Group Management

Manage your group to better collaborate with your coworkers. Find out how to make a coworker an admin of your group, or discover your Workplace group insights.

You must be a group admin to pin a post.
To pin a post in a group:
  1. From the group, find the post you'd like to pin.
  2. Click and select Pin Post.
The most recently pinned post will be shown first at the top of the group feed.
To choose one post to be at the top of the pinned posts:
  1. Go to the pinned post you want to put on the top.
  2. Click and select Move to Top.
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If you're an admin of a group, you can archive the group instead of deleting it. When a group is archived, it will be clearly indicated at the top of the group and no new members can join the group. You can reverse the action of archiving a group by unarchiving it at any time.
Archive a Group
To archive a group:
  1. Go to the group you want to archive and click below the cover photo. If you've switched to the new Workplace interface design, click then click Admin Options.
  2. Select Archive Group.
  3. Click Confirm.
Keep in mind that when you archive a group, members will still be able to visit the group, but they won't be able to add people, create posts, like or comment.
Unarchive a Group
To unarchive a group:
  1. Go to the group you want to archive and click below the cover photo. If you've switched to the new Workplace interface design, click then click Admin Options.
  2. Select Unarchive Group.
  3. Click Confirm.
Alternatively, you can click the Unarchive button beneath the banner that appears at the top of an archived group.
When you unarchive a group, all admins, moderators and members will be able to create posts, like, comment and more.
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Coworkers on Workplace often use a mix of chat and Teams & Projects groups to collaborate. We want to make the experience of moving between chat and posts as seamless as possible. We've redesigned the Teams & Projects group type so a chat is automatically synced with it. Chat and group members stay in sync as people join and leave so that conversations can move easily between the 2. The ability to chat in real time within these groups will make it even easier for teams to work together, by providing a simple way for coworkers to stay in touch throughout the day.
Some changes have been made to the Teams & Projects group type to allow for the change:
  • The group can have up to 250 members.
  • The group and chat will have the same synced members, name and cover photo.
  • There are no group moderators, only group admins.
  • Teams & Projects groups don't allow for automated group membership like “Add Teams to Groups”.
  • To link a chat to a group, a group admin can go to the Group Settings page.
What will happen to my existing Teams & Projects groups?
If you have a Teams & Projects group that meets the criteria above already, there will be no change. We're migrating all other existing Teams & Projects groups to Discussion Groups and chats will be unlinked. Unlinked chats will still exist, they just won't be attached to the group.
How will I know which groups are impacted?
If any groups that you are an admin of are impacted you will:
  1. Receive an email with a list of all impacted groups.
  2. See a notice on the top of every impacted group allowing you to Manage Settings or Unlink Chat.
If no action is taken, impacted Teams & Projects groups will move to a discussion group and chat will be unlinked. A new notice will be shown at the top of every unlinked group, allowing admins to relink chat.
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We have removed Buy & Sell groups in order to better your Workplace experience.
For existing Buy & Sell groups:
  • All existing Buy & Sell groups will become social groups.
  • All existing Buy & Sell posts will remain.
  • No new Buy & Sell posts can be created.
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Members
If you're a group admin, you can choose to approve who joins your group.
To turn on membership approval:
  1. Click under your group cover photo and select Admin Options > Group Settings.
  2. Next to Membership Approval, select Only admins and moderators.
  3. Click Save at the bottom.
If you're a group admin, you can also save time by automatically approving member requests from people who are already in your other groups.
To turn on automatic membership approval:
  1. Click under your group cover photo and select Admin Options > Group Settings.
  2. Scroll down to Membership Preapprovals and click Select Groups.
  3. Select group(s) by clicking Add.
  4. Click Done.
Note: You can remove groups from automatic membership approval by clicking Manage and then Remove.
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You can add coworkers to a group one by one, or you can import a list of coworkers.
To add a coworker to a group:
  1. From the group, click .
  2. Click Add Members.
  3. Type the names of the coworkers you want to add, then click Add to Group.
To import a list of coworkers to a group:
  1. From the group, click Import to the right.
  2. Click Import File and select the file you want to upload.
  3. Click Open.
  4. Review the list of coworkers, then click Invite All.
Note: Click Download Template File after clicking Import to create a new file. You will only be able to invite up to 10,000 coworkers at a time.
Keep in mind that you can also add coworkers to a group by sending them an invite link. To do this, copy the link that's below the Share an invitation link section to the right of the group and share it with your coworkers.
Once you add coworkers to the group, they'll be able to see and comment on posts made to the group.
Groups with synced chat
If your group includes a synced chat, you will not be able to add more than 250 members.
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You must be an admin of the group to remove coworkers from a group.
To remove a coworker from a group:
  1. From the group, click Members.
  2. Click next to the coworker you'd like to remove.
  3. Click Remove from Group and confirm your selection.
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To add a team to a group:
  1. Click at the top of the group.
  2. Click Admin Options > Group Settings.
  3. Scroll down to Add Teams to Group then add a manager to add their immediate team to the group.
Note: New team members are added automatically. If a team member manages another team, that team won't be invited to the group.
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Group admins can decide who is able to post into their group and whether posts need to be individually approved by an admin or moderator.
Posting permissions can be given to:
  • Group admins only.
  • All group members.
  • Anyone within your organization, even if they aren’t a member of your group.
If you’d like anyone to be able to post in your group without joining, it will need to be an open group.
Change posting permissions for your group
To change posting permissions for your group:
  1. Click below the group's cover photo.
  2. Click Admin options.
  3. Click Group settings.
  4. Under Posting permissions, select Anyone within [your instance], Anyone in the group or Admins only.
Require admin or moderator approval for all new posts
To make it so that all new posts will need to be approved before being seen by other group members:
  1. Click below the group's cover photo.
  2. Click Admin options.
  3. Click Group settings.
  4. Tick the box next to Post approval.
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You can create Auto Membership rules so that people with specific profile fields can easily be added to your group. To add members by Auto Membership, you will need to be a group admin.
To add rules for Auto Membership from your computer:
  1. From your Group page click on the right.
  2. Select Admin Options and click Group Settings.
  3. Select Auto Membership to add rules for the profiles you would like to automatically grant access to your group.
You can choose the following profile details:
  • Department
  • Job Title
  • Location
  • Manager
  • Start Date
  • Division
  • Organization
Members are added to the group as soon as you click Save on the Auto Membership rules. They will continue to be added when their profiles are updated and meet the requirements set by the group admin in the rules.
If a system admin does not want Auto Membership enabled for their organization, they can turn it off by going to Admin Panel > Settings > Company Settings > Automatic Membership. To disable the feature, uncheck the box next to Auto Membership.
Note: Once members are in the group, they will not be removed from it if they no longer meet the Auto Membership requirements.
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Files and photos
To add a file to your message on Workplace when you're logged in from your computer:
  1. Click at the bottom of the chat.
  2. Click .
  3. Choose the file you'd like to send.
  4. Complete your message and press Enter to send.
When you include a link to a website in your message (ex: a video or article), a preview of the link will be added to the conversation. Once the preview appears, you can delete the link to just send the preview.
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To view all the photos, videos and files shared in a Workplace chat conversation on your computer:
  1. Navigate to Shared to the right of the chat.
  2. From there, you'll be able to see all media and files shared within the chat.
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Roles
There are two roles for people who manage groups on Workplace: admins and moderators.
The table below outlines the roles and what they're able to do:
AdminModerator
Make another member an admin or moderator
Remove an admin or moderator
Manage group settings (ex: change the group name, cover photo or privacy settings)
Approve or deny membership requests
Approve or deny posts in the group
Remove posts and comments on posts
Remove and block people from the group
Pin or unpin a post
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You can make a coworker an admin of a group if they are already a member of the group. You must be an admin of the group to make other members an admin.
To make a coworker an admin of a group:
  1. From the group, click Members.
  2. Click next to the coworker you'd like to make an Admin.
  3. Click Make Admin and confirm your selection.
Note: When you make a coworker an admin of a group, they'll be able to edit group settings, remove members and make other members admins.
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You must be an admin of the group to remove other admins.
To remove an admin of a group:
  1. From the group, click Members.
  2. Click next to the admin you'd like to remove.
  3. Click Remove as Admin and confirm your selection.
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Insights
Only group admins can view and download Group Insights. Moderators and other group members won't be able to see Group Insights. You can only download Group Insights if you're logged into Workplace from your computer.
Group Insights are available for all groups.
To access Group Insights, click More under your group cover photo, then click Group Insights.
To download Group Insights:
  1. From Group Insights, click Export Details.
  2. From the popup window, select the type of details you'd like from the group.
  3. Select the date range you want to extract the reports for.
  4. Click Download when you're ready to export the report.
The admin will have the choice to export the following group details:
  • Growth (total members, active members, membership requests).
  • Engagement (posts, comments, reactions, popular days, popular times and top posts).
  • Members (top contributors).
Note: Make sure you select the correct date range for the export. You'll also be able to choose which Excel file format to receive the report in (.xls or .csv).
How far back does Group Insights data go?
Group Insights data is available as far back as 1 year. If the group creation date is more recent than 1 year, that's as far back as the data will go.
Each graph and table indicates the time frame reflected.
Keep in mind that the time you see in Group Insights reporting will be based on the time zone of the user viewing the Group Insights report.
What is an active member?
An active member in Group Insights is a group member who has viewed, posted, commented on or reacted to group content in the pre-selected timeframe.
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