What Groups Are For
Groups let you gather a set of employees so you can treat them as a single unit. Once you have a group, you can use it to roll out a training, send a campaign, or grant access to content shared with the group.
A single group can mix three different ways of bringing users in:
Manually adding individual employees.
Matching employees against criteria (for example, everyone with Office Location = UK).
Including every employee on the platform.
You can also manually exclude specific users from any of the above.
A Note for Customers Coming from the Old UI
You may be used to thinking about groups as having different "types" (static, dynamic, criteria-defined, all-employees, manually managed). Those types no longer exist as separate things you create. There is one type of group, and the behaviour you used to get from each old type is now just a setting on the group:
If you used to create… |
You now… |
|---|---|
A manually managed (or static) group |
Create a group and use + Manual select to add people. |
A criteria-defined group (static or dynamic) |
Create a group and use + Set criteria. By default the group keeps itself in sync as the underlying data changes. If you want a one-time snapshot instead, uncheck Add matching users automatically in the future. |
An all-employees group |
Create a group, open + Set criteria, and turn on Include all employees. |
You can also combine these in a single group. That was always possible, it is just easier to see and manage now.
Please see the Updated Group Membership User Interface page for more details on what has changed.
Creating a Group
From the sidebar, under USER MANAGEMENT, click Groups.
Click Create.
Enter a Group Name.
-
Click Save
This creates an empty group. Once it is saved, you can add members to it using any combination of the methods below.
Adding Members to a Group
On the group page, you will see two sections:
Members: users who are part of the group, either because they were added manually or because they match the defined criteria. Use this list to grant access to whatever you are sharing with the group.
-
Excluded users: users who have been manually excluded from the group. Use this list to keep specific people out, even when they would otherwise match the criteria.
The Method column on each list shows whether a user was added (or excluded) manually or via criteria, so you can see at a glance how each user ended up where they are.
indicates a user was added or excluded manually.
indicates a user was included because they match the defined criteria.
You add and remove members using three buttons:
+ Manual select: add individual employees by searching or by uploading a CSV. See How to Add Members to a Group Manually.
+ Manual exclude: keep specific employees out of the group, even if they would otherwise be included by criteria. See How to Exclude Users from a Group.
+ Set criteria: include users by matching an attribute, such as office location, business unit, or function. See How to Add Members to a Group by Criteria.
There is also a quick option inside + Set criteria to include every employee on the platform. See How to Include All Employees in a Group.
Keeping Groups Up to Date Automatically
When you use criteria, the group can keep itself in sync as people are added, archived, or change on the platform. This is controlled by the Add matching users automatically in the future checkbox at the bottom of the criteria screen, which is on by default.
If you leave this unchecked, the criteria only run when you save the group. New employees who match it later will not be picked up.
Both active and pending activation accounts are eligible to be included. Archived accounts are not.
How Exclusions Interact with Criteria
The criteria builder lets you describe who should be in the group. If a specific person matches your criteria but you don't want them in the group, you have to exclude them manually from the Excluded users section. Only manually excluded users show in that section.
A Note on Active Campaigns: If a group is the recipient of an active campaign with a welcome email, adding someone to the group can trigger the welcome email, even if that person has already completed the assigned tasks. This applies whether you add someone manually or whether the system picks them up through Add matching users automatically in the future.
Think carefully before editing the membership of a group that is attached to an active campaign.