Smart Groups are a powerful feature designed to simplify user management through automation. By setting up conditions, admins can automatically add users to a Smart Group when they meet specific criteria and remove them when they no longer do. This reduces the need to manually update groups or repeat conditions across multiple automations.
Smart Groups also allow for more customisable and organised group structures, independent of your integrated user provisioning system. This is particularly useful for fast-growing companies where HR data may not always be up to date. With Smart Groups, admins can create dynamic user groups based on their learning content needs, automating processes like assignments, notifications, and reporting without manually managing users.
How to Create and Use Smart Groups
Step 1. Navigate to Control > Groups.
If you haven’t already created the group you want to make “smart,” start by adding a new group to your group structure.
Step 2. Head over to Control > Behaviour > Automations.
On the Automations page, click Create New Automation.
Give your automation a clear name, like "Sales Team Smart Group" to keep things organised.
Set the trigger event as Check periodically. This means the system will regularly check if users meet the conditions to be part of the Smart Group.
Step 3. Set the conditions that determine who will be added to the group.
Example conditions include:
Job role
Department
Contract start date
Location
Any other user attribute available in your platform.
Step 4. For the action, select Add user to smart group.
Choose the group you want to convert from the drop-down menu.
Once enabled, the system will automatically add users who meet the conditions to the group and remove them when they no longer qualify.
👀 Good to Know
Simplify complex automations: Instead of copying the same conditions across different automations, create a Smart Group once and attach it wherever needed.
Automatic updates: Smart Groups are dynamic and continuously updated based on the conditions you set. You don’t need to manually adjust the group membership—users will automatically enter or leave as needed.
Monitor and edit easily: You can always revisit the automation to adjust the criteria or monitor the group’s performance from the Automation list.
Customised grouping: Set up your groups based on content needs or reporting requirements, without relying on your company’s HR structure.
Better reporting: With Smart Groups, running detailed reports on progress, completion rates, or content engagement is a breeze. There’s no need to manually sort users!
Smart groups are perfect for rapidly changing teams or companies where HR data isn’t always up-to-date. Keep your user groups dynamic and aligned with your operational needs.