Prevent Members From Leaving Google Groups

Introduction

In this article, you will explore how you can effectively use the xFanatical Foresight Automation tool to maintain your group's membership and foster a thriving community. Managing a Google Group can be a rewarding experience, but it can also come with its own challenges. One of the most significant issues group administrators face is preventing members from leaving. Fortunately, the xFanatical Foresight automation tool offers a comprehensive solution to this problem.

However, there is an issue here that makes it even more difficult to manage, especially when the members decide to leave Google Groups without the approval of the admin.  

Why do People Need to Prevent Members from Leaving Google Groups

Companies add employees to a Google Group to improve communication and stop any disruptions in the workflow. However, there are no default functions in Google Groups where they can restrict them from unsubscribing from Google Group email or from leaving the group.

As a result, employees often leave the group without the group manager/admin/owner's approval. This leads to mismanagement by group owners and managers, and also leads to miscommunication, because the members who left, will not know what has been discussed in the group.

Now, this is a prevalent issue in almost every organization, and there is a need for an urgent solution to this crisis. So, read on to learn more about that.

How to Set it?

But why do we have a problem with Google Groups? This problem exists in the Google Group Settings. Strangely, the Google Group Settings API has this setting included in its code which is 'who can leave group'.

In the write-up, we will explain what can be done with the help of this hidden setting. We shall also explain what values need to be changed to activate this setting. Then we shall demonstrate how Foresight shall help in solving the problem easily and effectively. 

How do Members Leave Google Groups or Unsubscribe From it

If Google Group members no longer want to be a part of the group, then they can choose one of the three methods –

• Unsubscribe from the group's email - No longer receive an email when there’s an activity in the group, however, you are still a part of the group.
• Leave the group - Once this action is completed, you cannot access the group if it isn't public.
• Modify your settings - If the Add me to their groups setting is on, a group manager can add you to a group without your permission and then send you messages from that group. Stop people from directly adding you to a group by following the instructions in I'm in groups I didn't join.

Unsubscribe or Leave a Group using Google Groups

Users can unsubscribe by signing into their Google Groups account and changing the settings for leaving the group. They need to look for Subscription in the settings and then click the displayed option to select No email. Or they need to click Leave group <-]. Then you need to click on Yes, leave group.

Users can also unsubscribe and leave a group using email by emailing the group name+unsubscribe@group domain. You don't need any content in the body of this email.

Introducing xFanatical Foresight Automation tool

xFanatical Foresight automation tool is an automation platform designed to help Google Workspace administrators streamline and enhance their management tasks. It provides features to prevent members from leaving Google Groups, offering more control and stability in group management. This tool not only saves time but also ensures that your Google Groups operate smoothly and efficiently.

Demo Video

Instructions

To begin, we need to create a CSV file that includes the email addresses of all the groups. For this demonstration, we have created three groups.

Rule Creation 

1. Log in to your xFanatical Foresight account with your Google Admin account. 
2. Go to theRules page and click the New Rule button.
3. Select the Data uploaded trigger from the select a trigger screen.
4. Click on the upload box and upload the downloaded .CSV, wait for the CSV to be parsed.
5. Click Next.
6. On the Select an action screen, click the Update group setting action.
7. Ensure xFanatical Foresight obtains access permission from your Google Workspace Account. You’ll see the Access granted status.
8. In the Group email field, select the Email variable from the drop down.
9. Next, locate the Who can leave group field and set it to None can leave.
10. Click Review.
11. Enter the Rule name and then click Create.

Rule Triggering

• Click Upload Icon and then upload the same .CSV file again. The process will take a few seconds.

Verifying Results

1. A notification will appear in the top right-hand corner. Click on it, then select View log.
2. Additionally check the Logs page for the status of successful rule triggering.
3. After confirming that the rule has been successfully executed, navigate to your Google Groups page and check the Groups dashboard. You'll notice that the groups listed in the CSV file no longer have the leave option available. This means that members are now unable to leave these groups.

Conclusion

Using xFanatical Foresight automation tool to prevent members from leaving your Google Groups is a proactive approach to maintaining a cohesive and engaged community. By automating this process, you can address potential issues before they lead to member departures. Coupled with best practices and a positive group culture, xFanatical Foresight can help you keep your Google Groups strong and vibrant.

If you have yet to install Foresight, check out this quick start.

Please visit the  xFanatical Foresight Automation tool to learn more and sign up for a free trial.