Summary: This guide is for network administrators, department heads, and project leaders who need to set up dedicated collaboration spaces in Speakap. Groups let you keep discussions together, manage project handovers, and keep the right segments of your workforce securely connected.
Creating a new group
Whether you are setting up a temporary cross-functional task force, a permanent local department hub, or a casual social group, building a new space takes just a few clicks.
Because group infrastructure changes your network layout, you must complete this process on the desktop web platform:
- Click your avatar in the top-right corner of the screen and select Settings.
- From the settings menu, choose Group Settings.
- Click the plus icon (+) at the very top of the left-side configuration panel.
- Fill in the basics:
- Group name: Keep it clear and recognizable for your employees.
- Description: Explain the exact purpose of the space.
- Network location: Assign its structural home within your organizational chart.
- Choose your visibility and privacy boundaries by selecting one of the four group types: Public, Restricted, Private, or Secret. For a full comparison of what each type means, see Groups: Types and Visibility Settings.
- (Optional) Upload a custom group profile image. Image specification: For optimal rendering across both desktop feeds and mobile lock screens, make sure your uploaded image is at least 250 x 250 pixels.
- Click Create to make the group live in your network.
Managing your group
Once your group is live, it appears in the left-hand panel of your Group Settings dashboard. Clicking on the group opens a central management view divided into five tabs:
- Members: View a live headcount of every employee currently in the group.
- Invitations: Monitor pending invitations sent to internal or external users who have not yet joined.
- Requests: Review, approve, or deny incoming membership requests from employees.
- Widgets: Customize the layout of your group page. You can reorder interactive blocks or delete unused widgets to keep the sidebar clean.
- Preferences: Access the core moderation toggles. This is where you decide whether standard group members can post updates to the timeline, or whether the feed is restricted to admin-only announcements.
Deleting a group safely
If a project concludes or a team structure dissolves, you can remove the space from your network entirely.
To delete a group, go to Group Settings, select the target group from the left panel, and scroll to the very bottom of the General tab. Click the Delete Group option.
Warning: deleting a group is permanent. Deleting a group is completely irreversible. It does not simply hide the space; it instantly removes everything from our servers, including all historical timeline updates, employee comments, shared media files, and attached documents. Back up any critical business files locally before confirming the deletion.
Frequently asked questions
Can I create or configure a new group using the mobile app?
No. To prevent accidental directory restructuring, group creation and backend administration tools are strictly desktop features. Log into a web browser to build, configure, or delete groups.
What is the difference between a Private group and a Secret group?
Both protect your internal content from non-members, but they behave differently in the directory. A Private group can still be seen in search results by non-members (allowing them to send a join request), whereas a Secret group is completely invisible across the network. Users can only find a Secret group if an administrator explicitly invites them. See Groups: Types and Visibility Settings for the full breakdown.
Can I invite external clients or vendors into my project groups?
Yes. Both the Invitations and Requests tabs let you explicitly invite external email addresses into your group, making it a good tool for secure vendor alignment or third-party project tracking.
What happens to my corporate files if I delete an obsolete group?
The moment you click "Delete Group", a hard deletion triggers across our file servers. Every document, layout widget, and conversation thread tied to that space is instantly destroyed. If you need to preserve those logs for compliance or HR auditing, we recommend muting group notifications or disabling member posting privileges under the Preferences tab instead of deleting the space.
Still stuck?
Email us at support@speakap.com with your network name and the group you are setting up or removing, and we'll help you out.