Creating and managing Whatsapp groups

To connect students, the student support specialist creates Whatsapp groups for them. This is done as we launch new group programs every season.

Create WhatsApp community and groups

STEPS

1. Create WhatsApp group and name it in this format: 2024S4 Salsa 101 Mondays (Chat)
   

2. Upload the MaS Star logo as icon for all new WhatsApp groups - https://www.dropbox.com/scl/fi/nwxao63y1g7sjiygljvc0/Whatsapp-Group-MaS-Icon.jpg?dl=0&rlkey=7kv0w01b4mzc8eywvmf1zyed5
   

3. Paste this in the Group Description: Welcome to your official MaS program WhatsApp group! Please follow the group rules below. What’s okay to post: • Recap vids from class, dance questions etc. • Professional networking • Impromptu practices with MaS classmates • Banter and fun • Dance social / club events • Social gatherings / events (non-dance) • Classes at clubs before social dancing • Classes at other studios not related to salsa/bachata (Ex. ladies heels class, hip hop etc.) What to avoid: • Salsa / bachata classes at other studios (not clubs) • Non-MaS practices • Links / invitations to join non-MaS WhatsApp groups We understand that students may talk about whatever they’d like in their own time. We just make this request when using MaS channels. For additional guidelines, visit https://www.moversandshakersdance.com/community-guidelines Thank you so much for your understanding, support and being part of the MaS community. Doing our best to make the MaS community strong and create an outstanding experience for you! --- MEMBERS PAGE: https://www.moversandshakersdance.com/members PASSWORD: moveshake2024 HOMEWORK: 1. Read the member's page 2. Write in WhatsApp that you read it 3. Track your weekly practices there 😎😎😎
   

4. Add all MaS team members to the group and make them admins.
   

5. On your WhatsApp app mobile version, go to "Group Settings" and turn on "approve new participants." Add the program instructor and students who are enrolled for that particular program. Use Google Contacts on your phone to easily do this.
   

6. Post the welcome message on both the announcement board and the group chat. Kindly refer to this article for the message template.
   

7. Update https://moversandshakersdance.com/whatsapp webpage and make sure the links and content are correct.
   

8. Tell the instructor to encourage students to join our WhatsApp group by showing this QR code: https://www.dropbox.com/scl/fi/2k9cthpyswfujlvmeko3a/Join-our-Whatsapp-Group.jpg?dl=0&rlkey=zqpv7ynjcl453g59i75pg8q1e
   

UPDATES:

• In October 2023, we started utilizing "WhatsApp Community" which has both the group chat and announcement board. You may read this Whatsapp documentation for info, then refer back to this article for Movers and Shakers guidelines on creating WhatsApp groups.

• In June 2024, management specified terms of use and community guidelines for members. Students whose messages violate our policies are deleted right away. See SOP on content moderation.
  

You may watch the video below to know how to create and add people to the WhatsApp groups. Please take note that this video doesn't cover the abovementioned updates yet.

Moderate user content in MaS group chats

Some Whatsapp group members invite their classmates to attend external practice sessions or check out other dance school's classes, which can impact us negatively (e.g. students disengaging to our MaS parties, lower re-enrollment rate, no longer shows up for Friday practices). This has been a tough topic.

We moderate user-shared content in Whatsapp groups and delete messages that raise flags. For damage control, we always send a screenshot and ping Danny right away if we delete something so that he can personally deal with them if there is any student backlash or complaining after the deletions.

WHAT’S NOT OK TO POST:

• Classes at other studios (not clubs) that directly compete with our programs (salsa or bachata classes)

• Non-MaS student practices (for example, the Friday practice organized by Perry)

• Links to join non-mas WhatsApp groups

WHAT’S OK TO POST:

• Students mentioning classes at clubs before social dancing is okay. These are just drop-in classes and are normal part of the club experience for new students

• Mentioning classes at other studios is okay if they don’t directly compete with our programs (Ex. ladies heels class, or hip hop etc.). If you’re not sure, maybe ask me.
  

Monitor the external group chats

In July 2023, MaS student Perry Garcia created a Whatsapp group chat to organize practice sessions with his fellow 103 classmates. His classmate Erin Unson volunteered to become a co-admin and help him organize these practices. Soon, they invited lower level MaS students and rallied everyone to keep inviting their MaS classmates so their group can get bigger.

After Day 1 of our new season's program, a link to the external practice group is already posted in our MaS-hosted Whatsapps.

At first, the external group consisted only of old and active MaS students. Danny didn't mind, and thought that MaS students will find a way to connect outside class sooner or later anyway. However, students from other academies and dancers from outside began joining the external group as well. Perry and co-admins, in 2024, updated their group description and now identify themselves as a group unaffiliated with any academy.

As a result, we experienced a significant rate of student disengagement in late 2023 and early 2024 due to this piggybacking. Movers and Shakers team has been working hard to ensure that the fresh batch of MaS students aren't exposed to this outside influence that could ruin their MaS learning experience. As a result, we stopped creating Whatsapp communities for 102 and 103 students for a couple seasons.

In February 2024, Danny had a frank talk with Perry and they both agreed not to invite MaS students in our Whatsapp chats. Even with this agreement, MaS students who've been going to the external practices still invite their classmates when they get the chance. For damage control, we'll just have to closely monitor these groups and moderate messages.

STEPS

Step 1. Join this group chats in Whatsapp:

• External Practice Group: https://chat.whatsapp.com/BZY57qEYAW3Gq7t2524dpL

• Social Dancing: https://chat.whatsapp.com/CM65qKCArNbHdeDHiqs5mE

Step 2. Look for newly added members and cross-reference with our CRM database.

When newly-added user is confirmed to a lead or student of MaS, proceed to step 3.

Step 3. Go the the student's CRM record and check the field "LA External Whatsapp Member?"

Step 4. Do this weekly.

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