This article covers how to manage user groups in Messages XR Enterprise, including how to create private and public groups, maintain existing groups, and remove groups.
This is a Help for District Administrators article, providing comprehensive support for those with the highest level of access as they help their communities get started with Messages XR Enterprise.
💡 Quick answers
- What are user groups used for? Groups provide a pre-selected set of recipients for faster messaging. Common uses include team communications for coaches, club newsletters, and messages to parents of a specific class.
- What is the difference between Private and Public groups? Private groups are available only to the staff member who created them. Public groups are available to all users with permission to send messages.
- How are members added to a group? Members can be added from a list, by file upload, or through an advanced query search using filter criteria.
- How is a group removed? Check the box next to the group in the groups table, select Remove, and confirm in the popup window.
View groups
Navigate to Messages > Groups to view and manage user groups.
Select the Child Schools button to include groups from child schools, or select Districts to show only district-level groups.
Add a new private group
Private groups are available only for messages sent by the staff member who created them. All staff members can create private groups.
Step 1: Click Create Group.
Step 2: Enter the Group name and select a school from the dropdown if prompted.
Step 3: Choose Private as the group type.
Step 4: Navigate to the Group members area and add members using one of the following methods:
Private group > List option
Select members from a list or lists within the folders that populate below.
- View selected members of this new fixed list in the right-side panel.
⚠️ Important Note
Using the List option creates a fixed list. To create a list that updates automatically and dynamically with newly-added accounts, use the Advanced tab.
Private group > File option
Upload a file of users to add to the group.
- Select the Member type radio button.
- Upload the file into the dotted box.
📎 File upload specifications
- Accepted file types:
.csv,.txt,.tsv - Max file size: 4 MB
- Upload: Drag the file into the upload area, or click Browse to select a file.
Format: The file should contain one ID per line. Example:
1258754 6873548 5487345 5648973 9873324 1567898 9876324
Private group > Advanced option
Search for specific users using filter criteria. This option creates a dynamic group that automatically includes any new accounts meeting the criteria at the time of sending.
- Use the School and Accounts dropdowns to narrow down which schools and account types are included in the group.
- Add filter criteria using the Operation dropdown and value fields to define who qualifies for the group.
- Use the School and Accounts dropdowns to limit the scope of the search. For example, selecting School 1 and the Student role means the filters below will return only students from School 1. Accounts from other schools will not be included.
- Find accounts that:
- Select Match all to include only users meeting every criterion.
- Select Match any to include users meeting at least one.
- Click Add to add more filters.
Use the Field, Operation, and Value columns to add additional filter criteria. Select an operation from the following:
| Operator | What it does | Example |
|---|---|---|
| = | Exact match | Grade Level = 02 returns grade 2 only |
| != | Exclusion; returns everyone except those with the given value | Grade Level != 12 returns all non-grade-12 students |
| in | Matches any of several comma-separated values | Grade Level in 06,07,08 returns grades 6, 7, and 8 |
| not in | Excludes several comma-separated values at once | Grade Level not in 06,07,08 returns everyone outside grades 6, 7, and 8 |
| < | Less than; for numeric or date fields, matches values lower or earlier than the given value | Birthdate < 2018-01-01 returns students born before January 1, 2018 |
| > | Greater than; for numeric or date fields, matches values higher or later than the given value | Grade Level > 05 returns all students above grade 5 |
| exists | Checks whether the field has any value | Bus ID exists = True returns accounts with a bus route; False returns accounts without one |
- Select Search to review matching users in the right side panel before saving.
Step 5: Click Create to finish.
Add a new public group
Public groups are available to all users with permission to send messages.
- A group ID is assigned automatically when a public group is created.
- Parents and students cannot be granted access.
Step 1: Click Create Group.
Step 2: Enter the Group name and select a school from the dropdown if prompted.
Step 3: Choose Public as the group type.
Step 4: Navigate to the Group members area and add members using one of the following methods:
Public group > List option
Select members from a list or lists within the folders that populate below. View selected members of this new fixed list in the right-side panel.
⚠️ Important Note
Using the List option creates a fixed list. To create a list that updates automatically and dynamically with newly-added accounts, use the Query tab.
Public group > File option
Upload a file of users to add to the group.
- Select the Member type radio button.
- Upload the file into the dotted box.
📎 File upload specifications
- Accepted file types:
.csv,.txt,.tsv - Max file size: 4 MB
- Upload: Drag the file into the upload area, or click Browse to select a file.
Format: The file should contain one ID per line. Example:
1258754 6873548 5487345 5648973 9873324 1567898 9876324
Public group > Advanced option
Search for specific users using advanced filter criteria. This option creates a dynamic group that automatically includes any new accounts meeting the criteria at the time of sending.
- Use the School and Accounts dropdowns to narrow down which schools and account types are included in the group.
- Add filter criteria using the Operation dropdown and value fields to define who qualifies for the group.
- Use the School and Accounts dropdowns to limit the scope of the search. For example, selecting School 1 and the Student role means the filters below will return only students from School 1. Accounts from other schools will not be included.
- Find accounts that:
- Select Match all to include only users meeting every criterion.
- Select Match any to include users meeting at least one.
- Click Add to add more filters.
Use the Field, Operation, and Value columns to add additional filter criteria. Select an operation from the following:
| Operator | What it does | Example |
|---|---|---|
| = | Exact match | Grade Level = 02 returns grade 2 only |
| != | Exclusion; returns everyone except those with the given value | Grade Level != 12 returns all non-grade-12 students |
| in | Matches any of several comma-separated values | Grade Level in 06,07,08 returns grades 6, 7, and 8 |
| not in | Excludes several comma-separated values at once | Grade Level not in 06,07,08 returns everyone outside grades 6, 7, and 8 |
| < | Less than; for numeric or date fields, matches values lower or earlier than the given value | Birthdate < 2018-01-01 returns students born before January 1, 2018 |
| > | Greater than; for numeric or date fields, matches values higher or later than the given value | Grade Level > 05 returns all students above grade 5 |
| exists | Checks whether the field has any value | Bus ID exists = True returns accounts with a bus route; False returns accounts without one |
- Select Search to review matching users in the right side panel before saving.
Public group > Open Access settings
Expand out the Open Access Settings area at the bottom to assign additional access to roles such as teachers.
Here you can view and grant account information and send messages to members of the group.
Or click Hide access settings if you change your mind.
Step 5: Click Create to finish.
Manage an existing group
Only group admins or organization admins can edit group structure or permissions.
Step 1: Navigate to Messages > Groups and click the group to update.
Step 2: Edit the group name, type, or description as needed.
Step 3: Add or remove members from the Members or Recipients tab using the List, File, or Query tabs.
Step 4: For public groups, select Open Access Settings to update which roles can access the group. Parents and students cannot be granted access.
Step 5: Click Save when finished.
Delete a group
Step 1: Check the box next to any group you'd like to remove.
Step 2: Click the Delete button.
Step 3: Confirm in window that appears by selecting Delete again that the groups that appear will be permanently deleted.