How to Create and Manage Group Messages on the Web App

Group Messages help you communicate with multiple related users—like teachers of a lesson or guardians of enrolled students—in one organized and private chat room. Whether you're coordinating a class, aligning with staff, or sharing important updates, Group Messaging keeps everything in one place.

This guide walks you through creating, managing, editing, searching, and deleting Group Messages on the AOneSchools Web App — in a simple and practical way.

Creating a New Group Message

Before you begin, make sure:

• You are logged in as a Superadmin, Admin, or Teacher

• You have permission to access the In-app Messaging module

If you’re eligible, you’ll see the Create New Message button.

How to Create a Group Message

Follow these steps:

1. Log in to the AOne Schools Web App.

2. Click the Message icon on the page header.

3. Click Create New Message.

4. Select Group Message.

5. Select the members you want to include.

6. Click Create Group.

7. Fill in the Group Details.

8. Click Save.

That’s it — your group is ready to go!

Choosing & Selecting the Members

When the Create Group Message window opens:

• You’ll see all active users in your school.

• The list is sorted alphabetically (A–Z).

• You won’t see:

  • Yourself

  • Archived users

To make it easier to find the right people, you can use:

• Filter by Role
  Filter users by their role (e.g., Teacher, Guardian, Admin).

• Filter by Lesson
  Select one active lesson to:

• Show teachers assigned to that lesson

• Show guardians with students enrolled (Active or Frozen only)

• Search by Name

  • Case-insensitive

  • Partial matches supported

  • No character limit

If no one matches your filter, an empty state will appear.

You can combine filters. For example:

“Filter by Lesson + Filter by Role + Search by Name”

All filters work together.

Once you’ve found the right users:

• Tick one or more checkboxes beside their names.

• Selected users will appear in the Selected Members section.

You can adjust your selection anytime by:

• Clicking the X on a selected member’s name

• Unticking their checkbox

Your selected members will remain in place even if you change or adjust filters. As soon as at least one member is selected, the Create Group button becomes active — and you’re ready to move to the next step.

Completing Group Details

After clicking Create Group, you’ll be directed to the Group Details section. This is where you finalize everything before the group officially goes live.

At this stage, keep in mind:

• The group has not been created yet.

• No Conversation ID has been generated.

• It will not appear in the message list.

• It is not searchable yet.

The group will only be officially created once you click “Save”.

Group Profile Picture (Optional)

You can personalize your group by uploading a profile picture.

• Supported formats: JPG, JPEG, PNG, WEBP

• Maximum size: 5MB

• If the image exceeds 5MB, it will be automatically compressed.

After uploading, you can:

• Preview the image

• Replace it with a new one

• Remove it

If you choose not to upload a picture, a default group icon will be used.

Group Name (Required)

The Group Name is mandatory.

• Maximum 120 characters

• Supports letters, numbers, symbols, spaces, and emojis

• Cannot be empty

• Cannot contain only whitespace

If the input is invalid, an error message will appear below the field.

Group Description (Optional)

You may add a description to give context about the group.

• Maximum 500 characters

• Supports letters, numbers, symbols, spaces, and emojis

• Cannot contain only whitespace

This field can be left empty if not needed.

Managing Members Before Saving

In the Members section:

• You (the creator) will appear first.

• Other members are sorted alphabetically (A–Z).

You can:

• Remove members

• Assign members as Admin

• Remove Admin role

When the group is saved, all selected admins (including you) will be labeled as Group Admin.

Finalizing the Group

Once everything looks good, click Save.

The system will then:

• Generate a Conversation ID

• Display a success notification

• Add the group to your message list

• Open the newly created chat room

• Show an information banner announcing the added members

At this point, the group is officially live and fully searchable.

Searching Messages

To find a message quickly:

1. Go to In-app Messaging.

2. Enter a keyword.

3. Click Search or press Enter.

Search works for:

• User Names

• Group Names

It does NOT search message content.

Search is:

• Case-insensitive

• Partial match supported

• Sorted by latest activity

• Paginated if more than 15 results

Clicking a result opens the chat without clearing the search. To cancel the search, click the X in the search bar.

What Happens If a Member Is Archived?

If a member becomes archived at the school level, the system will automatically adjust the group accordingly. The archived user will be removed from the group’s active member list, meaning they will no longer be part of the ongoing conversation.

However, their previous messages will remain visible in the chat history to preserve context and continuity. Beside their name, an Archived icon will appear to indicate their updated status. Additionally, the group will see an information banner in the chat room notifying members that the user has been removed due to being archived.