I. Overview

Department group is designed to facilitate communication between members and improve the management efficiency of the department. Members who join the department are added to the department group automatically, and those who leave the department are removed from the group automatically.

II. Create a department group

1. Enable “Department Group” in “Chat Management”.
2. Group chats can only be created for departments without sub-departments, and cannot be created for the root department.
3. When the number of members in a department is equal to or greater than 3, a department group will be automatically created.
4. A department head is selected as the department group owner automatically. If there is no department head, the group owner will be selected randomly.
5. The group name defaults to the department name and can be manually edited. The group name will have a special “Department” icon on the right.
6. Members whose Contacts permissions are set to “Restricted Access to All” or “Hidden” in the [Admin Console -> Contacts Management] will not be automatically added to department groups.
7. Each department can only have one department group, which only includes members of the current department, not members of sub-departments.
8. A department group cannot be initiated manually.

III. Manage a department group

1. Members who join the department are added to the department group automatically, and those who leave the department are removed from the group automatically.
2. Department group name can be modified, and members can be added or removed manually.
3. The maximum number of members in a department group is 2,000.
4. A department group is not deleted automatically and can still be used when all department members leave or the department is deleted.

Notes: For unverified companies, the member limit for internal groups such as all-member groups, department groups, and interconnected groups is 500.
For existing internal groups, if the member count has exceeded this limit, no new members can be invited to the group; if the member count is under 500, new members can continue to be added until the limit is reached.
If an admin attempts to create a group with a member limit exceeding 500, but the company is unverified, that member limit setting will not be applied.

IV. How to Disband/Disable a Department Group

Currently, disbanding a department group is not supported; only disabling a department group is available. The group owner can disable a specified department group in “Group Management”. When disabled, group members cannot send messages in this group chat, and will no longer be synchronized with department members.
Additionally, super administrators can disable all department groups under [Chat Management -> Department Groups]. When disabled, all department groups will become common groups, and group members will no longer be synchronized with department group members. At this point, group owners can disband the group chat under “Group Management”.
When disabled, reopening the department group switch, a new department group will be generated for all departments that meet the conditions for creating a department group. The original “Department” label on the department group will disappear, and in-group chat will promote: “The enterprise administrator has disabled the department group, and the group members will not be synchronized with department members”.

1. Disable in the Admin Console

Go to “My Company” -> “Chat Management” -> “Department Group”.

2. Disable in the app

Go to “Workspace” -> “Manage Company” -> “Chat Management” -> “Department Group”.

V. Reasons for the failure to join a department group

1. Department group is not created for the member’s department.
2. “Department Group” is disabled by the admin.
3. The number of members in the department group has reached the limit of 2,000.
4. The member is restricted from viewing Contacts. The member is “Restricted Access to All” or “Hidden” in the Contacts.

VI. FAQs

1. A member is not automatically added to the department group.

（1）Check if a department group has been created for the member’s department.
（2）Check if Department Group has been disabled by the admin.
（3）A department group can have up to 2,000 members. If the limit is exceeded, new members will not be automatically added.
（4）Members who are set “Restricted Access to All” or individually set to be hidden in the Contacts will not be automatically added to the department group.
（5）Check if the member has voluntarily quit the department group or has been removed by the group owner.
（6）There may be a delay in joining the department group. It is recommended to log out and log back in after 2 minutes to check again.
(7) If multiple departments along the department path have department groups, members will only join the department group of the lowest-level department.
For example: If a member’s department path is A/B/C, and both departments B and C have department groups, the member will only join department group C.

2. A member is removed from a department but is not automatically removed from the department group.

（1）If the member did not join the department group due to department changes, they will not be automatically removed from the group when they are removed from the department.
（2）When there is only one person left in the department, removing them from the department will not automatically remove them from the department group.
（3）If Department Group is disabled and a member is removed from the Contacts, they will not be automatically removed from the group chat.

3. Non-department members have joined the department group.

（1）It is possible that the member was invited to the group by another group member.
（2）It is possible that the member joined the group by scanning the group QR code.
（3）It is possible that the department group has been renamed, but it actually represents the member’s department.
For example, the member is in department A in the Contacts, but the department group is named as department B. In reality, this group is the department group for department A.

4. The “XXX joined the group” notification does not appear when a new member joins.

For department groups and all-member groups with more than 500 members, the “XXX joined the group” message is not sent. Please check if the group has reached the limit of 500 members.

5. A department group is not automatically generated.

（1） “Department Group” must be enabled in “Chat Management”.
（2）A department group can only be created for the lowest-level department (without sub-departments) in the Contacts, not for the root department.
（3）The members of the lowest-level department must be ≥3 (at least 3 members with access to the Contacts), and at least one member needs to log in to the company.
（4）If a department is newly changed to be the lowest-level department, you can try changing the department members or resetting the department to trigger the generation of the department group.