Chapter Communications Guide

Overview

Every chapter needs three communications tools operational before it begins training. Two are set up by the chapter (Signal, Proton email). One is provided by LFHI central (Matrix). This guide covers what each tool does, who uses it, and how to set it up.

Signal

What It Is

Signal is an end-to-end encrypted messaging app. It is free, works on iOS, Android, and desktop, and does not store message content on its servers. Signal is the primary coordination tool for all chapter members.

Setup

1. Every member installs Signal from signal.org on their phone.
2. The Chapter Lead or Comms Lead creates a Signal group for the chapter.
3. Add all vetted chapter members to the group.
4. Enable disappearing messages if your chapter wants message retention limits. Signal supports timers from 30 seconds to 4 weeks.

Usage

• Scheduling and logistics between meetings
• Coordination during training events
• Quick decisions that do not need a full meeting
• Sharing links to upcoming courses, events, and certifications

Keep the group focused on chapter business. If members want a separate group for general discussion, create one. Do not let the coordination channel get buried in unrelated conversation.

Security Notes

• Signal requires a phone number to register. Members concerned about phone number exposure can use a secondary number (Google Voice, MySudo, or a prepaid SIM).
• Enable Signal’s registration lock (Settings > Account > Registration Lock) to prevent someone from re-registering your number on a different device.
• Set a PIN for Signal’s Secure Value Recovery.
• Signal desktop app syncs with your phone. If you use it, make sure your computer is encrypted (FileVault on Mac, BitLocker on Windows, LUKS on Linux).
• Privacy Guides maintains current recommendations for encrypted messaging and related tools.

Proton Email

What It Is

Proton Mail is an end-to-end encrypted email service based in Switzerland. The free tier provides 1 GB of storage and a @proton.me address. This is the chapter’s external-facing contact for the public, the chapter listing, and flyers.

Setup

1. Go to proton.me and create a free account.
2. Use a consistent naming format: lfhi.yourcounty@proton.me, lfhi.yourcity@proton.me, or similar.
3. The Chapter Lead and Outreach Lead should both have access to the account credentials.
4. Add the email address to your chapter listing on the Chapters map.

Usage

• Responding to inquiries from the public
• Coordinating with local organizations (Extension offices, fire departments, VEC coordinators, Appleseed instructors)
• Official chapter correspondence
• Contact address on flyers and public materials

Do not use this address for internal chapter coordination. That is what Signal is for.

Matrix

What It Is

Matrix is a decentralized, encrypted communications protocol. LFHI operates a Matrix homeserver for chapter leadership and inter-chapter coordination. Unlike Signal, Matrix supports persistent rooms, threading, and federation between servers. It is suitable for longer-form coordination, document sharing, and regional planning.

Access

LFHI central provides Matrix accounts to chapter leads and comms leads. The server cannot scale to all members of all chapters, so access is limited to leadership and regional coordination roles.

When your chapter is authorized (Phase 0), LFHI will provide:

• Matrix account credentials for the chapter lead and comms lead
• Access to the LFHI coordination room
• A chapter-specific room if applicable

Client Setup

Recommended clients:

• Desktop/Web: Element (available at element.io or as a desktop app)
• iOS: Element
• Android: Element

1. Install Element on your device.
2. When signing in, select “Other homeserver” and enter the server address provided by LFHI.
3. Log in with the credentials LFHI provided.
4. Verify your session when prompted (cross-signing ensures message encryption integrity).

Usage

• Communication between chapter leads across regions
• Coordination with LFHI central
• Planning joint field exercises between chapters
• Sharing training resources, curriculum notes, and after-action reports

Matrix is not for day-to-day chapter coordination. Signal handles that. Matrix is for inter-chapter and LFHI-level communication.

Communications Security

General Principles

• Do not discuss sensitive chapter business on unencrypted channels (SMS, regular email, social media DMs, Discord, Slack).
• Signal is the default for member-level communication. Use it.
• Proton email is for external-facing correspondence. Internal coordination stays on Signal.
• Matrix is for chapter leadership coordination. Access is limited for a reason.
• If a member’s device is lost or compromised, notify the Chapter Lead and Comms Lead immediately. Change relevant passwords and remove the compromised device from Signal groups.
• Every member should use a password manager and enable two-factor authentication on all accounts. EFF Surveillance Self-Defense and Privacy Guides cover how to set these up.

Member Onboarding

When a new member joins the chapter:

1. Verify they have been vetted by LFHI.
2. Confirm Signal is installed on their device.
3. Add them to the chapter Signal group.
4. Walk them through EFF Surveillance Self-Defense and Privacy Guides basics if they have not completed the technical independence baseline: encrypted messaging, password manager, and two-factor authentication.

When a member leaves or becomes inactive, remove them from the Signal group. If they return, re-add them.

Amateur Radio

Once your chapter has members who hold the FCC Technician license, the Comms Lead gets the chapter on the air. Use existing infrastructure. Do not try to build your own.

Getting Started (Technician License)

Local repeaters. Find repeaters in your area through RepeaterBook. Most areas have active repeaters maintained by local amateur radio clubs. Use them. Join the local club if one exists – many run weekly nets your chapter can check into.

Chapter net. The Comms Lead sets a consistent weekly or monthly net time on a local repeater or VHF simplex frequency. Standard net procedure: check-ins, traffic, announcements, close. This builds radio proficiency and gives the chapter a communications path that does not depend on cellular or internet.

Winlink. Email over radio. Works on VHF through local RMS gateways with a Technician license. Used by ARES, RACES, and emergency management nationwide. Practice sending Winlink messages as part of regular training.

Growing Capability (General/Extra License)

As members upgrade to General or Extra, the chapter gains HF access and longer-range digital modes. JS8Call provides keyboard-to-keyboard HF messaging. Winlink on HF connects directly to the Common Message Server without needing a local gateway. These are Phase 2 and Phase 3 capabilities – they develop as the chapter matures.

Summary