Group Admin Guide
The ultimate guide to setting up and managing your Workplace groups.
1. Setting up your group
- Group purpose: what will you be using the group for?
- Privacy settings: who should be able to see the group and its posts?
- Posting permissions: who should be able to post in the group?
- Company, regional and office-specific announcements
- Common and repetitive workflows, such as:
- HR Q&A group or IT Helpdesk group: To help people find answers to their questions.
- Facilities group: To quickly and efficiently report equipment and facilities issues.
- Shift cover group: To allow frontline employees to request coverage or pick up available shifts. Learn more about Shift Cover in the Help Centre.
- Social communication, to help you connect with your colleagues over shared interests and experiences
- Department, team and project collaboration
- Departmental announcements such as new launches, marketing campaigns, sales wins etc.
- One-to-one communication between a manager and a direct report
- Open: Anyone can find the group using search and see posts. Content from open groups can appear on anyone's News Feed.
- Closed: Anyone can find the group through Workplace search, see its description and request to join. Only members can see posts.
- Secret: You have to be invited to join a secret group. Only members of the group can find the group through search and see posts.
- Anyone: Everyone sees the post composer box and their post automatically goes into the group
- Admins only: Only admins can post to the group. Others won't see the composer box
- Posting approval: Everyone sees the composer box and can submit posts however they will only be visible in the group if approved by an Admin/Moderator
- Give your group an intuitive name that clearly explains what it will be used for. An effective name will make your group easier to find through search. Examples include: "Marketing Team", "Company Announcements", "Help Centre Feedback", "Website Redesign Project", "IT Q&A".
- Add a description that provides group members with a clear understanding of what the group should be used for and who should be a member.
- Add a cover photo. Cover photos can set the tone for the group. Adding a photo of staff is great for team, announcement and social groups. See this guide for cover photo image dimensions.
2. Managing membership
- Individual invite: Invite colleagues one by one. This option is best for small team groups,
- Automatic group membership: This allows you to invite members to your group based on profile criteria. We’ll get into Automatic group membership in more detail below.
- Default group: Admins can make a group a default group so that everyone in your organisation is automatically added. This setting works best for groups that are relevant to everyone, such as company-wide announcements. Learn how to make a group a default group in the Help Centre.
- People Sets: System admins can create People Sets to organise members of the organisation based on criteria like location, department, division and more. Anyone who meets the criteria set will be added to that People Set automatically. System admins can then assign People Sets to groups to automate group membership based on profile criteria. Learn how to create a People Set in the Help Centre.
- Anyone who matches the criteria defined will be added to the group
- Group members whose profile information changes and no longer matches the criteria set by group membership rules will be automatically removed from the group. Note that people will be notified when they’re removed from a group.
Automatic group membership needs to be enabled for your Workplace by a system admin. Before enabling automatic group membership, system admins should make sure profile fields are filled out for Workplace community members. Automatic group membership relies on profile information (profile fields) like location, department, division and more. Learn more about profile fields in the System Admin Guide. To find out how to enable automatic group membership in your Workplace, visit the Workplace Help Centre.
- From the group, click Members below the group's name. You may need to click More first.
- Click ... next to the colleague you'd like to make an admin.
- Click Invite to be admin and confirm your selection.
3. Managing content
- New Activity: This will show posts with recent comments first in your group feed.
- Recent Posts: This will ensure that the newest posts are always at the top of the group feed.
4. Setting up integrations
5. Monitoring engagement
- Growth Details: Membership growth and group membership requests.
- Engagement Details: Posts, comments and reactions in a given period of time and see the most popular days and times that members engage. Also review the group's top posts.
- Member Details: See your top contributors.
- Learning: Track guide and learning post completion.
6. Archiving groups
- Go to the group you want to archive and click on the ... below the cover photo, then click Admin Options.
- Scroll down to Archive Group, and click Archive next to it.
- Click Confirm.
Other helpful resources
- The Workplace Learning Wizard: Answer a few short questions and find the perfect resources for your interests and needs.
- Where to find help: Discover what Workpace help and educational resources are available to you, and how to get answers from a Workplace team member.
- Fundamental Theories of Postology: Self-paced, e-learning course covering how to communicate effectively using posts in Workplace.
- Five amazing things you should do in Workplace immediately: Interactive e-learning course covering five ways Workplace can make your life easier.
- Ways to work: Discover new ways to use Workplace to get your work done.
- Help Centre: Step by step instructions and answers to frequently asked questions.