Reader" to ask for those with the role if they're available to help read and edit a WIP, and the admin/mod roles can alert members to server changes with the Server News Alert role.

One way I really like to make use of these for member engagement is character based pings which are perfect for fandom servers like ours~

These are just a few, I've got them set up for a lot of characters, and allowed anyone to mention the roles. I encourage members to use them for both fics and art, so people with the role know there is new content for their favourite and where to find it. With the bot setup, people can remove their role at any time if they find the notifications overwhelming.

So this is an example where I used them for a fic, tagging the character roles. We do the same when sharing found works and art, which means those looking for the content don't miss their favourites.

Role Permissions

Your roles can all be customised to have global permissions, and each channel can have its own permission overrides where needed too. So for example you might want a role to be able to post images and files in most of the server, but you might not want that role to post them in a specific channel that you want to keep as text only.

It takes a while but properly setting up each channel will give you better control over the content to reduce the moderation work in the long run (ie, you won't need to ask people not to put things in the wrong places).

A Note On Voice Notes

Voice notes are going to be a very personal preference thing. I generally prefer not to use them, because users may not be able to listen to them at the time which makes moderation more difficult too. I have also seen issues arise from the use of voice notes, especially when people post them with no context note of what to expect.

So, personally, I disable voice notes in my server. I have seen them well used in other places, and they can arguably be an accessibility feature, however if you leave voice to text and text to voice enabled then those who need to hear or use voice instead of typing should still be able to interact as they need to.

I would generally advise asking members to leave at least a few words with their voice note, for example "replying to [username]" or "impression of [character]" or "discussion of [topic]" so that people know what to expect when they hit play. It's entirely up to each of us how we run our own spaces, however, so choose the best option for you and your server~

Helpful Bots and Setup

Bots can help you get the most out of your server without too much hard work once they're all set. These are the ones I personally use and recommend for different features, but there are a number of options out there to choose from!

Reaction Roles

If you have roles, this is the easiest way to allow people to choose and assign them for themselves and change them when they wish!

So this is using Carlbot https://carl.gg , which I have renamed "The Archivist" for a theme in our server. There are a lot of functions to Carlbot, but the most commonly used are these reaction roles.

It's relatively easy to set up, but you will need to manually type or copy the emoji code for the reacts you're using for the roles. There are a few other settings you can play with there too, like only allowing those with certain roles to pick up a new role.

It's also a great one to have people confirm they have read your rules to access the main server if you role lock your main channels to the member role.

Starboard

One fun feature that Carl (and some other bots) have is Starboard. This is a way for members to highlight their favourite messages on the server and look back at those moments! You can choose how many star reactions are needed for a post to go there, then they will automatically be sent to your starboard channel. You can also choose whether or not to include NSFW marked channels, so if you want Starboard to be SFW only that is an option. One that I didn't take for HOHS given that we are NSFW by default~

Ticket Bots

This is one of your easiest moderation tools - you can use a bot like https://ticketsbot.net/ which will allow users to raise an issue privately with ease. The command is often /open to bring up a new ticket which mods can then join - it'll show up as a thread for you. It doesn't take too much setup on the dashboard and there are other options, but this can be a lot easier than asking people to DM a mod directly.

Automated Messages

Carl and other bots can send automated messages on a schedule for you. This can also include notifying certain roles, so if you want to have a weekly progress check-in set up for creative communities, or even self care reminders a couple of times per day, that's all very easy to get running and can help you to keep the community ticking over with engagement on a semi-regular basis.

Post Embed Fixing

Meet one of my favourite content bots - Keto (Click here to add it to your server). This one takes site links to Twitter, Instagram, TikTok, and others and puts a proper visible or playable version in the server.

This is so useful particularly for TikTok where the standard Discord setup will show you a still image with a play button on it.

You can see here that the bot automatically takes the link and converts it to a playable video (which is a still image here, but you can see the buffering bar on there). As with other bots, I gave it a nickname in the server for flavour and fun~

Good Gods That's A Lot Of Work

I know, right? Setting up a server isn't something you can do overnight, not if you want to have a larger space. Often servers will reorganise as they go, making more space as they find what their needs are, but if you can set up how you want it from the start, that can make things a lot easier so people don't have to adapt and adjust as much to a change.

Any Questions?

I think I covered pretty much everything other than the very basics of server setup, but I am more than happy to help any of you with questions about the setup, use of forums, channel layout, and anything else you need with your Discord organising~