Document Version: 1.0
Last Updated: January 2025
Applies To: Church Leaders, Small Group Leaders, Administrators
Table of Contents
- Overview
- Roles & Permissions
- Creating a Small Group
- Managing Group Membership
- Group Messaging & Communication
- Media Sharing Guidelines
- Group Administration
- Integration with Other Features
- Troubleshooting
- Best Practices
1. Overview
Purpose
Small Groups in ORI provide a structured way to organize students into smaller communities for discipleship, accountability, and communication. Each group has its own dedicated messaging channel and can be assigned group-specific content.
Key Features
- Unique Group Codes: 6-character alphanumeric codes for easy joining
- Real-time Messaging: Full-featured group chat with reactions, media, and typing indicators
- Member Management: Track and manage group membership
- Leader Controls: Message moderation, pinning, and deletion capabilities
- Media Gallery: Shared photos, GIFs, and videos in one place
- Plan Limits: Group creation limits based on subscription tier
2. Roles & Permissions
Who Can Create Groups
| Role | Can Create Groups | Can Manage All Groups | Can Delete Groups |
|---|---|---|---|
| SuperAdmin | ✅ | ✅ | ✅ |
| Admin | ✅ | ✅ | ✅ |
| ChurchLeader | ✅ | ✅ (own church) | ✅ (own church) |
| Student | ❌ | ❌ | ❌ |
Group Leader Permissions
The group leader (creator) can:
- Edit group name and description
- Regenerate group code
- View all members
- Moderate messages (edit/delete)
- Pin important messages
- Deactivate or delete the group
Member Permissions
Regular members can:
- View and send messages
- Share media (images, GIFs, videos)
- React to messages with emojis
- View media gallery
- Leave the group
3. Creating a Small Group
Step-by-Step Instructions
- Navigate to Church Settings
- Go to your Profile page
- Scroll to the “Small Groups” section
- Click “Create Group”
- Button only appears if you have permission and haven’t reached your plan limit
- Fill in Group Details
- Group Name (required): e.g., “Wednesday Night Guys”
- Description (optional): Brief description of the group’s purpose
- Maximum Members: Default is 50, adjust as needed
- Submit
- A unique 6-character group code is automatically generated
- The creator becomes the group leader and first member
Group Code Format
- 6 characters
- Uppercase letters (A-Z) and numbers (0-9)
- Example:
FAITH7,HOPE42,JOY123 - Codes are unique across the entire platform
Plan Limits
| Plan | Maximum Groups |
|---|---|
| Basic (Free) | 0 groups |
| Standard | 4 groups |
| Premium | Unlimited |
4. Managing Group Membership
Joining a Group (Student Process)
- Open the ORI app
- Navigate to Profile → “Join a Group”
- Enter the 6-character group code
- Tap “Join”
- Confirmation message appears
Common Join Errors
| Error Message | Cause | Solution |
|---|---|---|
| “Invalid group code” | Code doesn’t exist or typo | Verify code with leader |
| “This group is full” | Member limit reached | Leader must increase max or remove members |
| “This group is no longer active” | Group deactivated | Contact leader |
| “You are already a member” | Already joined | Check your groups list |
Viewing Group Members
- Go to the group chat
- Tap the group name in the header
- Member list displays with count
Removing Members
Currently, members must leave voluntarily or leaders can:
- Regenerate the group code (all members remain, but new code required to join)
- Deactivate and recreate the group (nuclear option)
5. Group Messaging & Communication
Accessing Group Chat
- From Groups List: Profile → Small Groups → Tap message icon
- From Chat Tab: Navigate to Chat → Select your group
- Direct Link:
/groups/{groupId}/chat
Message Features
Sending Messages
- Type in the input field at the bottom
- Press Enter or tap Send
- Messages appear in real-time for all members
Media Attachments
- Tap the attachment icon
- Select image, GIF, or video
- Preview before sending
- Media uploads to secure storage
Emoji Reactions
- Long-press (mobile) or hover (desktop) on any message
- Select from available emoji reactions
- Multiple users can react with the same emoji
- Reaction counts visible on message
Read Receipts
- Check mark indicates message delivered
- “Read by X” shows how many members have seen the message
- Leaders can monitor engagement
Typing Indicators
- Shows when other members are composing a message
- Displays name(s) of typing users
- Helps create real-time conversation flow
Message Moderation
Editing Messages
- Tap/click on your own message
- Select “Edit”
- Modify text and save
- “Edited” indicator appears on message
Deleting Messages
- Tap/click on message
- Select “Delete”
- Message shows as “[Message deleted]”
- Leaders can delete any message; members can only delete their own
Pinning Messages
- Leaders only
- Tap/click on important message
- Select “Pin”
- Pinned message appears at top of chat
- Only one message can be pinned at a time
6. Media Sharing Guidelines
Supported Media Types
| Type | Formats | Max Size |
|---|---|---|
| Images | JPG, PNG, GIF, WebP | 10 MB |
| GIFs | GIF | 10 MB |
| Videos | MP4, WebM | 50 MB |
Media Gallery
- Access via “Media” tab in group chat
- All shared media organized in grid view
- Tap to view full-screen
- Download option available
GIF Autoplay Toggle
- Button in chat header to enable/disable GIF autoplay
- Helps reduce data usage on mobile
- Personal preference, doesn’t affect other users
Content Guidelines
- All media visible to entire group including leaders
- Inappropriate content should be reported to leaders
- Leaders can delete media messages
- Church policies apply to all shared content
7. Group Administration
Editing Group Details
- Navigate to Admin Dashboard → Groups
- Find your group
- Click “Edit”
- Modify name, description, or max members
- Save changes
Regenerating Group Code
When to regenerate:
- Code has been shared publicly
- Security concerns
- Fresh start for new semester
How to regenerate:
- Go to group settings
- Click “Regenerate Code”
- New code generated immediately
- Share new code with trusted members
Note: Existing members remain in the group; only new joins require the new code.
Deactivating a Group
- Soft delete—group data preserved
- Members can no longer send messages
- Group doesn’t appear in active lists
- Can be reactivated by admin
Permanently Deleting a Group
- Warning: This action cannot be undone
- All messages and media are permanently deleted
- Members are removed
- Group code becomes available for reuse
8. Integration with Other Features
Reading Plans
- Assign plans to specific groups
- Track group-wide progress
- Create accountability through shared goals
Challenges
- Target challenges to individual groups
- Compare group performance
- Foster healthy competition
Verse Assignments
- Assign memorization verses to groups
- Track collective completion
- Celebrate group achievements
Updates & Announcements
- Send updates scoped to specific groups
- Target communications without spamming all students
- Group-specific reminders and notifications
Attendance
- Track which group members attended events
- Identify engagement patterns
- Follow up with absent members via group chat
9. Troubleshooting
“Cannot create group” Error
Possible Causes:
- Plan limit reached
- Insufficient permissions
- Network connectivity issue
Solutions:
- Check your plan’s group limit in Settings
- Verify your role has create permissions
- Refresh the page and try again
- Contact your church admin for plan upgrade
Messages Not Sending
Possible Causes:
- Network connectivity
- Session expired
- Server temporarily unavailable
Solutions:
- Check internet connection
- Log out and log back in
- Wait a few minutes and retry
- Check ORI status page for outages
Group Code Not Working
Possible Causes:
- Typo in code entry
- Code was regenerated
- Group was deactivated
Solutions:
- Verify exact code (case-insensitive)
- Request fresh code from leader
- Confirm group is still active
Media Upload Failing
Possible Causes:
- File too large
- Unsupported format
- Storage quota exceeded
Solutions:
- Compress image/video before uploading
- Convert to supported format
- Contact admin about storage limits
10. Best Practices
For Church Leaders
Group Organization
- Create groups based on natural gatherings (grade, gender, school)
- Keep groups between 8-15 members for optimal engagement
- Assign dedicated leaders to each group
- Review group activity monthly
Communication Strategy
- Encourage leaders to post at least 2-3 times per week
- Use pinned messages for recurring information
- Create group-specific content when relevant
- Celebrate milestones and wins publicly
Leader Training
- Train all group leaders on moderation tools
- Establish clear content guidelines
- Create escalation path for concerning messages
- Schedule regular leader check-ins
For Small Group Leaders
Building Engagement
- Start with easy conversation starters
- Ask questions that require more than yes/no
- Share your own struggles and wins
- Respond to every member at least once weekly
Using Chat Effectively
- Don’t just announce—converse
- Use reactions to acknowledge messages
- Pin weekly meeting reminders
- Share media that sparks discussion
Moderation Tips
- Address issues privately when possible
- Edit rather than delete when appropriate
- Keep conversations on topic during study times
- Allow organic conversation outside meetings
For Students
Getting the Most from Your Group
- Enable notifications for group messages
- Participate in discussions regularly
- Share prayer requests and celebrate answers
- Invite friends using the group code
Appendix A: Quick Reference Card
Key Actions Cheatsheet
| Action | Location | Who Can Do It |
|---|---|---|
| Create Group | Profile → Small Groups → Create | Leaders, Admins |
| Join Group | Profile → Join a Group | All users |
| Send Message | Group Chat → Type → Send | All members |
| Pin Message | Message → Pin | Leaders only |
| Delete Message | Message → Delete | Sender or Leaders |
| View Media | Group Chat → Media tab | All members |
| Regenerate Code | Admin → Groups → Edit | Leaders, Admins |
| Deactivate Group | Admin → Groups → Deactivate | Leaders, Admins |
Group Code Tips
- Codes are not case-sensitive (FAITH7 = faith7)
- Share codes via text, email, or display on screen
- Regenerate if security is compromised
- Each code is unique platform-wide
Appendix B: Support Contacts
For technical issues not resolved by this SOP:
- In-App Support: Settings → Help & Support
- Email: support@ori.app
- Documentation: ORI Help Center
This SOP is a living document and will be updated as features evolve. Last reviewed: January 2025.