What a smart group is for

Instead of picking people one by one everywhere, you pick a group once. When someone changes department, they move along. You can use a group for:

forms and announcements
courses and events
time-off policies
time clocks and job calendars
document requirements

Chat, tasks and the service desk do not work with groups.

Who can do this

You need the right to manage users to open the page. Saving a group takes the role of admin, superadmin or owner.

Create a group

On the web, go to People > Smart Groups and click New group. With no groups yet you can start from a template.
Enter a Group name. A color is optional.
Click Add rule, choose a field and fill in a value. A text value is added with Enter or a comma.
Choose Match all or Match any.
Check who ends up in the group under Live audience.
Click Create group.

On the phone: Admin tab > Smart Groups > +. There you walk through segment, name, filters and admins. The field names on the phone are always in English.

How rules work

You can use first name, last name, email, department, role, city, address, postal code, country, phone, and your own profile fields.
Built-in fields offer is, is not and contains.
Your own date fields can also compare dates, for example within the next 30 days, or an anniversary.
Upper and lower case do not matter.
Several values in one rule mean any of them. With is not, they mean none of them.
All rules in a group use the same choice of Match all or Match any.
Is not also matches people who left that field empty, for built-in fields and your own.

When a group updates

A change to a profile takes effect at once, and new colleagues who match join by themselves. A check every 10 minutes catches anything else. On the web you can force it with Resync now. Archived people drop out of every group.

Adding someone by hand

On the web, choose people under Add people when you create or edit a group. They stay in the group whatever the rules say. Someone already in Live audience can also be kept there with Pin manually.

Want a fixed list? Add one rule on email and enter the addresses as values. Several values in one rule mean any of them.

Segments

Segments are folders for keeping groups tidy. They do not change who is in a group. If you delete a segment, its groups stay and move to No segment.

Deleting a group

Deleting cannot be undone. Used in shows where a group is used: jobs, calendars, clocks, courses, assets, forms, announcements, events, time-off policies and documents.

What is not possible

Picking people for a group from a list.
Adding someone to a group from their profile.
Mixing Match all and Match any in one group, or nesting groups.
Restoring a deleted group.

Related guides

Is something wrong or missing here? Let us know

Working with smart groups