SOP: New User Registration Review

1. Purpose

This SOP establishes a consistent process for reviewing new user registrations to ensure legitimate members are welcomed quickly while spam accounts, bots, and bad actors are identified and blocked before they can impact the community.

2. Scope

This procedure applies to all new account registrations on the community website and the integration of new members across linked platforms (Discord, Telegram).

3. Registration Approval Workflow

4. Verification Steps

• Email verification: All accounts must verify their email address before activation. Unverified accounts are automatically purged after 48 hours.
• Username review: Check that the username does not contain slurs, impersonate staff/moderators, or violate community guidelines.
• Registration details: Review the information provided during registration for obvious red flags (gibberish names, suspicious email domains, known throwaway email services).
• IP address check: Flag registrations from known VPN/proxy services, Tor exit nodes, or IP ranges associated with previous bans.

5. Spam Account Detection

• Automated indicators: Registration completed in under 5 seconds, known spam email domains, multiple registrations from the same IP, honeypot field triggers.
• Manual indicators: Profile filled with links/URLs immediately after registration, generic or copied bio text, username patterns matching known spam formats (e.g., FirstnameLastname### with random numbers).
• Action: Suspected spam accounts should be blocked (not deleted) to preserve the data for pattern analysis. Notify the moderation team of new spam patterns.

6. Bot Prevention

• CAPTCHA or equivalent challenge must be enabled on all registration forms.
• Rate limiting must be applied: no more than 3 registration attempts per IP address per hour.
• Honeypot fields (hidden form fields) should be implemented to catch automated submissions.
• Registration form must require JavaScript to function, blocking basic scraper bots.
• Review and update bot prevention measures quarterly as techniques evolve.

7. Welcome & Onboarding Process

• Welcome email: Upon approval, the system sends a welcome email with links to community rules, getting started guide, and key community areas.
• First login experience: New members should be guided to complete their profile, read the community rules, and introduce themselves in the designated area.
• Platform integration: Provide clear instructions for joining linked platforms (Discord, Telegram) with the appropriate invite links that route through the community website.
• Mentor/buddy system (optional): Where resources allow, assign a community mentor to help new members get oriented.

8. Probationary Period

• New accounts enter a probationary period of 14 days after approval.
• During probation, accounts may have limited posting privileges (e.g., no links in posts, limited media uploads, restricted access to certain forum areas).
• Posts from probationary accounts may be subject to pre-moderation (approval before publishing).
• Probationary restrictions are automatically lifted after the period expires, provided no violations have occurred.
• If a violation occurs during probation, the account may be suspended or banned at the moderator's discretion.

9. Integration with Community Platforms

The community website serves as the primary entry point for all new members. Direct invite links to Discord or Telegram should not be shared publicly; instead, direct prospective members to the website registration process.

10. Denied Registrations

• If a registration is denied, the applicant should receive a generic notification that their registration could not be completed at this time.
• Do not provide specific reasons for denial to suspected spam or malicious accounts.
• Legitimate applicants who were denied in error may contact the community via Contact Us to request a manual review.
• Denied registrations should be logged with the reason for denial.

11. Support

For questions about the registration process or to request assistance, please visit Contact Us.

Revision History