Chat Groups allows alumni to communicate, collaborate, and engage in discussions on specific topics within dedicated groups. Whether it's networking, event planning, or sharing professional insights, the Chat Groups feature provides a dynamic way for alumni to stay connected.

To ensure a safe and respectful environment, we've integrated AI moderation powered by OpenAI (ChatGPT), which flags inappropriate content for review by school administrators before it is published.

Step 1:   Understanding Chat Groups

Alumnly’s Chat Groups allow you to create and manage discussion spaces within the alumni network.

Key Features:

• Alumni Request for New Groups – Alumni can request admins to create new chat groups based on specific discussion topics.
• Public & Private Groups –
  • Public Chat Groups – Open to all alumni; members can join, leave, and participate freely.
  • Private Chat Groups – Require admin approval for alumni to join and participate.
• Group Discussions – Alumni can view group members, discussions, likes, comments, and engage in conversations.
• Admin Controls – Admins can:
  • Create & manage groups
  • Moderate discussions (approve or delete content)
  • Approve or remove members
• Multiple Topics – Each group can have multiple discussion threads.
• Automated Notifications – Members and admins receive notifications based on group activity and approvals.

Step 2:   Accessing the Chat Groups Module

1. Log in as an Admin on your alumni site.
2. Navigate to Chat Groups from the main menu.

Overview of the Chat Groups Page:

1. Total Groups – Displays total number of active chat groups.
2. Setup Section – Configure group approval and activity notifications.
3. Create a New Group – Allows admins to create a public or private group.
4. Groups List – Displays:
   1. Group Name & Type (Public or Private)
   2. Members – Total Number of Members in the Chat Group
   3. Members Awaiting Approval – Pending Join Requests
   4. Creation Date & Last Activity Date
   5. Action Buttons – Go directly to the chat group, view, and edit chat group.
5. Draft Groups – Groups that are not yet live and need to be enabled before alumni can access them.

Step 3:   Setting Up Chat Group Notifications

Before creating groups, set up notification preferences for approvals and daily reports.

1. Click “Setup” in the Chat Groups.
2. Configure the following settings:
   1. Join Request Approval Email – The email address where admin receives notifications when alumni request to join a private group or request a new group.
   2. Daily Activity Summary Email – Admin receives a daily email with:
            Group activity summary
            Moderation notifications (content flagged for review)
3. Click “Save” to apply the settings.

Step 4:   Creating a New Chat Group

1. Navigate to Chat Groups and click “Create New Group”.
2. Enter the group details:
   1. Group Name – Enter a name for the group.
   2. Description – Add details about the purpose of the group.
   3. Group Type: 

•  Public – Open for all alumni to join and comment.
•  Private – Only visible to members; alumni must request to join, and admin approval is required.

1. Enable/Disable Group: 

•  Enabled – The group is live and accessible to alumni.
•  Disabled – The group remains in Draft Mode until enabled.

1. Group Image – Upload an image for group branding.
2. Click “Save” to remain on this page or “Save + Exit” to return to the Chat Groups page.

Step 5:   Approving or Declining Alumni Requests for Private Groups

Handling Join Requests:

1. When an alumnus requests to join a private chat group, the admin receives an email notification.
2. Navigate to Chat Groups and locate the group with pending approval requests.
3. Click the group or view (eye) icon to open its details.
4. Go to the Pending Approvals tab: 
          View the list of alumni waiting for approval.
          Select individuals or approve/reject all requests at once.
5. Approved alumni will gain instant access to the private group.

Step 6:   Managing Group Members

1. Navigate to Chat Groups.
2. Click on the group you want to manage.
3. In the Members tab, you can: 

• View all current members.
• Remove members by clicking the delete icon.

Admins have full control over who can participate in each group.

Step 7:   Viewing and Moderating Discussions

1. Navigate to Chat Groups.
2. Locate the group you want to review.
3. Click the “Go To” icon under the Action column to enter the chat group.
4. Here, you can: 

•  View all discussions and comments.
•  Edit or delete comments if necessary.
•  Approve or reject flagged content if moderation is required.

Step 8:   Managing Chat Group Notifications for Alumni

Alumni can control to receive weekly chat group notifications:

1. Alumni navigate to Profile > Email Notifications.
2. They can enable or disable notifications for Weekly Chat Groups Update.

This ensures that alumni manage the chat groups notifications themselves.