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. 

How to Create a Group

To create a group you'll have to consult the familiar plus sign which can be found in the top right tile of the overview page. Upon clicking it, a set-up window will be opened which will allow you to give the group a name, describe its purpose, and to assign it a specific type. 

There are two group types available and each has certain implications in terms of the groups visibility and accessibility:

  • Public: The group is visible to all users and everyone can join.
  • Hidden: The group is only visible to its members and membership works on an invite-only basis.

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

Additionally, you can choose to upload a group icon by dragging an image file into the window titled "Drag files here to upload". Alternatively, you can click the same window which will allow you to select the desired file from the finder.

How to Edit and/or Delete a Group

The only user who's able to edit the settings or delete the group in its entirety is the group's admin. If you are the admin and wish to do either of those things you'll first of all have to click the small cog which can be found at the right end of the group's menu bar. 

Doing so will open a dropdown menu. At this point you'll be presented with 3 options. Depending on what you want to do you now just have to select the option that correspondents to it. In case you decide to edit the group you'll be met by the same set-up window you've already encountered when creating the group.

How to Understand the Group's Layout

Groups in Ziik use their menu bar at the top of the screen as their main navigation tool. There are five different tabs:

  1. Debates
  2. Members
  3. Documents
  4. Images
  5. Videos

Regarding the last three sections, documents, images and videos, these are the places where all the files that have been posted in the debates section will be stored. Saved pictures and videos will displayed as a gallery while saved documents will be shown as a list, just like it is familiar from Ziik's document module.

How to Join a Group

To get an overview of the groups that you can either join or apply for you'll have to go to the "Available Groups" tab. In order to now you join one of the available groups you simply have to click on the desired group. This will prompt a small window which asks you to confirm that you do in fact want to become a member of the given group. 

You will only be able to view public groups on the available groups tab. If you want to become part of a private group the admin of the group in question has to invite you to it.

How to Leave a Group

Should you wish to leave a group that you're currently a member of you can do so by clicking the cog at the right end of the group's menu bar. Now you just have to select the leave group option and you're out.

If you're the group's admin you won't be able to leave the group before you've promoted someone else to group admin. To do so you'll have to go to the member list and click the cog icon next to the member that you want to promote. Here you then simply need to select promote.

How to Add Contacts to a Group

The ability to add people is reserved for the admin of the 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. 

Next, you will be greeted by an overview screen which shows the groups current admin and members. In order to now add a new member you simply have to click the tile with the plus sign in it that is located below the "members" headline.

What is especially helpful with regards to finding a specific colleague is the search bar above the list of contacts. Simple search for whomever you'd like to become a member of your group and click on the trusty plus sign next to her or his name. Alternatively, you can also filter by user type if you are interested in adding people with a specific user type. 

You can also select "add all members" which will automatically add all the contacts in the list you see in front of you. This allows you, for example, to add all users with a certain user type by simply filtering the list by that type and then clicking "add all members".

How to Post in a Group

To post something in a group that you're a member of you first of all have to select the debates tab from the group's menu bar. Upon doing this you will be greeted by a text box which says "create new debate". All you have to do now is to click it and type away.

You will notice that there are three icons inside the text box: a camera, an at symbol, and a smiley. These three icons represent different functions you can use in conjunction with your group post. Starting with the camera, the camera allows you to attach any type of file to your post (not just images). Moving on to the at sign (@), it allows you to tag another member in your post. You don't have to actually click the at sign, you can simply write "@" and type the name of the user you want to tag. And last but not least, you can also add emojis to your post by clicking the emoji on the right and selecting the desired emojis from the menu.

All you have left to do, now that you've finished your post, is to press the blue paper airplane on the right and your post will appear in the group and in the news feeds of the other group members.

How to Edit / Delete Posts and Comments

Let us assume that you have just started a new debate or just chimed in on an ongoing debate. After doing so you realise that you have made a mistake, perhaps you have misspelt something or your contribution is factually wrong. In either case, there is no reason to worry since you will be able to either edit or even delete your post within 15 minutes of posting it.

Here is how you either delete or edit a group post or comment:

  1. Click the downward arrow in the top right-hand corner of your post or comment.
  2. From the dropdown menu select either "edit" or "delete", depending on what you want to do.
  3. Follow the instructions on screen.

An important thing to keep in mind is that once 15 minutes have passed you will no longer be able to remove or edit your post. This is for the sake of continuity, i.e. to avoid breaking up ongoing debates and to ensure that earlier debates remain intact.

There is one exemption from this rule. If you are the group administrator you will be able to delete both your own posts and comments as well as those of others at any point in time. Thus, should you find yourself in a situation where you need to delete one of your posts after the 15 minutes have passed you should try to contact an administrator and ask him to delete it for you.

What's next?

Groups are a powerful communication tool that allow you to communicate effectively across your entire organisation. It's, however, to understand when you should use a group instead of the chat or news posts. To gain some intuition as to when which mean of communication is most appropriate we'd recommend you our best practice article on when and how to use Groups How and when to best use Groups. Furthermore, we'd recommend you to read our article on the News Feed feature How does My Feed work, since the group function is closely tied in with it.

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

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