Managing WeChat Groups - Best Practices

This topic describes the best practices for managing WeChat groups.

Restrictions and Compliance

Group Archiving Requirements

When you add archiving users to groups or create groups as a WeCom archiving employee, the following requirements apply:

• All group chat records are archived by default when you add an employee with a WeCom archiving identity to the group.

• Groups that you create as a WeCom archiving employee are subject to archiving.

• Archiving applies to all participants regardless of their role. If a WeChat user refuses archiving, the system removes that user from the group chat.

User Identification Limitations

User identifiability in groups depends on whether WeChat users are registered as customers. Consider the following limitations:

• Only WeCom users and WeChat users added as customer contacts display identifiable information through the API.

• Regular WeChat users do not have accessible nicknames through the API due to privacy protection regulations. These users appear as "unknown" in the group unless you add them as customers.

Configuring Group Security Settings

To protect your groups from harassment and unauthorized changes, enable all three group management options:

1. Restrict Group Name Changes: Only the group owner can change the group name. Participants cannot modify it.

2. Require Confirmation For New Members: New invitations require confirmation from the group admin or owner.

3. Disable Member-To-Member Adding: Prevent participants from adding each other. This reduces harassment risk between external users and lowers the risk of the group being reported. This protects both your organization and users.

Adding External WeChat Users to Groups

You can add external WeChat users to groups using one of two methods, depending on your workflow and customer relationship stage.

Option 1: Pre-Approval Method (Preferred)

Follow these steps to add a customer who has already added you as a contact:

1. Share your WeCom business card to the WeChat user. Alternatively, have an existing group member share the group admin's contact to their connections.

2. The customer adds your business card first.

3. The system automatically records the WeChat ID and username in the customer list, and the customer becomes identifiable.

4. Manually add the customer to the appropriate group. The customer's nickname now displays in the group next to their messages.

Advantage: The customer is identifiable from the start.

Option 2: Post-Join Method

Follow these steps to add a customer to your group first, then make them identifiable:

1. Share the group QR code to the WeChat user.

2. The customer joins the group, appearing as "unknown."

3. Share your contact card and request the user to add you.

4. Alternatively, manually add the user by selecting their avatar and choosing "Add to Contacts."

5. Once you add the user as a customer, their nickname displays in the group next to their messages.

Note: This method may require additional verification steps.

Making Users Identifiable in Groups

Once users join your group, you can make them identifiable through business card sharing or manual addition.

Sharing Your Business Card

Help WeChat users add you as a contact by sharing your business card in the group:

• Select your business card in the group.

• WeChat users can select the shared card to add you to their contacts.

• This allows WeChat users to add themselves to your contact list.

Manually Adding Users

If users do not add you through your business card, manually add them to your contacts:

1. Select the user's avatar in the group.

2. Select "Add to Contacts."

3. Follow the prompts to complete the addition.

Best Practices

Establishing strong group management practices reduces risk and ensures compliance with archiving requirements and user expectations.

Registering Customers

When new users join your group, establish their identities using this process:

1. When an unknown user joins, proactively reach out to them.

2. Share your WeCom QR code or business card.

3. Request the user to add you as a contact.

4. Once added, the user becomes identifiable in the system.

Minimizing Account Blocking Risk

Protect your account and users by following these practices:

• Avoid mass invitations or aggressive contact adding. Instead of adding users, invite them to add you.

• Operate groups within normal usage patterns. Avoid harassing users and stop inappropriate communications.

• Set group limitations to prevent users from adding and harassing each other.

• Regularly review group settings and membership.