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Memberships & Communities

How to Make Groups Private in Communities

Create private groups in GHL Customer Care for confidential discussions and focused collaboration. Manage access, roles, and settings in a secure, flexible space.

5 min read1,121 words7 explained imagesUpdated Thu, 20 Nov, 2025 at 10:24 AM
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  1. Benefits of Making Groups Private/Public
  2. Use Cases of Making Groups Private/Public
  3. How to Make Groups Private/Public
  4. Step 1: Creating and Managing a Group
  5. Step 2: Convert to Private
  6. Membership Management
  7. Group Visibility
  8. Frequently Asked Questions
  9. Related Articles

Private groups are specialized, restricted-access communities that allow for confidential discussions and collaboration. Administrators and owners can create and manage these groups, defining roles and approving membership requests. They provide a secure environment for focused interaction, making them perfect for exclusive engagements or sensitive projects.

TABLE OF CONTENTS

What is Making Groups Private/Public in Communities?

Private groups are specialized communities designed for controlled access and confidential discussions within the platform. These groups are accessible only to authorized members, ensuring that the content and conversations are restricted to those specifically invited or approved to participate.

An integral part of community management, private groups offer a range of functionalities. Owners and admins can create and manage these groups, converting regular groups to private ones. The distinct roles within a group, such as Owner, Admin, and Contributor, each come with specific responsibilities and authorities, ensuring a well-structured environment.

Please Note: The table outlines the general capabilities of each role in private groups.
RoleAccess Level and Responsibilities
OwnerThe creator of a group can assign users as admin/contributor, convert groups between public and private, and review and accept membership requests. Cannot be assigned by any user.
AdminCan assign users as admin/contributor, convert groups between public and private, review and accept membership requests, and change roles of contributors and other admins.
ContributorParticipates in the group and contributes to discussions but has no specific authority over group settings or membership.

Joining a private group requires members to request access, which admins or owners must approve. This system ensures that only those genuinely interested and approved can engage in the group's activities. Once accepted, members receive an email confirmation with magic links for seamless access.

Furthermore, private groups allow for transitions between public and private statuses. This flexibility ensures that content can be controlled and the group can evolve according to its objectives. Whether for internal communications within a business, exclusive community engagement, or focused collaboration, private groups provide a secure and organized space for members to connect and interact.

The above features are complemented by a user-friendly interface that allows owners and admins to easily toggle between group types, customize branding, and control visibility to non-group members. 

Benefits of Making Groups Private/Public

BenefitDescription
Controlled AccessPrivate groups ensure only authorized members can view and participate in discussions, protecting sensitive information and maintaining privacy.
Enhanced CollaborationBy creating a focused environment, private groups facilitate collaboration on specific projects or topics without the distraction of unrelated members or content.
Structured Community ManagementWith clearly defined roles (Owner, Admin, Contributor), private groups enable streamlined management, with owners and admins controlling membership and roles.
Customizable Branding and AppearancePrivate groups offer customization options for branding, colors, images, and more, allowing the group to align with specific themes or organizational branding.
Seamless Membership ManagementAdmins and owners can easily review and approve membership requests while adjusting roles and access within the group, ensuring an orderly community.
Transition FlexibilityThe ability to convert groups from public to private (or vice versa) provides flexibility in controlling access and visibility as the group's needs change.
Secure CommunicationPrivate groups provide a secure channel for confidential discussions and information sharing by restricting access to only those who have been approved.

Use Cases of Making Groups Private/Public

Usage CaseDescription
Confidential DiscussionsPrivate groups allow members to have confidential and secure discussions, ensuring only authorized individuals can access the shared content.
Focused CollaborationIdeal for focused collaboration among team members on specific projects, topics, or tasks where external distractions need to be minimized.
Membership Request and ApprovalPrivate groups allow for controlled entry, where interested members must request to join, and only admins or owners can review and accept these requests.
Public to Private Group TransitionGroups can be converted from public to private, restricting future content to current members. Likewise, private groups can become public, automatically accepting all requests.
Customized Role ManagementWith roles like Owner, Admin, and Contributor, private groups enable structured community management, allowing customization of permissions and responsibilities for members.

How to Make Groups Private/Public

Using the private groups feature involves several steps and functionalities. Here's a step-by-step guide on how to use this feature, from creating a private group to managing members:

Step 1: Creating and Managing a Group

  1. Create a New Group: Click on the Memberships section and within Communities tab select + Create Group.
     
  2. Name the group, customize its appearance, and click on Create Group.
    Step 2 of 2: Name the group, customize its appearance, and click on Create Group What this shows Step 2 of 2: Name the group, customize its appearance, and click on Create Group. What this shows Shows what to click for step 2 of 2 in the "Step 1: Creating and Managing a Group" section of "How to Make Groups Private in Communities". This screenshot accompanies step 2 of 2 in the "Step 1: Creating and Managing a Group" section of "How to Make Groups Private in Communities". At this point in the walkthrough you name the group, customize its appearance, and click on Create Group. Step 2 of 2Image 1 of 7 What to clickName the group, customize its appearance, and click on Create Group.
    Buttons and menus referenced Create Group+ Create Group
    All 2 steps in this procedure
    1. Create a New Group: Click on the Memberships section and within Communities tab select + Create Group.
    2. Name the group, customize its appearance, and click on Create Group. this image

Step 2: Convert to Private

Note: 

Switching Private → Public auto-approves all pending requests. 

Switching Public → Private restricts previous content to current members.
  1. Convert to Private: Administrators and owners can adjust the group settings to make the group private, perfect for confidential discussions.
     
  2. From your Group area click on Settings
    Step 2 of 3: From your Group area click on Settings What this shows Step 2 of 3: From your Group area click on Settings What this shows Shows what to click for step 2 of 3 in the "Step 2: Convert to Private" section of "How to Make Groups Private in Communities". This screenshot accompanies step 2 of 3 in the "Step 2: Convert to Private" section of "How to Make Groups Private in Communities". At this point in the walkthrough you from your Group area click on Settings. For context, this section explains: Note: Switching Private → Public auto-approves all pending requests. Switching Public → Private restricts previous content to current members. The navigation path used here is Settings Details > Switch. This part of the guide covers 2 fields, listed below. The next step is to details > Switch to Private > Save. Step 2 of 3Path: Settings Details > SwitchImage 2 of 7 What to clickFrom your Group area click on Settings
    Fields in this part of the guide From your Group area click on SettingsDetails > Switch to Private > Save
    Buttons and menus referenced Group areaSettingsPrivatePublicDetails >Private > Save
    Next stepDetails > Switch to Private > Save
    All 3 steps in this procedure
    1. Convert to Private: Administrators and owners can adjust the group settings to make the group private, perfect for confidential discussions.
    2. From your Group area click on Settings this image
    3. Details > Switch to Private > Save
  3. Details > Switch to Private > Save
    Step 3 of 3: Details > Switch to Private > Save What this shows Step 3 of 3: Details > Switch to Private > Save What this shows Shows how to confirm for step 3 of 3 in the "Step 2: Convert to Private" section of "How to Make Groups Private in Communities". This screenshot accompanies step 3 of 3 in the "Step 2: Convert to Private" section of "How to Make Groups Private in Communities". At this point in the walkthrough you details > Switch to Private > Save. For context, this section explains: Note: Switching Private → Public auto-approves all pending requests. Switching Public → Private restricts previous content to current members. The navigation path used here is Details > Switch. This part of the guide covers 2 fields, listed below. Step 3 of 3Path: Details > SwitchImage 3 of 7 How to confirmDetails > Switch to Private > Save
    Fields in this part of the guide From your Group area click on SettingsDetails > Switch to Private > Save
    Buttons and menus referenced Details >Private > SavePrivatePublicGroup areaSettings
    All 3 steps in this procedure
    1. Convert to Private: Administrators and owners can adjust the group settings to make the group private, perfect for confidential discussions.
    2. From your Group area click on Settings
    3. Details > Switch to Private > Save this image

Membership Management

  • Request to Join: Interested members click on the group URL and request to join. The request button should turn to "Membership Pending."
    Step 1 of 3: Request to Join: Interested members click on the group URL and request… What this shows Step 1 of 3: Request to Join: Interested members click on the group URL and request to join. What this shows Shows what to click for step 1 of 3 in the "Membership Management" section of "How to Make Groups Private in Communities". This screenshot accompanies step 1 of 3 in the "Membership Management" section of "How to Make Groups Private in Communities". At this point in the walkthrough you request to Join: Interested members click on the group URL and request to join. The request button should turn to "Membership Pending.". The next step is to review and Approve Requests: Admins and owners can review and accept or reject requests from the " Members " section using the tab " Requested.". Step 1 of 3Image 4 of 7 What to clickRequest to Join: Interested members click on the group URL and request to join. The request button should turn to "Membership Pending."
    Buttons and menus referenced MembersRequestedadmincontributor
    Next stepReview and Approve Requests: Admins and owners can review and accept or reject requests from the " Members " section using the tab " Requested."
    All 3 steps in this procedure
    1. Request to Join: Interested members click on the group URL and request to join. The request button should turn to "Membership Pending." this image
    2. Review and Approve Requests: Admins and owners can review and accept or reject requests from the " Members " section using the tab " Requested."
    3. Adjusting Roles: Owners and admins can assign members roles (admin / contributor). An owner's role cannot be reassigned.
  • Review and Approve Requests: Admins and owners can review and accept or reject requests from the "Members" section using the tab "Requested."
    Step 2 of 3: Review and Approve Requests: Admins and owners can review and accept… What this shows Step 2 of 3: Review and Approve Requests: Admins and owners can review and accept or reject requests from the " Members " section using the tab "… What this shows Shows what this covers for step 2 of 3 in the "Membership Management" section of "How to Make Groups Private in Communities". This screenshot accompanies step 2 of 3 in the "Membership Management" section of "How to Make Groups Private in Communities". At this point in the walkthrough you review and Approve Requests: Admins and owners can review and accept or reject requests from the " Members " section using the tab " Requested.". The next step is to adjusting Roles: Owners and admins can assign members roles (admin / contributor). An owner's role cannot be reassigned. Step 2 of 3Image 5 of 7 What this coversReview and Approve Requests: Admins and owners can review and accept or reject requests from the " Members " section using the tab " Requested."
    Buttons and menus referenced MembersRequestedadmincontributor
    Next stepAdjusting Roles: Owners and admins can assign members roles (admin / contributor). An owner's role cannot be reassigned.
    All 3 steps in this procedure
    1. Request to Join: Interested members click on the group URL and request to join. The request button should turn to "Membership Pending."
    2. Review and Approve Requests: Admins and owners can review and accept or reject requests from the " Members " section using the tab " Requested." this image
    3. Adjusting Roles: Owners and admins can assign members roles (admin / contributor). An owner's role cannot be reassigned.
  • Adjusting Roles: Owners and admins can assign members roles (admin/contributor). An owner's role cannot be reassigned.
    Step 3 of 3: Adjusting Roles: Owners and admins can assign members roles (admin /… What this shows Step 3 of 3: Adjusting Roles: Owners and admins can assign members roles (admin / contributor). What this shows Shows what this covers for step 3 of 3 in the "Membership Management" section of "How to Make Groups Private in Communities". This screenshot accompanies step 3 of 3 in the "Membership Management" section of "How to Make Groups Private in Communities". At this point in the walkthrough you adjusting Roles: Owners and admins can assign members roles (admin / contributor). An owner's role cannot be reassigned. Step 3 of 3Image 6 of 7 What this coversAdjusting Roles: Owners and admins can assign members roles (admin / contributor). An owner's role cannot be reassigned.
    Buttons and menus referenced admincontributorMembersRequested
    All 3 steps in this procedure
    1. Request to Join: Interested members click on the group URL and request to join. The request button should turn to "Membership Pending."
    2. Review and Approve Requests: Admins and owners can review and accept or reject requests from the " Members " section using the tab " Requested."
    3. Adjusting Roles: Owners and admins can assign members roles (admin / contributor). An owner's role cannot be reassigned. this image

Group Visibility

  • Access Control: Adjust roles and control who can see and participate in the group.
  • Access for Non-Group Members: By selecting Accessible from switcher you can choose to make the group visible to non-members. This setting controls whether non-members of this group, who have access to other groups in the sub account, are able to see your group in the group switcher on the top left or not.
    Step 2 of 2: Access for Non-Group Members: By selecting Accessible from switcher… What this shows Step 2 of 2: Access for Non-Group Members: By selecting Accessible from switcher you can choose to make the group visible to non-members. What this shows Shows what to choose for step 2 of 2 in the "Group Visibility" section of "How to Make Groups Private in Communities". This screenshot accompanies step 2 of 2 in the "Group Visibility" section of "How to Make Groups Private in Communities". At this point in the walkthrough you access for Non-Group Members: By selecting Accessible from switcher you can choose to make the group visible to non-members. This setting controls whether non-members of this group, who have access to other groups in the sub account, are able to see your group in the group switcher on the top left or not. Step 2 of 2Image 7 of 7 What to chooseAccess for Non-Group Members: By selecting Accessible from switcher you can choose to make the group visible to non-members. This setting controls whether non-members of this group, who have access to other groups in the sub account, are able to see your group in the group switcher on the top left or not.
    Buttons and menus referenced Accessible from switcher
    All 2 steps in this procedure
    1. Access Control: Adjust roles and control who can see and participate in the group.
    2. Access for Non-Group Members: By selecting Accessible from switcher you can choose to make the group visible to non-members. This setting controls whether non-members of this group, who have access to other groups in the sub account, are able to see your group in the group switcher on the top left or not. this image

Frequently Asked Questions

Q: Who can create and manage private groups?
Owners and admins can create, manage, and convert groups between public and private.

Q:How do people join a private group?

They visit the group URL and click Request to join. The button changes to Membership Pending.

Q: Who approves membership requests?

Owners and admins, from Members → Requested.

Q: What can Contributors do?
Participate in discussions; they don’t manage settings or membership.

Q: Can I brand the group?
Yes, you can customize colors, images, and branding in group settings.

Q: When should I use private groups?
For confidential discussions, focused project collaboration, controlled membership (request/approval), transitions between public/private, and structured role-based management.

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