Smart Groups allow you to subdivide your users into groups based on their profile. These groups can then be given permission rights to access certain projects.
3 simple steps to optimally use this functionality
1. Determine on the basis of which information you want to subdivide your users 🕵️♀️
The domicile can be an important criterion. Think about projects that take place at neighbourhood level. And for other projects you may only want to ask people from certain professional groups.
But you might as well ask them for their favorite ice cream flavor.
The 'Registration' tab in 'Settings' shows all current registration fields. You can easily switch on or off any existing registration field.
At the bottom of the list you will find the button 'Add field', with which you can determine which other information you want from your users when they create an account.
2. Create a 'Smart Group' 👩🔧
Next, each registration field can be used as a condition when creating a Smart Group.
'Users' will show an overview of all users on the right and of all existing groups on the left. Smart Groups are indicated with a ⚡️.
With the ➕, you can create a new group. You get the choice between a 'Manual group' and a 'Smart group'.
When you create a 'Smart group', first thing to do is to name it.
You can then determine one or more conditions that users must meet to be part of this group.
For example, you can determine that 'Lives in' 'has as value' a certain neighbourhood, if you only want to add residents of that neighbourhood to the group.
It is important to know that when using multiple conditions, a user must always comply with each of these conditions.
3. Select multiple options in a Smart Group rule
You can now select multiple options at once to define a smart group rule.
Until recently, Smart Groups of users only worked with the 'AND' logic: a user had to comply with each and every rule you set to be included in the smart group.
This addition allows you to also use 'OR' logic applied to user registration questions where users can select one or multiple options. Thus allowing for more flexibility when creating and using smart groups on your platform.
An example to clarify: If you ask your users during registration in which neighborhood they live, you can now define a smart group rule saying: "User lives in Neighborhood X OR Neighborhood Y".
How to create such a Smart Group:
4. Determine the permissions for your project 👮♀
Just as it used to be with manually composed groups, you can now also assign specific project permissions to one or more Smart Groups.
On 'Projects', go to the specific project and click 'Manage'. The tab 'Access rights' gives you underneath the question 'Who can see this project?' the option 'Selection'. Here, you can add your group(s). Click on 'Add' and you're done!