Team Communication

Group Chats & Teams

Communicate with multiple people at once using group chats

Permission Differences

  • Managers (MANAGER & HEAD_MANAGER): Can create groups, add/remove members, see ALL groups
  • Employees: Can only view groups they're in, cannot create or manage groups
1

Access Group Chats

30 seconds

For Managers

In the left sidebar, click "Messages", then click "Groups" tab

  • •Shows ALL groups in your organization
  • •You can see every group, even ones you're not in

For Employees

In the left sidebar, click "Messages", then click "Groups" tab

  • •Shows only groups you're a member of
  • •You cannot see groups you're not in
2

Create a Group (Managers Only)

2 minutes

Who can create groups

Only MANAGERS and HEAD_MANAGERS can create groups.

  • •Employees CANNOT create groups
  • •If you're an employee, you can only join groups managers add you to

Click "Create Group" button

Look for the button at the top of the Groups page.

  • •A create group form appears
  • •Only visible to managers

Enter group details

Fill in the group information.

  • •Group Name (required): e.g., "Kitchen Team", "Night Shift"
  • •Description (optional): What the group is for

Add members

Select people to add to the group.

  • •Search and select employees
  • •Select other managers
  • •You can add anyone in your organization
  • •You are automatically added as the group admin

Click "Create Group"

Save the new group.

  • •Group is created immediately
  • •All members can see it right away
  • •Members can start messaging
3

Send Messages in a Group (Everyone)

30 seconds

Click on a group

Select the group you want to message.

  • •Opens the group chat
  • •Shows all past messages
  • •Shows who sent each message

Type your message

Use the text box at the bottom.

  • •Everyone in the group will see your message
  • •Both managers and employees can send messages

Press Enter or click Send

Send the message to the group.

  • •Message appears for all members immediately
  • •Your name appears next to your message
4

Manage Group Members (Managers Only)

1 minute

Open group settings

Click on the group, then look for settings or members list.

  • •Only managers can add/remove members
  • •Employees cannot manage membership

Add new members

Click "Add Member" button.

  • •Search for people in your organization
  • •Select who to add
  • •They're added instantly
  • •They can see all past messages in the group

Remove members

Click "Remove" next to a member's name.

  • •They lose access to the group immediately
  • •They can no longer see or send messages
  • •Past messages they sent remain visible
5

View Group Members (Everyone)

30 seconds

Open a group

Click on any group you're in.

  • •Group name shows at the top
  • •Member count shows (e.g., "12 members")

See who's in the group

Look for the members list.

  • •Shows all group members
  • •Shows their names
  • •Both managers and employees can view the member list

Quick Permission Reference

Managers Can:

  • ✓ Create new groups
  • ✓ Add members to groups
  • ✓ Remove members from groups
  • ✓ See ALL groups in the organization
  • ✓ Send messages in any group

Employees Can:

  • ✓ View groups they're members of
  • ✓ Send messages in groups they're in
  • ✓ See group member lists
  • ✗ Cannot create groups
  • ✗ Cannot add/remove members

You're All Set!

You now know how to use group chats in XShift AI. Managers can create and manage groups, while everyone can participate in conversations.

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What to Learn Next

Direct Messaging

Send private one-on-one messages

Announcements

Broadcast important messages

Manager Dashboard

Learn all manager features

Team Group Chats for Shift Workers & Schedule Managers | XShift AI