Manage Groups

Matt Miquelon
Updated

Manage existing groups in ParentSquare by adding or removing members, updating group settings, approving join requests, viewing group directories, and organizing or archiving groups.

Who can use this?
Add/Remove Members: School and District Admin, Teachers, Group Owners and those with individual user permission for Groups
Manage Owners: School and District Admin, Teachers, Group Owners and those with individual user permission for Groups
Join/Leave Groups: Anyone signed into ParentSquare
View Directory: School and District Admin, and Group Owners

Add Members to a Group

Only Group Owners and Admins can add members to groups. There are several methods available to add members efficiently.

You can add members when creating a group or later from the group's Manage groups page using any of the methods below. 

  1. From Home, click Groups in left sidebar under Participate.
  2. Find the group you want and click the three dots in the far right and select Add People.

    Groups page showing three-dot menu with Add People option
     
  3. From the Edit Group page, add members using any of the following methods:
    • Group invitation link: Click Generate Link to share with people you want to join the group. See, Join Group Link or QR Code.
    • Selecting Students: Search by student name or grade level. Selecting a student adds all associated parents to the group. Note: If someone is already a member of the group, clicking their name removes them from this group.
    • Add Members by Name or Role: Search for parent or staff names and select them. Click Show selected rows only to see all those selected. Note: If someone is already a member of the group, clicking their name will remove them from this group.
    • Add Guest Members: Add guests who are not parents or staff at the school. See Guest in Groups. 
    • Add Members by Uploading CSV: Upload a CSV file containing student SIS IDs, staff IDs or guest user names and emails. 

      Add members interface showing options for student selection, name search, guest members, and CSV upload
       
  4. Click Save after selecting all desired members.
     

Remove Members from a Group

Only group owners and Admins at the school or district can remove other users from a group. Users can remove themselves from public groups by clicking "Leave this group".

Remove Members from Community, Public and Private Groups

Members can be manually removed from Community, Public, and Private groups using the group directory. 

  1. From Home, click Groups in left sidebar.

    Groups navigation in left sidebar under Participate section
     
  2. Click the group name.
  3. Click Directory under Explore in left sidebar.
  4. Hover over the user's name and click the trash icon that appears on the right.

    Group directory with trash icon appearing when hovering over member name
     

Remove Members from Rule-Based Groups

Members of Rule-based groups cannot be removed manually. If a user's information changes in the SIS and they no longer meet the group's attribute conditions, they will be removed from the group in the nightly sync.

Rule-based groups add members based on conditions set by the group owner. Data for these conditions are pulled directly from the school's Student Information System (SIS) or the school's uploaded files to ParentSquare. 

Example: If a student is no longer in Smith's 5th grade class and that change is made in the SIS, the parents will be removed from the group "Parents of Smith's 5th Grade Class".

Edit Group Settings

Group Owners and Admins can update group settings after a group is created. 

  1. From Home, click Groups in left sidebar under Participate.
  2. Find the group you want, click the three dots in the far right and select Manage.

    Groups page with three-dot menu showing Manage option
     
  3. You can update the following settings:
    • Group type (Public, Private, or Confidential).
    • Display name and description.
    • Category.
    • Advanced options (posting, directory, comments). See Advanced Group Options.
    • Group Owners and Group Managers. To learn more, see Group Owners and Managers.
  4. Click Save.

Approve Join Requests

For private groups with approval required, Group Owners, Managers and Admins will receive join requests when users request to join using the join link.

Admins:

  • From Admin go to Groups under Data Assistant, then click the number next to "Pending Join Requests" to view and approve or deny all requests.

Group Owner/Managers:

  • From Home, select Groups under Participate. A banner at the top will show pending requests. Click See Requests to approve or deny.

View Group Directory

Group Owners and Admins can view the full group directory to see member information and manage the group.

  1. From Home, select Groups under Participate in left sidebar.
  2. Click the group name and select Directory under Explore in left sidebar.

    Group navigation showing Directory option in left sidebar
     
  3. From the group directory page you can:
    • Manage group settings and members: Click Manage (for Admin and Group Owners) to edit the group name, group settings, or group members.
    • Export CSV of members: Click Export CSV (for Admin and Group Owners) to download a list of group members.
    • Search users: Search for a group member using the search bar on the right.
    • Access account pages: Click on any group member's name to view their account page.

      Group directory showing member list with manage and export options
       

Manage Groups

District and School Admins can manage groups from Data Assistant, including arranging and archiving groups. Group Owners can also archive groups they own.

  1. From Admin, click Groups in the left sidebar under Data Assistant.
  2. Click the three dots under Action and select Manage. You can add or remove group owners, change the group name, or add or remove group members.

    Data Assistant groups table with three-dot menu showing Manage option
     
  3. Click Save after making changes.

 

Archive a Group

Admins can archive groups using Data Assistant. Archiving helps keep your workspace organized without permanently deleting information. Group Owners can also archive groups they own. When a group is archived, all posts within the group are archived and can still be accessed using Advanced Search (by authorized users).

Note: The group is removed from the active Groups list. The group and its members cannot be restored after archiving.

  1. From Admin, click Groups in the left sidebar under Data Assistant.
  2. To archive a single group, click the three dots under Actions, and select Archive. A confirmation window will appear. Verify that you're archiving the correct group, then click Yes, I'm positive.

    Data Assistant showing Archive option in actions menu
     
  3. Or, to archive multiple groups, select the checkboxes for all groups you wish to archive and click Archive. Confirm your selection in the prompt, then click Yes, I'm positive.

    Data Assistant with multiple groups selected and Archive button highlighted
     

Admin Only: Arrange Groups

Admins can arrange groups in Data Assistant to control how they appear in the Groups Directory. 

  1. From the district or school, click Admin at the top and Groups in left sidebar under Data Assistant.

    Admin navigation showing Data Assistant with Groups option
     

  2. Use the table to sort and filter groups by:

    • Name
    • Visibility
    • Category
    • Type (Static, Auto-Update, SIS Synced)
    • Owners
    • Member Count
    • Created At
    • Last Post
    • Posts Count


    Data Assistant groups table showing sortable columns
     

  3. Click Arrange in upper right.
  4. Click [drag] and drag a row up or down to order within a category in the Directory.

    Groups arrange interface showing drag handles for reordering
     
  5. Or, click the three dots under Action and select Move to top.
  6. Click Done.

 

 

 

Was this article helpful?
0 out of 0 found this helpful

Comments

0 comments

Please sign in to leave a comment.