Channels, Topics, and Communities: What's the Difference?
Channels, topics, and communities are three ways to organize and deliver content in Appspace. While they might seem similar at first, each serves a distinct purpose. Understanding when to use each one will help you create a more effective content strategy.
Note: Channels discussed here are primarily for intranet use cases; however, the same principles on usage and interaction still apply.
Quick Comparison
| Feature | Channels | Topics | Communities |
|---|---|---|---|
| Primary use | News & timely updates | Long-term reference content | Peer-to-peer discussion |
| Content lifespan | Short-term, rotating | Long-term, evergreen | Ongoing conversation |
| Best for | Company news, events | Policies, resources, guides | Team collaboration, Q&A |
| User interaction | View only | View only | Post, comment, share |
Channels: News and Updates
Channels are designed for timely content that cycles through regularly. Think of them as your newsreel — content appears in the hero banner or a feed (or a physical screen if you use digital signage) based on what's current and relevant.
When to Use Channels
- Company news and announcements
- Upcoming events and initiatives
- Product updates and releases
- Customer and partner wins
- Time-sensitive updates that expire
How Channels Work
- Stories provide a rich content experience for users
- Posts enable employees to reach a wider audience
- Content automatically rotates based on your schedule
- Can be targeted to specific audiences or locations
- Key for omnichannel publishing when both signage and intranet are used
Example: A company creates a "Corporate News" channel in the home page’s hero banner that cycles through the CEO message, quarterly results, and upcoming events for all users.
Topics: Long-Term Content Storage
Topics are your content library. They hold evergreen information that employees need to reference repeatedly — policies, procedures, resources, and guides that don't change frequently.
When to Use Topics
- Company policies and procedures
- Training materials and resources
- HR documents and benefits information
- Product documentation or technical guides
- Any content employees need to reference over time
How Topics Work
- Pages provide an in-platform rich content experience
- Document Libraries can be created for centralized knowledge
- Site Maps can structure topics in a hierarchy for better organization
- Governance and permission ensure information stays secure
- Browsable, searchable, and safe for long-term storage
- Easy to update when information changes
- Can be targeted to specific audiences or locations
Example: HR creates an "Employee Benefits" topic containing health insurance details, 401k information, and PTO policies that employees can access anytime.
Communities: Peer-to-Peer Collaboration
Communities enable two-way conversation and knowledge sharing. Unlike channels and topics where content flows one direction, communities let employees post, comment, ask questions, and share expertise with each other.
When to Use Communities
- Department collaboration spaces
- Project teams that need to share updates
- Employee resource groups or interest groups
- Q&A forums for specific topics
- Creating "mini intranets" for departments with their own pages and policies
How Communities Work
- Members can create posts and start discussions
- Supports comments, reactions, and sharing
- Can include pages and stories (like a mini-website)
- Ideal for building knowledge bases through conversation
Example: The nursing department creates a community where staff can ask clinical questions, share best practices, and access department-specific policy pages.
Choosing the Right Option
Ask yourself:
Is this content time-sensitive?
- Yes, and it's time-sensitive — Use a channel
- Yes, and it's an urgent announcement — Consider a broadcast instead
Do employees need to reference this repeatedly?
- Yes, it's evergreen information — Use a topic
Do employees need to discuss and collaborate?
- Yes, conversation is key — Use a community
Real-World Examples
Scenario 1: New product launch
- Channel — Display product promo on home page
- Topic — Store detailed product specs and training guides
- Community — Let sales team discuss strategies and share tips
Scenario 2: HR communications
- Channel — Rotate reminders about open enrollment
- Topic — Maintain the complete benefits handbook
- Community — Create space for employees to ask HR questions
Scenario 3: Department-specific content
- Channel — Target metrics and insights to only those teams
- Topic — Store department procedures and documentation
- Community — Enable team collaboration and knowledge sharing
Bottom Line
Think of it this way:
- Channels = What's happening now (updates and news)
- Topics = What you need to know (reference library)
- Communities = What we discuss together (collaboration)
Most organizations use all three to create a complete communications strategy. The key is choosing the right tool for each type of content you need to share.