# Managing Groups

## Creating a Group&#x20;

If you’re starting a new project or if you’re on-boarding new members to Webphone, you’ll want to create new groups for your teammates.&#x20;

{% tabs %}
{% tab title="Browser" %}
To create a group from your browser:

1. Click on the <img src="https://1571157416-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FTn1brMaIsYIrvFnejfib%2Fuploads%2FfTphYtcdkviRaYfTRP5U%2FPlus_icon.png?alt=media&#x26;token=8a1ea27f-c33e-43d8-9897-060b299f3141" alt="" data-size="line">(plus icon) at the bottom left corner of Webphone.
2. Click on the option *Create a New Group***.**
3. Select the privacy of the **Group** and click next.
4. Add your chosen teammates to your **Group.** You can also skip this step and add new teammates at a later time.&#x20;
5. Give your **Group** a self-explanatory title and a description.
6. Your **Group** has now been created!&#x20;
   {% endtab %}

{% tab title="Mobile" %}
To create a group from your mobile device:&#x20;

1. Select the group icon in the bottom center of your app screen.
2. This will display the **Groups** tab. Your user groups will be shown at the top under **Your Groups**, while all other groups that are a part of that Webphone will be shown beneath **Other Public Groups**.&#x20;
3. Click on the purple group icon above your avatar image:

![](https://1571157416-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-M9G4QUyj7HYAEpv3X3_%2F-M9wdofTfffUDgPJw9o4%2F-M9whivyuMce7Jb0wJAf%2Fimage.png?alt=media\&token=c421428d-a956-4b86-8fe4-b3a9d5428751)

4\. From here, you'll be guided through a series of prompts to setup the new group. Choose if you'd prefer the group to be private or public, add groups members, and then finalize changes by adding a group name and description.&#x20;
{% endtab %}
{% endtabs %}

## Leaving a Group

If you decide to leave a group for any reason, leaving a group will not delete the group from Webphone, but it will simply stop communications and notifications from being received by that user.&#x20;

Webphone members have the option to rejoin a public group after leaving, but are unable to rejoin a private group unless re-invited by a group member. &#x20;

{% tabs %}
{% tab title="Browser" %}
To leave a group from your browser:

1. Select the group name to open the group conversation.
2. Click on the three-dot menu icon (<img src="https://1571157416-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-M9G4QUyj7HYAEpv3X3_%2F-M9wdofTfffUDgPJw9o4%2F-M9weZVLfuAXhJiaEn51%2Ftriple%20dot.png?alt=media&#x26;token=547c6d90-e112-4261-a887-e1f4021a5bee" alt="" data-size="line">) in the top right corner.
3. &#x20;From the sub-menu, select *Leave the Group*.&#x20;
4. This will prompt a dialogue confirming the action to leave. You may proceed with leaving or select *Cancel* to exit.
   {% endtab %}

{% tab title="Mobile" %}
To leave a group from a mobile device:

1. Within the group conversation, select the information icon in the top right corner of the screen. This will open a details page containing information about group members and group topics, as well as the option to **Invite New Teammates** or **Leave the Group**.
2. Select *Leave the Group* to proceed:

![](https://1571157416-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-M9G4QUyj7HYAEpv3X3_%2F-M9wdofTfffUDgPJw9o4%2F-M9whuoXyfakiIDmhxsn%2Fimage.png?alt=media\&token=9ee6d587-d468-4919-9db0-d63b031742a6)

3\. A dialogue window will display confirming the action to leave, or to *Cancel* and exit the screen.&#x20;
{% endtab %}
{% endtabs %}

## Group Owner Privileges &#x20;

Webphone users become owners once they initially create a group. The owner can also assign ownership to another group member or administrator, so long as they are apart of that group. &#x20;

### Assigning an Owner

To assign ownership, proceed with the following steps:

1\. As an owner, hover your mouse over the user that you wish to assign ownership credentials. A menu will display for *More Options*. Select *Set as Group Owner*, which will then prompt a confirmation dialogue.

2\. The confirmation dialogue contains two options. Select from either:

* **Set Owner**: This option immediately gives owner permission to the selected member.&#x20;
* **Cancel**: This option closes the dialogue and does not save the user as an owner. The dialogue is also dismissed by clicking outside of the window.&#x20;

When a member is granted ownership permission, they will receive a notification as a **Missed Activity**. This stays visible until the user dismisses it or marks it as read. They will also receive a notification via screen message that, if selected, will direct them to their newly-owned group. If the notification is not selected, the browser will automatically dismiss it.

### Leaving a Group as an Owner&#x20;

Group owners can only leave a group when **two** owners exist within that group. If they are the sole owner, they must assign ownership to another member upon exiting. To assign a new owner, select *Leave the Group*. This will prompt a dialogue with the following choices:&#x20;

* **Set Owner**: This option will close the dialogue and open a separate group details page with the members section expanded. From here, the exiting member can select the new group owner.&#x20;
* **Cancel**: This will cancel the action and close the dialogue.&#x20;

**Note**: All members of the group can view the owner of that group, as well as admin (if applicable). The corresponding title will appear under their name in the group.&#x20;

### Deactivating Group Owners

When a sole group owner becomes deactivated (such as when leaving an organization), Webphone automatically assigns ownership to the **first** added member of the group. If more than one owner is assigned to that group at the time of deactivation, all other ownership statuses remain the same.&#x20;

All groups can have unlimited owners, except for groups entitled '**Everyone'**, which are comprised of all members within that Webphone. In this scenario, administrators are designated owners of the group and cannot assign other owners.&#x20;

### Removing Users from a Group&#x20;

Group owners and admin (when part of the group) are both eligible to remove members from a group. A few reasons members might be removed, for example, include a teammate joining another group or an employee resigning from a company.

#### Group Members

To remove members from a Group, proceed with the following steps:

1\. Hover over the profile icon of the member you wish to remove. A dialogue will then appear for *More Options*. This menu is only visible to owners or administrators.&#x20;

2\. Click on the *More Options* menu, which will then display a choice to  'Remove from the Group.' A secondary menu then opens prompting the user to select from the following:

* **Remove:** This action immediately removes the member from the group.&#x20;
* **Cancel:** This option closes the menu and dismisses the action to remove a group member.&#x20;

3\. The user that deleted the member will receive a message indicating that the member has been successfully removed. The removed member will also no longer appear from the list of members within the Group's details page.&#x20;

Removed members receive the following messages once removed:

* **Missed Activity:** This is visible until it is either dismissed or *Marked as Read*.&#x20;
* **Browser Notification:** The user is notified as to who removed them.&#x20;

#### **Admin and Other Owners**&#x20;

Removal for authority users is a two-way street. Group owners can remove other owners as well as admin, while admin can remove group owners.   Once removed, an owner loses their status; if invited to the same group again, their ownership status is not revoked. The steps to remove admin and owners can be followed as above in the **Removing Group Members** section.&#x20;

Administrators that are removed from a group **do not** lose their admin privileges.&#x20;

## Deleting a Group

Both owners and admin have the permissions to permanently delete a group. To proceed with deleting a group:&#x20;

1. Hover the mouse over the group name. The *More Options* icon will appear. Under this, select *Group Settings*. Once selected, a series of options will display, including:&#x20;

* **Edit Group Details**
* **Archive Group**
* **Delete Group**&#x20;

2\. Select *Delete Group*. This will prompt a confirmation dialogue with the option to proceed or to *Cancel* the action.&#x20;

3\. A confirmation checkbox will appear (not checked by default). Check the box, which will then enable the button to be selected for *Delete Group*. Select the button, and the group will then be deleted.&#x20;

4\. Once the user has deleted the group, they will be brought back to the **Everyone** group space.&#x20;

**Note**: Deleting a group removes all topics and missed activities from the group. It will also no longer appear on the groups list for that particular Webphone. &#x20;

## Archiving a Group&#x20;

All groups members are able to archive a group. When a group is archived, it can be searched for at a later time to retrieve group details, topics, and more. For example, a user may desire to archive a group for a work project that has just finished; though the task is complete, it's important to save that information to refer back to, if needed.&#x20;

To archive a group:

1\. Hover the mouse over the group name. The *More Options* icon will appear. Under this, select *Group Settings*.&#x20;

2\. From this menu, select the option *Archive Group*. From here, select either *Cancel* to exit out of the action, or the *Archive Group* button to confirm.&#x20;

3\. Archived groups can be located by searching for them in the main search bar. This will open a specific space containing archived groups, only.&#x20;

## Removing a Group from the Archived Space

To remove a group from being archived, the user must search for it first (the word **Archived** will appear next to all groups in this space). After locating the group, proceed with the following:

1. &#x20;Select the group of choice. After hovering over the group name, the *More Options* icon will display.&#x20;
2. Choose from the following within the *More Options* menu:&#x20;

* **Unarchive Group**: This option will remove the group from being archived. All functionalities (messaging, etc.) will be restored.
* **Delete Group**: This will delete the group entirely from Webphone. Refer to the **Deleting a Group** section within this page to review the actions associated with deletion.&#x20;
