Setting Up a Staff and Moderation Team

A functioning staff team is the operational backbone of any ERLC community. This guide covers how to build one that enforces rules fairly, stays coordinated, and does not burn out.

1. Define Staff Roles Before Hiring

Identify which roles your server actually needs before opening applications. Common staff positions in ERLC communities:

Moderator: Handles rule enforcement, member reports, and in-game incidents.
Administrator: Manages server settings, bot configurations, and escalated issues.
Event Coordinator: Plans and runs patrols, roleplay scenarios, and community events.
Community Manager: Oversees staff team health, onboarding, and member relations.

Avoid creating roles that exist only for the title. Each position should have a defined workload and purpose.

2. Set Clear Expectations Before Onboarding

Every staff member should know what is expected of them before they begin. Create a staff handbook that covers:

Activity requirements — minimum hours per week or minimum visible actions.
Response time expectations for reports and tickets.
Behavior standards — how staff are expected to communicate with members.
Scope of authority — what decisions each role can make independently.

Do not assume staff will infer expectations. Write them down.

3. Establish a Private Staff Channel Structure

Your staff communication channels should be organized and purposeful:

#staff-general: Coordination, announcements, and general discussion.
#mod-log: A running log of moderation actions taken. Each entry should include: member, action, reason, staff member.
#reports: Active member reports assigned to specific moderators.
#staff-applications: Incoming applications for review.

Keep channels functional, not decorative. Remove unused channels rather than leaving them empty.

4. Build a Consistent Moderation Process

Inconsistent enforcement is the most common cause of staff credibility issues. Standardize your moderation actions:

Define your warning system — verbal warning, formal warning, temp ban, permanent ban.
Set thresholds: after X warnings, what happens automatically?
Require staff to log every action, including warnings that did not escalate.
Set a review process for ban appeals — who reviews them, and how long does the member wait?

5. Prevent Staff Burnout

Staff burnout is a structural problem, not a personal one. Address it at the system level:

Rotate high-stress tasks — do not assign the same moderator to handle all difficult cases.
Allow activity breaks without requiring permission. Staff should not have to justify rest.
Conduct brief monthly check-ins with each staff member. Ask directly if they have what they need.
Remove staff who are no longer active with no blame attached. Inactivity is not a failure.

6. Promote from Within When Possible

Promoting existing members to staff reduces onboarding time and builds loyalty:

Identify members who are active, calm in conflict, and respected by peers.
Do not promote based on enthusiasm or rank in-game. Moderation requires judgment, not seniority.
Run a brief trial period for new staff before granting full permissions.
Make the promotion criteria visible — members should know what gets someone onto the team.

All Guides Resource Vault