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Kaizala Groups

With Microsoft Kaizala, you can send instant messages, pictures, documents to other Kaizala users. You can also create Kaizala Actions, like polls and surveys and send to an individual user or a group. You can create Kaizala groups and add users to the groups individually or in bulk. The groups may be created either from the mobile app or through the Kaizala management portal. Bulk creation and management capability are only available through the Kaizala management portal.

Check out Kaizala users for information about adding users to Kaizala Groups.

Kaizala Groups

There are two type of Kaizala groups:

Screenshot: Kaizala organization groups view
  • Kaizala Organization Groups These groups belong to your organization and are created in the Kaizala management portal. If these Kaizala groups were created through the mobile app, the group admins can link them to the organization through Settings page or from the private groups tab. Kaizala group admins can manage the groups that they are admins of. Office 365 global admins will have access and ability to manage all organization groups, even if they aren't a member or admin of the Kaizala group.

  • Kaizala Private Groups These are groups that aren't linked to any organization and are created on the mobile app. Kaizala private groups can't be managed in the Kaizala management portal. Only Kaizala group members and Kaizala group admins can view or manage private groups. To be able to manage these groups, the Kaizala group admin has to link them to an organization group.

Create Kaizala Groups

Follow the steps to create a new Kaizala group.

  • On the Kaizala management portal, from the left navigation bar, choose Groups, and then Create Group, enter group name and click or tap Create.

    Screenshot: Enter the name to create a new Kaizala group
  • On the Users tab, make sure the phone numbers are the right region, and then enter a phone number for each user you want to add to this Kaizala Group or enter a list of comma-separated phone numbers in the text box. Then click or tap Add users. For example, to add 3 users, enter: 99885544, 99885543, 99885542.

    Screenshot: Add users to Kaizala groups

Once you've added users to Kaizala Groups, you can now start sending surveys, polls and other actions on mobile app. Check out creating a Kaizala Action for more details.

Add multiple user phone numbers to a Kaizala Group

If you want to add several users without using the comma separated list, you can add multiple users using Bulk upload. There are two types of groups:

  • User Group Mapping Use this CSV template file to enter the group name, users' phone numbers and user type. You can add multiple groups at a time. The CSV template file contains the instructions and examples. Read the instructions carefully before filling and uploading the file. This file is mandatory and must be uploaded before proceeding to next step.

  • Parent Group Mapping Use this CSV template file to define the group hierarchy. Parent group name and child group name can be provided in the list to setup the groups per required organization structure. This file is optional. If the corresponding group name doesn't exist in the template CSV file, those groups are ignored in the parent group mapping file.

Screenshot: Bulk add users to Kaizala

You can add these groups and users all at once from an Excel spreadsheet or other file saved in CSV format. Not sure what CSV format is?

  1. Click or tap Groups, and then click or tap Bulk Upload Users.

  2. On the Bulk Upload Users page, first download the User Group Mapping CSV template file and follow the steps to add your groups and user phone numbers. If want to define group hierarchy, download and use the Parent Group Mapping CSV template file. Save the file to a location that you'll remember.

  3. After you've saved the file, on the Bulk Upload Users page, select the file you saved above, and click Upload.

    Note: If there are problems with the file, the problem is displayed in the panel. Click on the job time stamp link to see the detailed logs.

  4. If there aren't any problems with the file, click Upload to upload your groups and users info.

Add a Kaizala subgroup

  1. On the Kaizala management portal, from the left navigation bar, choose Groups, and then chose a group from the dropdown list and click or tap Add Group.

    Screenshot: Add a Kaizala  sub-group to a parent group

Remove a sub-group

  1. On the Kaizala management portal, from the left navigation bar, choose Groups, and then chose a group from the dropdown list and click or tap Remove.

    Screenshot: Add a Kaizala  sub-group to a parent group

Export Kaizala Groups information

You can export all Kaizala groups information to a CSV file.

  • On the Kaizala management portal, from the left navigation bar, choose Groups, and then chose Bulk Upload Users.

  • Click or tap Export Existing Groups.

You can then view groups and users information from an Excel spreadsheet or another app that can open CSV files. Not sure what CSV format is?

Troubleshooting Kaizala Groups

Read this section to help troubleshoot groups issues that you're having in Kaizala.

For each bulk upload activity, there is a unique job that gets created. From the Kaizala home page, go to Groups, Bulk Upload Users to view bulk upload jobs history. Find the job that you're having issues with and click on the job name to see if there's any errors. Read the error log to find any errors. Fix the errors and then try to re-run the bulk upload again.

By default, when a group is created from mobile app, it's created as a private group. You can convert this to an organization group from the Settings page in the Kaizala admin portal. You can also convert an organization group into a private group, but you can't convert a private group to organization group or vice-versa from the mobile app.

This is by design. Kaizala organization admins can only see the organization groups. You can't see other private groups unless you are a member or administrator of the group.

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