Social Media

Group Management Basics: How To Be A Great Admin [Facebook Weekly Tips]

Angela Randall 03-12-2013

Have you ever started a group on Facebook? Do you need to know the ins and outs of group management? Could you do with a few pointers? Well, read on.


Recently we looked at some of the best groups you should join or start on Facebook 8 Facebook Groups You Should Join Or Create Today [Weekly Facebook Tips] What can you do with Facebook groups to make your life better? Here are some of the best ideas, so you know what to look for, what to create and why they'll be great. Read More . You may have been tempted to start a Facebook group for your family or some loosely connected friends. So, this week we’ll take a look at some of the best practices of running a group on Facebook.

Online Community Management

When you run an online community, there are some very important things to consider. These include the privacy, moderation, and facilitation of the group, amongst other things. Facebook groups are not unlike other online communities in this way, so you should really take these things into account when running your Facebook group, too.

Facebook Group Privacy

On Facebook, your group can be Open, Closed or Secret. Open groups are completely public. Anyone can see the group, see who is in it, and can read any of the posts. Closed groups are visible, along with membership lists, but no-one outside of the group can see the content. This is ideal for most groups, as it makes them findable, but not public. Secret groups can’t be seen by anyone at all unless they are in the group.


Therefore, you should determine your group privacy setting according to what type of group you’re going to run. If the group is for your school and will have many people you don’t know in it, an open group is ideal. Closed groups are perfect for loosely connected groups who may accept new friends of friends as members on occasion. They are also good for groups that you want to be findable, but which have content you’d prefer to remain private, such as mothers’ groups. Secret groups are perfect for family groups, groups of close friends and groups where the name of the group might potentially “out” someone How To Ensure You're Not Outed On Facebook [Weekly Facebook Tips] You may have heard recently that two gay college students were outed on Facebook because of a public group they were added to. Now, many people are crying out for Facebook to change their ways,... Read More for something they’d prefer to keep private.


You can change your group privacy settings at any time until you have 250 members. Facebook will notify members of the changes.

Note that joining any group will increase your visibility on Facebook, so you should check that your own Timeline privacy settings How To Control Your Privacy With The Facebook Timeline While the new Facebook timeline looks fantastic, there are a few privacy concerns worth keeping in mind. For most people, certain things will need adjusting before you can be completely sure that your posts aren't... Read More are sufficient.

Group Administration

Group moderation is where many groups fail. You need to always have active admins to keep membership current and to curb the spam and other offensive content.

Make a point of adding admins regularly as the size of the group increases. This is really important as anything could happen to the admins you add. They could stop using Facebook, get locked out of their account, get hacked, etc. The more admins you have, the more likely the group will continue to have a future.


When choosing admins, look for people who you know and trust, people who know Facebook well and can therefore fix things if need be, people who are computer literate, and people who understand how to delete posts and ban members when required. You might be surprised how few people actually fit the role when all of these aspects are considered.


To add people as admin for your group, head to the members page of your group. Search or browse for the person you want to add, then click on the gear icon and choose “Make Admin”. This is also how you would remove or ban people from the group.



Note that admins can’t remove admins that have been an admin longer than themselves. Also, to delete a group you need to remove all of the members and then yourself. This means, because the creator is the first admin, you are the only person who can delete your group, unless at some point you remove yourself as an admin or delete yourself from the group.

Membership and Post Approval

To edit your group settings, click on the gear icon in the top-right corner. You’ll now need to make a few decisions on which things need to get approved.

For membership approval, either choose to let any member add and approve new members, or choose to let anyone add members, but keep the approval for admin only. The latter option is ideal if you’re dealing with an open group, as it stops spammers from joining and adding all of their spammer friends. With a small group of friends or family, though, it might be perfectly fine to let anyone add members, since everyone knows who should be included by the very definition of the group.

Posting rights can be set to either admins only or any members. However, you can also choose to allow any member to post, with admin approval for each post. This is a good way to avoid spam messages getting through.



If you don’t do this and a spam post appears, you can click on the arrow to the right of the post and choose “Delete” or “Delete and Remove User”. You can also ban the user from the group if you wish. Be careful with this, though, as sometimes a regular user can be hacked and the hacker will spam all of their groups. Deleting and removing the user is enough to clear up the issue. The member can always reapply to join later.

Group Email Address

A group email address isn’t necessary, but it can be useful. Consider your elderly relatives and whether they are comfortable using Facebook. If they’re okay with email, but not Facebook, you can set up a group email address so these people can use email instead.


Choose the email address wisely as it can’t be changed. It doesn’t need to be an obscure name, either, as only email from people in the group will be posted, i.e., Facebook will only allow posts from email addresses that have been verified by group members. Make it memorable!

Group Info and Tags

If you don’t explain what the group is for, no-one will know if it’s the sort of group they should join. It’s not over-the-top to actually explain these things and to lay down a few ground rules about behaviour in the group’s information field. It’s helpful to members of the group, as they know what to expect.

And yes, do upload an image and set an icon. It’s little things like this that will make your group stand out.


While you’re filling out the information for the group, take a little time to add some relevant tags. You can only choose three, so make sure they are helpful for people searching. These tags link back to Pages, but not vice-versa. They are also used to suggest groups to people as they browse.

Keep Your Notifications On

As an admin, you will need to know when there are important things to approve, or spam to be banished. So, keep your notifications on. You can adjust them so you’re not always bombarded, but it’s important for your group that you do your job as admin. Once your group is over 250 people, everyone’s notifications will be limited to what their friends post in the group (plus any admin activities).

Making Your Group Awesome and Popular

There are so many things you can do to keep your group active, awesome and looking great How You Can Make Your Facebook Group Popular [Weekly Facebook Tips] So, you made a Facebook group but there's hardly anyone in it? Or maybe you made a group for a specific bunch of people, but can't seem to get anyone to be active within the... Read More . Start by choosing the right name, ensuring there are lots of colourful pictures to look at, promoting it actively and then keeping the content fresh.

If your group is inactive, there isn’t much point to it, is there? Even using the group for the purposes of group chat 10+ Great Online Tools For Group Co-Ordination & Meetings How do you manage a team of people who are spread out geographically? How do you co-ordinate international time zones? The concept of working via the Internet has begun to creep into the everyday workplace,... Read More is worthwhile, so keep it in mind.

When if comes to posts, try to keep them varied: a picture here, a question there, an event, a poll, a useful link, useful documents, a random anecdote, etc. Whatever you do, try to get other members of the group engaged and responding. Better still, try to get other people so involved that they start creating the content.

Note that group chats can only be started in smaller groups. Anyone in the group can start it, and it can involve just a subset of the group if required. Once a group chat has begun, any member of the chat can add anyone else to it, whether they are in the group or not. That person will be able to read all of the chat history too.

Facebook Groups Information

Facebook also has a useful guide to using group admin tools, so check that out for more information.

Have any group-management tips you’d like to share? Group-management problem you’ve encountered? Let us know in the comments.

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  1. Diane
    March 18, 2020 at 4:59 pm

    I am a new moderator to a private group. Members had to become facebook friends before I could invite them to the private group. Is there a way for them to be able to not see my personal facebook posts, but still remain in the group?

  2. Christian Sommer
    August 7, 2018 at 9:40 am

    Hi, I am the admin of a group for flight crew, pilots & cabin. We
    have been growing real fast in the first few months but lately hardly any new requests come in, I have a feeling we hardly show up as a recommended group, so I looked at our tags and tried changing some of them, but when I want to use "Airlines" as a tag for example, it gives me all individual airlines to choose from (SAS, KLM, Delta etc.), I can´t find any general tag. Is there a way to change this, or is it a set list?

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  5. Lucia
    October 26, 2016 at 6:41 pm

    Is there a way for a Facebook Group to require the following: if somebody wants to join a group, they need to write a short message with their request to be added? I'm an admin of a new moms group, and we'd like to keep the group safe. I know people can lie in their message, but at least it's one additional way to screen new members to a group.

  6. Christy
    October 22, 2016 at 4:24 pm

    Help! I admin a private group and have marked that posts are moderated. Problem is I do not get notifications when posts need to be approved. I have checked to receive all notifications and turned on text notifications and nothing. I have to go to the page and see if there are any pending posts or scroll through the ridiculously long string of notifications. Is there a way that I can get push notifications when there is a pending post?

  7. Tiffany
    September 24, 2016 at 3:07 pm

    I'm a creator of a closed group. How can I view people who have been previously added but chose to leave? I don't want to upset anyone by repeatedly adding them if they're not interested. Any help you can give me would be greatly appreciated!! Thanks

    • Lisa Wilson
      April 29, 2017 at 11:03 am

      I personally do not like to be added to groups without my permission.

    • Lisa Wilson
      April 29, 2017 at 11:05 am

      I personally dislike being added to groups. I'd rather join myself. Read about how people have been outed (not just sexual orientation but politically and other ways) by being added to groups they did not approve of.

  8. trevor king
    July 1, 2016 at 7:25 pm

    how to stop sales group appearing on the discussion group when posted on the sale group

  9. Pat Pope
    March 20, 2016 at 10:50 pm

    Does anyone have any tips for getting group conversations back on track? That is one of the things that I find often happens in the group I admin--someone posts a question and people inevitably hone in on a portion of what's written and they respond to that. Then, that creates an avalanche, so to speak, as the next person and the next responds to the first person and before too long, the original post's question is not being answered or addressed.

    I've thought of advising people when they post to only include pertinent information. Too often, I think some fill in a lot of details to give context, but people rather than seeing the details for what they are, take to focusing on the details and the main issue is not addressed. Obviously, the more people that respond, the further off-track the conversation gets.

    This is a large group (over 9,000), so I may need some advice specific to managing groups this large. I have group guidelines that are pinned at the top of the page, and they're rather lengthy. Maybe I need to revamp that?

    • Pat Parker
      May 29, 2017 at 10:51 pm

      I have a group of 126k and I add a comment stating that the original poster needs help regarding XXXXXXXXXXXXXXXXXXXX co can we please have some suggestions. I delete comments if need be or even close the post-asking the poster to repost being specific on what is needed. This normally works. It needs a firmness. I found that it was after 8k that I really had to start admiring more.

  10. Juliet Potter
    January 25, 2016 at 10:51 am

    Hi, for the LIFE of me, I cannot google how to ensure you as an admin are not named. ie I want to be the GROUP, not me personally. How can you make sure of this?

    • Pat Parker
      May 29, 2017 at 10:52 pm

      You can only do this on a PAGE unless you choose a different username. There is no facility on groups

  11. Sangita
    January 6, 2016 at 6:12 am

    Can a FB group admin insist on getting my phone number and mail id to stay in the group? Is that not an infringement of my privacy? I know I can leave the group. But, just want to know if it comes under the admin rights. TIA

    • damion
      January 13, 2016 at 10:39 pm

      you need to report him. do not give him your address

    • Michel
      December 9, 2016 at 3:13 am

      I don't see why this would be requirement? Maybe to verify the profile is a real person? There are other ways to verify profiles and I personally would not comply if that info was not already on my profile (in my case it is due to my business)... If you're not comfortable ask for the motives and don't give it...

    • Pat Parker
      May 29, 2017 at 10:54 pm

      I have many groups and a very large one of 126k and I have never ever asked anyone for those details. I don't even have those details of my other Admins. Just leave.

  12. Kenda
    December 31, 2015 at 5:57 pm

    How about an article about the amount of abuse facebook admins take? Anyone? I have a hard time putting my experiences into words. Especially after being made feel worthless due to years of others bad days. I run a Neighborhood Watch Group!!! None of the abuse is safety related. What is this anomaly!?!?! ????

  13. jan
    December 2, 2015 at 5:14 am

    The creator of our group became upset and left the group. Another admin is too ill to cont admin and quit as an admin but is still a member. That leaves myself and another admin.
    We found that some one added a diff. banner picture to our group. Now we're afraid that the creator has a password to get in, is using an alias or gave the password to a member.
    We have no clue how to protect our group. Help! We can't let her ruin this group.

    • damion
      January 13, 2016 at 10:41 pm

      check to see how many admins you may be another admin

      • Cathann00
        March 15, 2016 at 4:56 pm

        Have you tried logging on as the main Admin? Are you able to change the banner? If so, consider trying to change the main email address to yours or try to make a password.

        You might just contact the creator and shoot straight with them and ask them to relinquish the group to you. They might just appreciate it :)

  14. kay collins-schulz
    November 30, 2015 at 4:51 am

    Apparently, some of our new moderators have decided that the old ways are the bad ways and want to eliminate topics from our group instead of just moderating the asses who are posting antagonizing crap. Does anyone know of any moderators guide besides this page? I was hoping that if there were a standard model to use then it wouldn't seem like I was just being bitchy.....which I am certainly feeling like I am on that edge right now!

  15. Gary Quiring
    November 27, 2015 at 2:38 am

    The admin comment that a newer admin cannot remove an older admin is incorrect. I added a friend into my group, made him admin and he was able to remove me as admin from my group. So you have no way to protect yourself if you make other members admin of your group, they could remove you.

  16. Helen
    November 11, 2015 at 6:58 pm

    If someone has blocked me on facebook, can they join a group I have set up? Worried as I don't want comments and postings I can't read in the group.

    • Cgk
      February 7, 2016 at 8:14 am

      Someone who has blocked you CAN join a group you have set up, however in "public" (even though its "closed" or "private") spaces on facebook you will be able to see each other's comments and posts. You will not get notified that they have posted though. It is important to tell your other admins to not accept this person into the group. If they are in the group, you will be able to see their name in the member list and you can choose to remove them and block them from the group permanently. This will make it so that they can no longer find the group in a search and do not have the option to re-join.

  17. Anonymous
    October 19, 2015 at 3:21 am

    Hi, how do I upload the small icon image? I don't see that option for my group.

  18. Anonymous
    October 19, 2015 at 3:19 am

    Hi, I'm the founder of a group with 2 other admins. For some reason I was locked out of my own group and one of my admin's let me back in but now I'm no longer the main admin. What can I do? I've made countess reports to fb help center and nothing's been done.
    Thank you

  19. Anonymous
    October 17, 2015 at 9:08 pm

    Any advice for group members who posts too frequently, constantly burying other members posts? I admin a group for a beloved defunct SF 80's radio station, and there is one member who I think posting to the group page has become his main job. Its making the group not so fun in my opinion. I thought about private messaging him and very sweetly asking him to be considerate to others and not bury their posts, but his settings are private so you can't message him or go to his page. I almost wonder if he's autistic, but I'm not convinced of that and not that I'm judging if he is, just to paint the picture of the dynamics. I'm ready to delete him from the group, but I value him at the same time and he's not doing anything technically wrong, its just annoying. Anyone else been in this situation? Half the time I say let it go, the other half I'm ready to delete him. DAILY. Advice?

    • damion
      January 13, 2016 at 10:42 pm

      comment on one of his posts

  20. Anonymous
    August 25, 2015 at 9:14 pm

    I am so frustrated. I'm an admin for my cat rescue's FB page I cannot find a list of members, my gear doesn't display as instructions allude to and I'd love to remove some members. Any answers that come from FB "support" people Help please.
    Thanks in advance

  21. Marea
    May 22, 2015 at 10:17 am

    Hi I belonged to a "Secret " Group in 2012.. and I posted some Pictures of myself and family members as I did not want to join a Public Discussion Group for private reasons. I left the Group ... I have since seen the Group has gone "Public".. this is my concern I went in and seen where my Photos I had posted of my family members when the Group was "Secret" are still there .
    I contacted the Groups Admin who I am not friends with anymore and asked her to please remove my Photos... she refuses.
    What is my legal right here as I have not given my permission for them to be made 'Public"
    I would like to know what I can do.

    • Cgk
      February 7, 2016 at 8:18 am

      If YOU posted them, then YOU can delete them. Simple enough.

  22. Abbie
    May 21, 2015 at 2:44 am

    I'm admin and trying to delete and block a member from mobile phone. But I can't see her on the list! I can see that she is posting still though. What can I do so she doesn't post if I can't see her name on the list?

  23. amosu
    May 15, 2015 at 11:35 am

    I have created a group of my school "year group". The privacy setting is "PUBLIC". And I have added members to the group and made two of the members administrators. But unfortunately no body nor members can find the group except me. I have gone through the group settings with a couple of social media literates and all seems to be okay. And yet the created group cannot be seen by any one.

    Secondly I always try to share from Facebook to my group on "WhatsApp", but there is no possibility to do so.

    I need an advic or help on both issues.
    Thanx in advance.

  24. elin viken
    April 20, 2015 at 7:16 pm

    I have started a closed group which no one can find unless you are somehow connected to a member. This is so annoying! A solution to this would be very much appreciated!

    • lumalju
      April 30, 2015 at 4:04 pm

      Yup... have same problem...
      Any advice or help.

  25. Mary McGuirk
    April 14, 2015 at 10:08 am

    I have created a facebook group, and am listed as an admin in the members area, but I cannot post as the group name (I have another group and I post as that name, and can see the SETTINGS option at the top of that page) and don't see the settings option at the top.

  26. Susan
    April 1, 2015 at 5:15 pm

    I'm an Admin on a large health oriented group. We changed the group to "moderated" to keep out spam and things that don't fit our description. Some people were taken off of moderation by another Admin that never should have come off.
    Can we uncheck "post approval" to take moderation off, then re-check it and have everyone being moderated again? Or would there be some kind of hiccup with that action? :)
    Thanks!! I appreciate your help and all that you guys do for us! :)

  27. Kayla
    March 24, 2015 at 6:12 pm

    I admin a women's clothing group. I am denying all male requests. A member of the group said I could get the group shut down for doing this. Is this true? I feel like I am admin and can add or not add anyone I want.

  28. nimish nayal
    March 10, 2015 at 11:30 am

    Hi i have created facebook group but i need sum help from you guys. Do i need an app to help me add admins to my group?. Coz currently through fb i cabt find option to add admin.

    • Kez
      March 10, 2015 at 1:16 pm

      Go to the members list and underneath the member names is a 'cogwheel'. Click on there and it gives you options for that member.

  29. Trauko
    February 25, 2015 at 12:39 pm

    Hope you can advice me. I am an admin of a closed group but not the creator. I have noticed that our group cannot be tagged when mentioned in posts of other groups or individuals (the name doesn't turn blue to provide a link). Can this be fixed? And if so, can I do it or does it have to be the creator? Thanks!

  30. NYGriego74
    February 21, 2015 at 12:59 am

    I am in a group that has two administrators but neither of them are handling the group well. We have an issue with one or two people who need to be removed due to their harassment upon our members. I tried contacting both admins but they have not responded at all! We really need to get rid of these two members because they are destroying the group! I am open to becoming the group admin myself being that I am active in that group much, much, more often than the current administrators themselves!

  31. Gloxie
    February 15, 2015 at 6:27 pm

    Hi Good day, I am one of an admin in the group not to mention the name, Why is it some changes Happen? Before anytime we can change Closed group into secret, but then I want to make it again from secret to Closed group it didn't work.No more Choices /options showed .My question is How can we make from secret group to closed group?Thank you,

  32. Daniela
    February 12, 2015 at 2:55 pm

    I admin an alumni group and trying to post regularly about master-classes, some projects, competitions, etc. However, the group is still inactive :( I will really appreciate if you could give some advice how to make it active, write comments, post photos, etc.

  33. Amanda Hatch
    February 6, 2015 at 5:06 pm

    Is it possible for Facebook to change a group from Open to Closed without the admin knowing or authorizing it?

    • Angela Alcorn
      February 11, 2015 at 2:44 pm

      Not that I know of... Maybe another admin did it?

  34. Karen
    January 15, 2015 at 2:32 pm

    I am having a problem...I admin two very large community groups, and there is a third I don't participate in. There has been a significant tragedy involving two families who live in the town. Of course, people would LOVE to discuss this tragedy, but I feel it is a horrible violation of these families privacy at a horrible time in their lives. I have deleted conversations as they start. Some people feel this is censorship. I feel I am, as group admin, responsible for the content of the group. Any advise? Are there any support groups for admins LOL?

  35. Anonymous
    January 5, 2015 at 12:58 am

    I'm not sure if This is a part of your expertise (or if you want it to be!), but I have a question about what amounts to a personality clash on a Facebook group. It's a private group, and I didn't actually join the group; the sole administrator messaged me, and said I should join the group ... and the next thing I knew, I was a member.

    The group is made up of people who lived in my hometown, so many of us either know each other, or know OF each other. I only know of the admin, and he seemed pleasant enough. After I'd been a member for a while, I asked the admin if it was possible that the group name (which was misspelled) could be corrected. The result (after several back-and-forth communications) was that he removed and blocked me from the group!

    I heard from a few group members I know that the admin has a fragile ego, and took my request as an affront, and that he is quite rigid in his opinions and dealings with others. When he saw my request on the group page, he responded, "Please message me privately," and after messaging me to ask, "What's with the English lesson?" he went on about how some things should not be posted o the group page for all to see. Of course, I disagreed, saying thatI thought it should be a group decision (and a few members had already "liked" my suggestion.} We went back and forth -- I, defending my request, which I didn't see as "offensive" ... and he, trying different angles to explain why he was upset -- I should have kept to the subject (which concerned entertainment), rather than bringing up the misspelling; Any "problems" I want to discuss should be directed to him "privately," etc.

    You get the "gist" of this incident, I'm sure. My question is this: In this case, is it simply up to the group itself to decide whether they are happy with the administrator? I don't think he has done anything that Facebook would find offensive, according to their guidelines. On the other hand, I wonder if an admin is meant to be free to simply remove and block someone he doesn't agree with.

    I was not the only member to have been dealt with harshly. One of the members who "liked" my original inquiry about correcting the group name made a comment (just agreeing with mine, when I said that our group name should reflect the excellent education we were lucky enough to have in that area of the country. (I brought that up, because the admin questioned why I wanted the name changed.) So, these two comments about the education we had in common were deemed by the admin as "going off-topic," which I know from being on other forums, is seen by very, very few admins as straying too far from the topic.

    So, in your opinion, do I not have any recourse to what I believe was unfair and vengeful treatment on the part of the admin? Is this considered more of a "personal" matter that would not concern Facebook?

    Thank you for any feedback.

    • Angela Alcorn
      January 5, 2015 at 8:33 am

      There's not a lot I can do here. Unless there is an admin of the group that became admin before this guy, he is the top dog and anything he says goes. Unless the group needs to be banned Facebook doesn't really want anything to do with it. Facebook figures that if you don't get along with people in this group you'll just start your own. Sorry to hear you're dealing with childish behaviour from the admin though. Some people! :)

  36. neville
    May 30, 2014 at 2:51 pm

    I have set up a secret group which needs my approval for new members. A member has added friends but I can not find a button to approve them.

    • umar
      April 29, 2015 at 6:27 am

      they are approved by members automatically

  37. Madhavan
    December 4, 2013 at 9:20 am

    Thanks for the article!!!