Integrations•7 min read•November 10, 2024

Discord Bot Integration: Best Practices

Your Discord server is already where your team communicates. With the right setup, it becomes the hub for all your commission data too. Here's how to get the most out of ReportFlow's Discord integration.

Setting Up Your Clockout Channel

The clockout channel is where chatters submit their earnings reports. A dedicated channel keeps this data organized and makes parsing more reliable. Here's the ideal setup:

  • Create a channel named something clear like #clockouts or #daily-reports
  • Restrict who can post—usually chatters only, no general chat
  • Pin the message format so everyone knows exactly what to submit
  • Consider separate channels for different teams or models if you have many

Crafting an Effective Message Format

The bot parses clockout messages based on patterns you define. A good format is clear, consistent, and hard to mess up:

Model: @ModelName Shift: 8 hours Total: $1,250.00 Tips: $320.00 Notes: Great session, regular client returned

Each field on its own line with a consistent label makes parsing reliable. Encourage team members to copy-paste the template rather than typing from memory.

Bot Permissions and Security

The ReportFlow bot only needs minimal permissions to function:

  • Read Messages: To see clockout submissions
  • Send Messages: To confirm parsing and report errors
  • Add Reactions: To indicate successful processing (✅) or issues (⚠️)

The bot doesn't need admin permissions, can't modify roles, and can't access channels you don't explicitly grant. Keep the principle of least privilege.

Handling Parsing Errors Gracefully

Sometimes messages don't parse correctly. Maybe someone forgot a field or used an unexpected format. When this happens:

  • The bot reacts with ⚠️ to flag the issue
  • A brief message explains what went wrong
  • The submitter can edit their message or post a corrected version
  • Admins can manually review and approve in the ReportFlow dashboard

Don't punish mistakes—make them easy to fix. The goal is accurate data, not perfect submissions on the first try.

Pro Tip: Test Before Going Live

Set up a test channel and run a few practice clockouts before rolling out to your whole team. Catch format issues and edge cases in a low-stakes environment.

Linking Discord Accounts to ReportFlow Profiles

For the smoothest experience, have each team member link their Discord account to their ReportFlow profile. This enables:

  • Automatic attribution—clockouts are linked to the right person
  • Real-time notifications about commission status
  • Personalized dashboard access via Discord OAuth
  • Streamlined approval workflows

Multiple Servers and Channels

If you manage multiple Discord servers or need separate clockout channels for different teams, ReportFlow supports that. Each channel can have its own:

  • Message format template
  • Commission rules
  • Approval workflow
  • Team assignments

Configure each in the Channel Settings section of the dashboard. Data flows into the same unified analytics regardless of source.

Troubleshooting Common Issues

  • Bot not responding: Check that the bot has channel access and hasn't been rate-limited
  • Messages not parsing: Verify the format matches your template exactly, including labels and line breaks
  • Wrong amounts captured: Look for currency formatting issues or extra characters
  • Missing clockouts: Confirm the channel is registered in ReportFlow settings