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This article focuses on the settings and permissions needed to manage a Google Chat Space and covers the following topics:
Members can be added individually to a Google Chat Space or an entire Google Group can be added. For adding members in bulk, it is easier to use Google Groups. The Space Managers must also be an Owner or Manager of the Google Group.
Membership for some Google Chat Spaces will be managed by Restricted Mailing Lists, which can only be managed by approved faculty and staff. Restricted lists are groups of student, staff, and faculty email addresses organized by preset criteria, such as program, major, school or on-campus residence. These lists are created in Google Groups and updated automatically.
A Google Chat Space Manager can still add additional members to the Chat Space individually, and these members will not be added to the Google Group.
Adding Individuals:
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Open the desired space in Google Chat.
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Click on the space name at the top.
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Select Manage members from the menu.
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Click Add and type the name or email address of the person you wish to add.
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The space will appear in their list of spaces. To ensure they are aware that they have been added, the Space Manager should also notify them directly, for example, by emailing them the Space URL. To find the Space URL, choose the Copy link to this space option from the Space menu>
Removing Individuals:
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Open the desired space.
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Click on the space name at the top.
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Select Manage members.
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Find the member you wish to remove and click the more or three-dot menu next to their name.
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Select Remove from space.
Changing the Role of Individuals, for example, to a Space Manager
- Open the desired space.
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Click on the space name at the top.
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Select Manage members.
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Find the member you wish to make a Space Manager and click the three-dot menu next to their name.
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Select Make Space Manager.
Using a Google Group (Highly Recommended!)
Google Groups is the most efficient way to manage space membership.
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When creating a new space, you can add a Google Group directly. All group members will be automatically added to the space.
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For existing spaces, go to Manage members and click Add. Type the name of the Google Group.
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Benefit: When members are added or removed from the Google Group, they are automatically added or removed from the associated Chat Space, significantly reducing administrative overhead.
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Benefit: Members can be added to a Google Group in bulk by copying and pasting from a column of emails in a spreadsheet. Google Chat Space members must be added individually.
In Space settings, you can control Access, Permissions and whether posts can be generated via email.
Access your space settings by clicking the space name at the top and selecting "Space settings."
Set who can access the space:
Private: Only specifically invited people can access the space. This is the default setting for all spaces.
St. Edward’s University: Anyone at St. Edward’s–including students– can access the space.
Who can manage access? By default all members can manage access. Recommendation: Space Managers only.
These settings determine who can access specific features.
Recommended Permissions for Spaces
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Modify Space board and details: Space Managers only
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Turn History on/off: Space Managers only
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Use @all: Space Managers only
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Apps: Space Managers only
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WebHooks: Space Managers only
Below is a more detailed look at the permissions.
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Modify Space board and details. Space boards are dedicated areas for pinning important items, such as messages, files, and links, within a conversation or space. Recommendation: Space Managers only
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Turn History on/off. History determines whether messages are permanently saved and searchable within the Space. By default History is turned on for all Spaces and it is recommended that History remain on for all Spaces as it is crucial for maintaining a record of discussions, decisions, and shared information. It also allows new members to catch up on past conversations and ensures continuity. Recommendation: Space Managers only
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Use @all. This option controls whether a member can @mention all the other members, which will send notifications to them. Recommendation: Space Managers only. Overuse of "@all" can lead to notification fatigue and desensitize members to truly important announcements. By restricting it, you ensure that this powerful notification is used sparingly and only for critical information, making it more impactful when it is used.
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Apps. This setting controls who can add and use Google Chat apps (such as Poll, Asana, and Trello) within the space. Recommendation: Space Managers only: This provides more control over the tools being used in the space and can prevent clutter or misuse of apps. Managers can strategically introduce apps that genuinely enhance workflow.
While it is possible to set up an email address that allows users to post via email, this is not recommended as it could lead to spam posts.
Space managers can add or edit the space description so that others know its purpose. To manage members’ expectations, you can add or edit guidelines.
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On your computer, open Google Chat.
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On the left, select the space.
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At the top, click the space name and then Space details.
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In the window that opens, add a description and guidelines. For an example of a Space description and guidelines, see Model Space Details: Google Chat Spaces, or check the details of another Space.
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Click Save.
Clear guidelines ensure a productive and respectful environment within your Google Chat Space. When setting up a space, consider pinning a "Welcome" or "Guidelines" message to the top.
When setting up your space and communicating guidelines, remember to:
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Pin Important Messages: Google Chat allows you to "pin" messages to the top of the conversation. This is ideal for your Space Guidelines, important announcements, or frequently referenced links.
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Provide a Clear Introduction: When new members join, ensure they can easily find the purpose and rules of the space.
There is no option in Google Chat for post moderation except for deleting a message or restricting the right to post to Space Managers alone. Space Managers should clearly communicate guidelines for posting.
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Space Managers can add Guidelines to the Space Details.
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Space Managers can create a Guidelines post and Pin it to the Board so that it is always present. To do so, after creating a post, click on the More Actions button (3 vertical dots) and select Pin to Board.
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Create an Announcement Space. The space must be created as an Announcement space when it is created. You can’t change an existing space into an Announcement space. In an Announcement Space, only Space Managers can post, manage permissions, and add members. Members can use emojis to react to a post.
Space managers can delete any message in a space. Space members can only delete their own messages. When a message is deleted, other Space members will see “Message deleted by its author.”
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On your computer, open Google Chat or Gmail.
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Select the space.
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Point to the message you want to delete.
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Click More options (3 vertical dots) and then Delete.
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In the window that opens, click Delete.
Apps can add interactivity to a Space. Apps can be added by Space Managers or by all members, depending on permissions.
To add an app
Once you add an app to a space, Space Members will receive a message from that app in the Space on how to use it.
The Poll app is helpful, as it allows for quick and informal consensus-building on various topics (e.g., meeting times, preferences). Once it is added, to create a poll, select the Poll app from the integration menu, then choose "Create a poll."