How to use groups

Groups are one of the most popular features in Ziik and we understand why! This is where communication happens and you can engage in teams.

Topics in this article

Where to find groups

Examples of how to use groups

Who can create groups?

How to set-up a group

How to set-up automatic management of group members

How to Edit, Leave and Delete a Group

Where to find shared files 

Drafts and scheduled posts

How to Join a Group

How to promote / demote admins

The group feed

Latest activity / Latest created

Table - Who can see what

Where to find groups

If you're using the Ziik web app you can find the Groups module in the left-hand side menu. Simply click it once and you'll be greeted by two tabs, one titled "My Groups" and another one titled "Available Groups". From here you'll be able to create, join, and delete groups as well as to add content to them. 

Examples of how to use groups

Organise communication, manage projects and follow up on activities in real-time with groups. Groups ensure focus and specialization in a familiar and effective format. Here are some examples of how groups are used:

  • Company communication
  • Team communication
  • Project communication
  • Discussions
  • Feedback
  • Collaboration
  • Planning
  • Coordination

Who can create groups?

Users with Group permission can set-up new groups. Group permission is set at the User Type.

group permission

How to set-up a group

To create a group you just have to click the the "+ New Group" icon in the top right corner. 

Create-new-group-1

Upon clicking it, a new window will be opened which will allow you to give the group a name, describe its purpose, and to assign automatic members through Ziik's user types + units.


Create group window

Name: Give your group a name

Private:  Private groups are only visible for its members and cannot be seen in the group list if you are not member of the group. If the group is not private it can bee seen by all users and all users can decide weather they want to join the group or not.

Description: You can make a short description to explain the purpose of the group.

Image: You can add a group image and we recommend you to do so. The group will be easily recognisable.

Create group window-name

3 things to remember when creating a group.

  1. You don't have to set user types + units directly as you can add members manually once the group has been created, which allows you to create cross-organisational groups.
  2. You can choose to create a private group and only invite specific people from your organisation, or you can can create a public group and allow anybody to join.
  3. By adding user types + units you ensure that all relevant people are in the group and that new employees will be automatically added.

💙 How to set-up automatic management of group members

This is another unique feature in Ziik. You don't need to worry about adding and remowing people to your groups when new hires arrive or people leave your organisation. In ziik you can put your group memberships on auto-pilot.

You simply add the unit(s) and user type(s) you want in your groups as default. Ziik will then take care of adding new hires and remove people who has left your organisation. 

Units: Simply select the units we should check when managing users in your group.

User types: Select the user types we should keep in your groups.

Create group window-automatically

You can always add members manually to groups. But please note if you add members manually you will also need to remove members manually.

As the group administrator you can go back and change the group setting at any point in time.

How to Edit, Leave and Delete a Group

Only admins can edit and delete the group. 

Edit: If you wish to change the name or some other setting in the group, press "Edit" in the drop-down menu.

Delete: If you wish to delete the group press delete in the drop-down menu. Please note that there is no return if you do so.

Leave group: Press "Leave group" in the drop-down menu if you wish to leave the group.

Please note that you can not leave a group if you are a part of the automatic user management setting. If you are the sole admin of the group, you will need to promote another admin before you can leave the group.


group-three-bullets

Where to find shared files 

It is easy to find documents, images or video that have been shared in your groups direct from the drop-down menu.

group-shared-files

Documents:

group-documents

Images and video:

group-images

Drafts and scheduled posts

Group admins and members can find drafts and scheduled posts by clicking on the drop-down menu.

group-drafts

 

Drafts - Admins can find all drafts made by admins here. Users can find their own drafts here.

Scheduled - Admins can find all posts scheduled by admins here. Users can find their own scheduled posts here.

How to Join a Group

Available Groups: Available groups are open groups that everybody in your organisation can join and leave again if they like. With other words this is the users own choice weather they want to be member of the group or not. Available groups are found under the tab "Available groups".

 

Private groups: Private groups are only visible for members of that group. You can only join private groups if you have been invited to the group or if you have started the group yourself.

How to Add Members to a Group manually

Only admins can add members to a group. If you are the admin and you'd like to add someone to your group the first thing you'll have to do is to navigate to the members tab which you can find in the groups menu bar. 

group-add-member

In order to now add a new member you simply have to click the icon "+ Add member" in the far right of the menu bar.

group-members-3

This will open a menu with all contacts that you have available, from here you can search and filter after the contact you need. Once you have found the contact you are looking for, press the "+" icon on the right side of their portrait. 

How to promote / demote admins

You need to be admin to promote er demote admins and members. 

If you want to leave a group where you are the sole admin you will need to promote another member to admin first.

group-promote

The group feed

Groups behave the same way as the global feed but only with that groups content.


Group-feed

Feed - This is the group feed showing all posts, comments and replies.

Events - Listing all upcoming events in a group.

Highlighted - Listing all posts that have been highlighted in a group. Only group admins can create posts with the status highlighted.

Latest activity / Latest created

Filtering

There are currently two ways to filter the content in the group:

  • Latest Activity: This filtering will always put the debate of a group which had the latest activity at the top of the group. Activity includes:
    • Comments & Creation of a debate

  • Latest Created Post: This filtering setting will always put the latest created post at the top, no matter the comment activity on different posts. This way, you can always make sure that you've read the latest posts without being disturbed by comments on topics that doesn't concern you.

Table - Who can see what

groups-table-who-can-see-what

 

What's next?

Groups are a powerful communication tool that allow you to communicate effectively across your entire organization. Furthermore, we'd recommend you to read our article on how to create a group post.

Feel free to read about how Groups works on a mobile device by reading this article How does Groups work (Mobile).