Once a group exists, the three most common things you will do with it are change its membership or settings, export the current list of members, and delete it if you no longer need it.
Editing a Group
A group can be edited at any time, even when it is attached to an active campaign. The same controls you used to create the group are available when editing.
From the sidebar, under USER MANAGEMENT, click Groups.
Open the group you want to edit.
Make the changes:
To add or remove specific people, use + Manual select or the row actions in the Members list.
To change the criteria, use + Set criteria.
To exclude or un-exclude specific people, use + Manual exclude or the row actions in the Excluded users list.
To turn auto-updating on or off, open + Set criteria and toggle Add matching users automatically in the future.
Click Save.
Note: Changing the criteria re-evaluates the Members list as soon as you save. Manually added users stay in place, and manually excluded users stay excluded.
Note on active campaigns: If the group is the recipient of an active campaign with a welcome email, changes to the membership can trigger the welcome email again, even for employees who have already completed the assigned tasks. Think carefully before editing a group that is attached to an active campaign.
Exporting a Group User List
You may want a copy of the current member list outside the platform.
From the sidebar, under USER MANAGEMENT, click Groups.
Open the group.
Click the 3-dots menu on the group page.
Click Export XLSX.
Save the resulting file.
The export reflects the Members list at the time you export, after criteria and exclusions have been applied. It also includes the Excluded users list.
The exported file contains the following columns for each user:
Column | Description |
|---|---|
First name | The employee's first name. |
Last name | The employee's last name. |
Username | The username on the account. |
The employee's email address. | |
Language | The employee's chosen language. If the account hasn't been activated yet, this shows the portal's default language. |
Roles | The roles assigned to the account. |
Status | The status of the account (for example, active, pending activation, archived). See the article on account statuses for the full list. |
Created | Date and time the account was created. |
Last login | Date and time of the employee's most recent login. |
Attribute name | One column for each attribute configured on your portal, containing each user's value for that attribute. |
Membership type | Whether the user is included automatically (via criteria), included manually, or excluded manually. |
Deleting a Group
Deleting a group removes it permanently. It does not delete the employees in it. Any access, assignment, or notification routing that depended on the group will stop applying to those users.
You can only delete a group that is not attached to any campaign. If you try to delete a group that is the recipient of a campaign, the system will block the delete and tell you. To proceed, first remove the group from the campaign recipients, then come back and delete it.
From the sidebar, under USER MANAGEMENT, click Groups.
Open the group you want to delete.
Click the 3-dots menu on the group page.
Click Remove group.
Click Remove to confirm.
Note: Before deleting, check whether the group is still in use anywhere you need it (for example, content shared with the group, or anything else that depends on it). Once the group is gone, those references stop working for the affected users.