How To Create A Group on WhatsApp Without Losing Control Of Your Chats?

When you learn how to create a group on WhatsApp, you set up a powerful communication tool that supports up to 1024 contacts and uses end-to-end encryption by default. 

This means your company information, files up to 2GB, and media will stay secure. 

However, if you open a chat and don’t set up your security options, you risk losing control of your professional channel and turning it into a chaotic, unprofessional group. 

The key to successfully managing your channel is setting up the correct administrative permissions. 

Key Takeaways (TL; DR) 

To create a group on WhatsApp, follow these quick steps: 

• Open WhatsApp: Navigate to your primary Chats tab screen. 

• Tap New Chat: Tap the square compose icon (top-right on iPhone) or the floating green bubble (bottom-right on Android). 

• Select New Group: Click New Group at the top of your contact selection list. 

• Add Contacts: Choose participants from your phonebook list and tap Next. 

• Name and Create: Input a group title (under 100 characters) and tap Create or the checkmark icon. 

Important Security Step: Secure the room instantly by opening the group’s profile header, tapping Group Settings, and toggling off Edit Group Settings to prevent unapproved member changes. 

Step-By-Step: How To Create A Group on WhatsApp

Because Android and Apple operating systems have different layouts, we will take you through how to create a group on WhatsApp for both. 

1. How To Create A Group On WhatsApp Using Google Android  

Here’s what you can do:  

1. First, open WhatsApp on your smartphone. 

2. Next, tap the green floating circle with a + icon (bottom-right of your screen). 

3. Then, click New Group at the top of your contact list. 

4. Select your contacts either by scrolling through your contacts or using the magnifying glass tool at the top. 

5. Then, click on your contacts’ names. 

6. Lastly, click the green forward arrow (bottom-right). 

Chats Screen > Green Chat Bubble Icon > New Group > Tag Members > Green Arrow 

2. How To Create A Group On WhatsApp Using Apple iPhone (iOS) 

Here’s what you can do:  

1. First, open WhatsApp on your device. 

2. Next, make sure you’re on the Chats tab, then tap the square icon with a + (top-right of your screen). 

3. Also, click New Group directly underneath your search bar. 

4. Click the circle icons next to the contacts you wish to invite. 

5. You will see a horizontal scroll of your selected user avatars at the top of your screen. 

6. Click Next at the top-right of your screen. 

Chats Screen > Square Compose Box > New Group > Tag Members > Next 

3. How To Finalise Group Name & Image 

Once you’ve selected your initial contacts, your Android and iOS devices will take you to the final stage of creating your group. Complete the following steps:

• Give Your Group A Title  

Type in your group’s official name.  

Please note there is a character limit of 100 characters in the title field, so make it simple and easy to identify. 

• Add A Profile Photo  

After that, click the empty camera icon. You can take a new photo, upload from your photo library, and use an emoji or sticker combination.  

• Set Up Disappearing Messages  

If you are inviting people for short-term projects or sharing sensitive information, click this option. Furthermore, set your message to disappear after 24 hours, 7 days, or 90 days. 

Click the green tick circle on Android or the Create text button on iOS to activate your group chat. 

Also Check: Leveraging WhatsApp API and Chatbots for Effective Customer Retention

Securing Your Group: Essential Admin Controls 

Now that you know how to create a group on WhatsApp, you may not realize your group is fully open by default. Everyone you invite will have administrative rights. 

They can change your group name and icon and add anyone they want. Secure your group to stop this. 

• Remove Settings From Members 

First, click your group name at the top of your group. Scroll down and click Group Settings (or Permissions if applicable to your version). 

Second, click Edit Group Settings and turn this off. Only admins will be able to change the name, description, and icon. 

• How To Create An Announcement Board 

If you want to send company announcements, policies, or alerts without people chatting, send messages to a read-only group. 

Within your Group Settings, click Send Messages. Then you can switch from All Participants to Admins Only.  

The text box will lock straight away for all members. This will give you a super efficient announcement board. 

• Approve New Members 

If you wish to have full control over who joins your group, click the Approve New Members toggle and turn this on. 

This will stop any new users from joining your group using the group link or QR code. Moreover, they will be added to a waiting list until an admin approves them. 

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Fixing The “Could Not Add Participant” Error 

A common issue is trying to add a new colleague or client to your group, only for the app to show an error message saying “Could Not Add Participant.” 

This is rarely due to connection issues; it’s usually due to the person’s security settings. 

In Settings > Privacy > Groups, they can set their account to stop automatic group invitations.  

If they have set their profile to “My Contacts or My Contacts Except…,” you will not be able to add them. 

How To Manually Invite Members 

Don’t keep adding people to your group, as this can trigger anti-spam features and flag your number. Follow the steps below: 

• Click your group. Click the group name at the top. 

• Scroll down and click Invite via Link. 

• Click Copy Link to copy the unique link to your clipboard or click Share Link. 

[Group Name] > Invite Via Link > Copy Unique Link > Send Via Private Message 

When they click the link, they will be taken to a secure page showing the group name, icon, and member count. 

After that, they will have 72 hours to click Accept to join. And then two basic conditions:  

• If they don’t click it, they won’t be able to join because the link will have expired. In that case, you will need to send them a new link. 

• If your group link has been leaked, you can go back to this screen and click Reset Link to stop the old link from working. This way, you can create a brand new secure link. 

The Strategy For Individual Productivity 

Most people will only search how to create a group on WhatsApp when they need to set up a large meeting or manage a community.  

However, one of the best ways to manage your tasks is to create a separate solo group.  

This can act as a personal whiteboard. 

• Follow the steps above to set up your group. Add one trusted contact to meet the app requirement that the group includes at least one other person. 

• Once your group is set up, click on the members list. Click the profile of the person you added. Click Remove. 

• You will now have a solo group. This acts as a secure whiteboard for you. 

You can use this to save links, boarding passes, record voice notes for quick brainstorming, or to preview messages before sending to clients.  

This will easily sync between your desktop apps and browser.  

So you won’t have to worry about losing anything, since it’s backed up to the cloud. There will be no monthly charges. 

Groups Vs. Communities: Choosing The Right Setup 

If you don’t choose the right option for your company, it can cause communication issues.  

Below is the difference between a standard group and a WhatsApp Community. 

• Standard Group  

This is a great option for small teams, local projects, and standard social groups.  

All members can view each other’s phone numbers and can chat unless an admin restricts it. 

• WhatsApp Community  

This is used as a parent group for multiple subgroups.  

For example, a real estate company could create a main Community for their company with subgroups for the following:  

• Sales Agents,  

• Legal Compliance,  

• Marketing. 

The main advantage of using a Community is that it hides phone numbers from members.  

However, admins can still send company-wide announcements. 

How To Personalise Your WhatsApp Group Background? 

Giving your chats a personalised style makes it easy to identify the different conversations you have with different projects. That way, you won’t accidentally send any important information or text to the wrong conversation. 

Change your Background 

If you are an Android user, open your group and tap the three dots in the top-right corner of your screen. Then, press the option that says Wallpaper. 

If you are an iPhone (iOS) user, open your group and press the text headline banner. Then scroll down and select Wallpaper & Sound. 

Once it is done, you need to select the background you want, such as light, dark, or colored backgrounds, or upload your own image from your phone. Press Set wallpaper. 

How To Safely Delete Or End A WhatsApp Group? 

If a project within your company has come to a close, or you have finished a casual event, it is best to delete/finish the group to avoid unnecessary data clutter. 

As the owner/administrator of the group, you will need to follow the steps in order to delete the group.  

Clicking the exit button will not delete the group for everyone; it will only remove your profile. 

So, you can just delete in 3 Easy Steps: 

1. Remove All Members 

Open your group options. Scroll down to your member list. Press each member individually and select Remove. This will stop any previous members from chatting in the group. 

2. Exit Group 

Once there are no members in your group, scroll down and click on the large red text that says Exit Group. 

3. Delete Data  

After you click the exit button, the buttons will change. Press Delete Group to fully delete the group and all chat logs and media. 

Resources 

• Official Source 1: WhatsApp Help Center: Managing Group Admins 

• Official Source 2: WhatsApp Privacy Documentation: Group Settings