A User Group is a grouping of users; which can be used to set content permissions (sometimes called Audience Segmentation). User Groups are 100% flexible and can include any piece of user or location data - which means you can group users together in any combination, your imagination is the limit!

Some example user groups:

  • All Managers & Franchisees in the state of Victoria
  • All users who have a valid first aid certificate
  • All Staff who work at a venue that serves alcohol
  • Users with tenure of more than 10 years and can work evening shifts

Basic Groups are groupings of users that you manually add users to and change as needed. There is no automation for basic groups.

Smart Groups are groupings of users that are automatically added to by setting up specific filtering/conditions. This filtering can be based on any piece of data stored against a user, such as location, role or any custom field. These types of groups are recommended due to the automation and ease of management. 

To add or edit a user group:

  1. Clicking Admin, then User Management
  2. Click the ellipses (three dot menu on the right hand side), then Manage User Groups.
  3. Click Create, then choose whether this is a basic or smart group.
  4. If it is Basic:
    1. Add a Group Name
    2. Select which users are to be included by typing their names. A drop down list will appear for you to select the user name.
    3. Click the check-mark to save it. 
  5. If it is a Smart group:
    1. Add the Group Name
    2. Set up your filtering criteria/conditions.
      You can add as many conditions as you like; some groups may only have one (eg. location, Melbourne CBD), or some may have multiple (eg.  location state plus role, Victoria + Manager).
      The preview will show you which users will be included in that group based on the conditions you have set.
    3. Click the check-mark to save it.

Once a group has been created, you can view which users are included by clicking the eye/preview button. You can now use that User Group to assign permission for content such as Training programs,  News Articles or Policies.


Example Smart Group:

Example Basic Group: