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Memberships & Communities

Communities - How to Manage Members Inside Groups

Confidently manage GHL Customer Care Community Groups. Learn roles, invites, approvals, privacy, automation, and reporting to onboard, organize and protect members.

4 min read982 words9 explained imagesUpdated Thu, 12 Mar at 5:10 AM
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  1. Key Benefits of Managing Members Inside Groups
  2. Understanding Member Roles & Permissions
  3. How to Invite Members to the Group
  4. Invite via Link
  5. Invite via Email
  6. Privacy & Join Flow (Public vs Private)
  7. How to Modify Member Roles
  8. How to Remove or Ban Members
  9. Frequently Asked Questions
  10. Related Articles

Efficient member management keeps your Community organized, safe, and engaging. This guide covers roles and permissions, inviting and approving members, and privacy so you can scale confidently while maintaining control. Learn best practices and avoid common pitfalls with clear, step‑by‑step instructions.

TABLE OF CONTENTS

What is Managing Members Inside Groups

Groups foster interactive discussions, connect individuals with shared interests, and serve as knowledge-sharing hubs. Managing members inside Groups refers to the ongoing workflows admins use to add, approve, organize, and remove people from a Group in GHL Customer Care Communities. Understanding roles, privacy, and access controls ensures the right people can join and participate while admins maintain safety, compliance, and a great member experience.

Key Benefits of Managing Members Inside Groups

  • Clarity of control: Assign roles and permissions so owners/admins moderate effectively.

  • Faster onboarding: Invite by link or email to reduce friction and increase conversions.

  • Stronger safety: Use private Groups and approvals to keep discussions high‑quality.

  • Time savings via automation: Grant or revoke access automatically based on actions (e.g., purchases, refunds, cancellations).

  • Better targeting: Filter contacts by Group for messaging, analytics, and follow‑ups.

  • Revenue alignment: Combine Paid Groups with access rules to reduce churn and protect premium content.

Understanding Member Roles & Permissions

Roles determine who can manage people and content. Picking the right role up front prevents rework and protects your community’s health.

Note: A group can only be Deactivated and cannot be Deleted.

Default roles and typical abilities

A well-structured community group has a hierarchy of roles, each with distinct responsibilities and capabilities. 

  • Owner: Full control, including deactivating the Group, editing settings, and assigning any role.

  • Admin: Manage members and content; invite, approve, remove, and adjust roles.

  • Channel Manager (specific channel): Moderate channel and members for a specific channel.

  • Contributors: Participate in discussions based on Group privacy and channel access.

RoleCreate PostsModerate PostsManage MembersDelete Group
Owner✔️✔️✔️✔️
Admin✔️✔️✔️❌
Channel Manager (specific channel)✔️✔️✔️❌
Contributor✔️❌❌❌

Here's a breakdown of the table:

Create Posts: This is the ability to create and publish new posts in the group. All roles except for 'Owner' and 'Admin' may or may not have this ability, depending on the settings established by the 'Owner.'

Moderate Posts: This is the ability to moderate, or delete posts made by other group members. This ability is typically reserved for 'Owners,' 'Admins"

Manage Members: This includes adding new members, changing members' roles, and removing members from the group. Typically, this ability is reserved for 'Owners' and 'Admins.'

Deactivate Group:This is the ability to pause/deactivate the group entirely. This ability is typically reserved only for the 'Owner' to prevent accidental or unauthorized deactivation of the group.

How to Invite Members to the Group

Choose the invite method that best fits your needs.

  1. Go to Memberships > Communities > Groups.

  2. Login to your group.

    Step 2 of 4: Login to your group What this shows Step 2 of 4: Login to your group. What this shows Shows what this covers for step 2 of 4 in the "Invite via Link" section of "Communities - How to Manage Members Inside Groups". This animation accompanies step 2 of 4 in the "Invite via Link" section of "Communities - How to Manage Members Inside Groups". At this point in the walkthrough you login to your group. For context, this section explains: Go to Memberships > Communities > Groups. Login to your group. Click on Invite Members. Copy the Invite Link and send via email, SMS, WhatsApp, etc. The navigation path used here is Memberships > Communities > Groups. The next step is to click on Invite Members. Step 2 of 4Path: Memberships > Communities > GroupsImage 1 of 9 What this coversLogin to your group.
    Buttons and menus referenced LoginMembershipsCommunitiesGroups.Invite MembersCopy the Invite Link
    Next stepClick on Invite Members.
    All 4 steps in this procedure
    1. Go to Memberships > Communities > Groups.
    2. Login to your group. this image
    3. Click on Invite Members.
    4. Copy the Invite Link and send via email, SMS, WhatsApp, etc.

  3. Click on Invite Members.

    Step 3 of 4: Click on Invite Members What this shows Step 3 of 4: Click on Invite Members. What this shows Shows what to click for step 3 of 4 in the "Invite via Link" section of "Communities - How to Manage Members Inside Groups". This screenshot accompanies step 3 of 4 in the "Invite via Link" section of "Communities - How to Manage Members Inside Groups". At this point in the walkthrough you click on Invite Members. For context, this section explains: Go to Memberships > Communities > Groups. Login to your group. Click on Invite Members. Copy the Invite Link and send via email, SMS, WhatsApp, etc. The navigation path used here is Memberships > Communities > Groups. The next step is to copy the Invite Link and send via email, SMS, WhatsApp, etc. Step 3 of 4Path: Memberships > Communities > GroupsImage 2 of 9 What to clickClick on Invite Members.
    Buttons and menus referenced Invite MembersMembershipsCommunitiesGroups.LoginCopy the Invite Link
    Next stepCopy the Invite Link and send via email, SMS, WhatsApp, etc.
    All 4 steps in this procedure
    1. Go to Memberships > Communities > Groups.
    2. Login to your group.
    3. Click on Invite Members. this image
    4. Copy the Invite Link and send via email, SMS, WhatsApp, etc.

  4. Copy the Invite Link and send via email, SMS, WhatsApp, etc.

    Step 4 of 4: Copy the Invite Link and send via email, SMS, WhatsApp, etc What this shows Step 4 of 4: Copy the Invite Link and send via email, SMS, WhatsApp, etc. What this shows Shows what to copy for step 4 of 4 in the "Invite via Link" section of "Communities - How to Manage Members Inside Groups". This screenshot accompanies step 4 of 4 in the "Invite via Link" section of "Communities - How to Manage Members Inside Groups". At this point in the walkthrough you copy the Invite Link and send via email, SMS, WhatsApp, etc. The navigation path used here is Memberships > Communities > Groups. Step 4 of 4Path: Memberships > Communities > GroupsImage 3 of 9 What to copyCopy the Invite Link and send via email, SMS, WhatsApp, etc.
    Buttons and menus referenced Copy the Invite LinkMembershipsCommunitiesGroups.LoginInvite Members
    All 4 steps in this procedure
    1. Go to Memberships > Communities > Groups.
    2. Login to your group.
    3. Click on Invite Members.
    4. Copy the Invite Link and send via email, SMS, WhatsApp, etc. this image

Invite via Email

  1. Go to Memberships > Communities > Groups.
  2. Login to your group.
    Step 2 of 6: Login to your group What this shows Step 2 of 6: Login to your group. What this shows Shows what this covers for step 2 of 6 in the "Invite via Email" section of "Communities - How to Manage Members Inside Groups". This animation accompanies step 2 of 6 in the "Invite via Email" section of "Communities - How to Manage Members Inside Groups". At this point in the walkthrough you login to your group. For context, this section explains: Go to Memberships > Communities > Groups. Login to your group. Click on Invite Members. Under Email Invite, enter name and email id of the recipient. Turn Administrative Privileges ON / OFF. Click on Send Invite, recipients receive an email with the join action. The navigation path used here is Memberships > Communities > Groups. The next step is to click on Invite Members. Step 2 of 6Path: Memberships > Communities > GroupsImage 4 of 9 What this coversLogin to your group.
    Buttons and menus referenced LoginMembershipsCommunitiesGroups.Invite MembersEmail InviteAdministrativePrivilegesONOFFSend Invite
    Next stepClick on Invite Members.
    All 6 steps in this procedure
    1. Go to Memberships > Communities > Groups.
    2. Login to your group. this image
    3. Click on Invite Members.
    4. Under Email Invite, enter name and email id of the recipient.
    5. Turn Administrative Privileges ON / OFF.
    6. Click on Send Invite, recipients receive an email with the join action.

  3. Click on Invite Members.

    Step 3 of 6: Click on Invite Members What this shows Step 3 of 6: Click on Invite Members. What this shows Shows what to click for step 3 of 6 in the "Invite via Email" section of "Communities - How to Manage Members Inside Groups". This screenshot accompanies step 3 of 6 in the "Invite via Email" section of "Communities - How to Manage Members Inside Groups". At this point in the walkthrough you click on Invite Members. For context, this section explains: Go to Memberships > Communities > Groups. Login to your group. Click on Invite Members. Under Email Invite, enter name and email id of the recipient. Turn Administrative Privileges ON / OFF. Click on Send Invite, recipients receive an email with the join action. The navigation path used here is Memberships > Communities > Groups. The next step is to under Email Invite, enter name and email id of the recipient. Step 3 of 6Path: Memberships > Communities > GroupsImage 5 of 9 What to clickClick on Invite Members.
    Buttons and menus referenced Invite MembersMembershipsCommunitiesGroups.LoginEmail InviteAdministrativePrivilegesONOFFSend Invite
    Next stepUnder Email Invite, enter name and email id of the recipient.
    All 6 steps in this procedure
    1. Go to Memberships > Communities > Groups.
    2. Login to your group.
    3. Click on Invite Members. this image
    4. Under Email Invite, enter name and email id of the recipient.
    5. Turn Administrative Privileges ON / OFF.
    6. Click on Send Invite, recipients receive an email with the join action.

  4. Under Email Invite, enter name and email id of the recipient.

  5. Turn Administrative Privileges ON/OFF.

  6. Click on Send Invite, recipients receive an email with the join action.

    Step 6 of 6: Click on Send Invite, recipients receive an email with the join action What this shows Step 6 of 6: Click on Send Invite, recipients receive an email with the join action. What this shows Shows what to click for step 6 of 6 in the "Invite via Email" section of "Communities - How to Manage Members Inside Groups". This screenshot accompanies step 6 of 6 in the "Invite via Email" section of "Communities - How to Manage Members Inside Groups". At this point in the walkthrough you click on Send Invite, recipients receive an email with the join action. The navigation path used here is Memberships > Communities > Groups. Step 6 of 6Path: Memberships > Communities > GroupsImage 6 of 9 What to clickClick on Send Invite, recipients receive an email with the join action.
    Buttons and menus referenced Send InviteMembershipsCommunitiesGroups.LoginInvite MembersEmail InviteAdministrativePrivilegesONOFF
    All 6 steps in this procedure
    1. Go to Memberships > Communities > Groups.
    2. Login to your group.
    3. Click on Invite Members.
    4. Under Email Invite, enter name and email id of the recipient.
    5. Turn Administrative Privileges ON / OFF.
    6. Click on Send Invite, recipients receive an email with the join action. this image

Privacy & Join Flow (Public vs Private)

Privacy settings control who can discover and join your Group and whether manual approval is required. Choose the mode that balances growth and safety for your audience.

  • Public Groups: Anyone can see the group posts and other members of the group. Anyone can join immediately, no manual approval required.

  • Private Groups: Only members can see the group posts and other members of the group. All join attempts require manual review even when the person uses an invite link.
    Approve or decline via Members → Requested → ⋯ (Three Dots) → Request → Approve or Decline.

    Step 2 of 2: Private Groups: Only members can see the group posts and other members… What this shows Step 2 of 2: Private Groups: Only members can see the group posts and other members of the group. What this shows Shows what this covers for step 2 of 2 in the "Privacy & Join Flow (Public vs Private)" section of "Communities - How to Manage Members Inside Groups". This screenshot accompanies step 2 of 2 in the "Privacy & Join Flow (Public vs Private)" section of "Communities - How to Manage Members Inside Groups". At this point in the walkthrough you private Groups: Only members can see the group posts and other members of the group. All join attempts require manual review even when the person uses an invite link. Approve or decline via Members → Requested → ⋯ (Three Dots) → Request → Approve or Decline. Step 2 of 2Image 7 of 9 What this coversPrivate Groups: Only members can see the group posts and other members of the group. All join attempts require manual review even when the person uses an invite link. Approve or decline via Members → Requested → ⋯ (Three Dots) → Request → Approve or Decline.
    Buttons and menus referenced even when the person uses an invite linkDecline
    All 2 steps in this procedure
    1. Public Groups: Anyone can see the group posts and other members of the group. Anyone can join immediately, no manual approval required.
    2. Private Groups: Only members can see the group posts and other members of the group. All join attempts require manual review even when the person uses an invite link. Approve or decline via Members → Requested → ⋯ (Three Dots) → Request → Approve or Decline. this image

How to Modify Member Roles

As members contribute or take on responsibilities, adjust roles to reflect trust and duties.

  1. Go to Members > Contributors > locate the member >  click … (three dots).

  2. Select Admin, or Contributor (available options depend on your group configuration and your own permissions).

    Step 2 of 2: Select Admin, or Contributor (available options depend on your group… What this shows Step 2 of 2: Select Admin, or Contributor (available options depend on your group configuration and your own permissions). What this shows Shows what to choose for step 2 of 2 in the "How to Modify Member Roles" section of "Communities - How to Manage Members Inside Groups". This screenshot accompanies step 2 of 2 in the "How to Modify Member Roles" section of "Communities - How to Manage Members Inside Groups". At this point in the walkthrough you select Admin, or Contributor (available options depend on your group configuration and your own permissions). The navigation path used here is Members > Contributors. Step 2 of 2Path: Members > ContributorsImage 8 of 9 What to chooseSelect Admin, or Contributor (available options depend on your group configuration and your own permissions).
    Buttons and menus referenced Members > Contributors >>… (three dots)
    All 2 steps in this procedure
    1. Go to Members > Contributors > locate the member > click … (three dots).
    2. Select Admin, or Contributor (available options depend on your group configuration and your own permissions). this image

How to Remove or Ban Members

Banning a member permanently prevents them from rejoining the group. Removing a member only takes them out of the group for now — they can request to join again in the future.

  • To remove/ban: go to Members > locate member > … (three dots) > click on Ban or Remove from Group.

    Step 1 of 1: To remove/ban: go to Members > locate member > … (three dots) > click… What this shows Step 1 of 1: To remove/ban: go to Members > locate member > … (three dots) > click on Ban or Remove from Group. What this shows Shows what to click for step 1 of 1 in the "How to Remove or Ban Members" section of "Communities - How to Manage Members Inside Groups". This screenshot accompanies step 1 of 1 in the "How to Remove or Ban Members" section of "Communities - How to Manage Members Inside Groups". At this point in the walkthrough you to remove/ban: go to Members > locate member > … (three dots) > click on Ban or Remove from Group. Step 1 of 1Image 9 of 9 What to clickTo remove/ban: go to Members > locate member > … (three dots) > click on Ban or Remove from Group.
    Buttons and menus referenced Members… (three dots)BanRemove from Group

Frequently Asked Questions

Q: I have a large list of potential members. Is there a way to invite them all at once?

You can invite multiple members at once by sending out a mass email or SMS campaign with the group URL included. This makes it easy for them to access and join the community.

Q: Can members invite others to the group, or is this feature exclusive to admins and owners?

Go to group Settings > turn the Allow members to invite new members option ON/OFF.

Hides the invite button for members when turned off. Members can only invite others if this is enabled.

Q: I sent an invitation, but the member hasn't joined yet. Can I resend the invitation?

Absolutely. It's possible the invitation was missed, or they haven't had a chance to join yet. Simply resend the group URL or joining email again.


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