Creating Dynamic Groups

Groups are how you connect learners to your campaigns. You build dynamic groups by creating rules that define which users belong in them. This differs from static groups, where you add users manually.

For a general overview of Groups, read Understanding Groups.

About Dynamic Groups

Dynamic groups are helpful when you want to assign training to employees who share a certain set of characteristics. For example:

New hires within a certain time period
Managers across all departments
Employees in particular geographical regions

You can also combine multiple criteria to create a group, for example:

Managers hired in 2025 who are based in New York
Remote employees in a specific department

Starting a New Group

Create a new Dynamic group by following these steps:

Select the Add Dynamic Group button above the Groups list.
Give your new group a name.
Select the Save button. This will save the group and load the screen for adding the group rules.

Adding Rules

Rules determine who belongs in your group. Add rules one at a time by selecting the Add Rule button, which opens the rule parameters. Use the dropdown menus for each of your parameters to define the group.

The first dropdown menu for each rule contains a list of options. These are populated by the user roster and include Role, City, US State, Hire Year, or Supervisor, as well as any custom fields in your roster. In addition, Hire Month and Hire Year are additional rules parameters (which don’t appear in your user roster).

The rule parameters shift based on your selections. For example, selecting US State as your first parameter brings up a US State drop-down menu, whereas selecting Hire Year brings up an input field.

If you want to create a Dynamic Group called New Hire Training, which includes anyone hired after today, you’d create the rule: Date of Hire IS AFTER [today’s date]

If you wanted to limit that New Hire Training group to users only in New York and New Jersey, you’d add the rule: US State IS NY, NJ

Add additional parameters as needed until you have defined the group as desired.

Rules Logic is Cumulative

Each of the rules you set for your group parameters have implications for all that group’s rules—each rule is assumed to be true.

Example A group targeting the Marketing team in all states except Kentucky has the following rules:

Supervisor IS true
US State IS NOT KY
Department IS Marketing

The system interprets these rules as: “Include users who are supervisors AND do not work in Kentucky AND work in the Marketing department.”

If you wanted to include only users based in Kentucky and Mississippi; you would change the second rule to US State is KY and MS:

Supervisor IS true
US State IS KY, MS
Department IS Marketing

The system would interpret these rules as: “Include users who are supervisors AND are based in Kentucky or Mississippi AND work in the Marketing department.”

Avoid creating separate rules for US States. Instead, include states together in the parameters of a single rule. This helps you avoid impossible logic.

Example A group is created to target the Sales team supervisors in all states except Washington and Maine with the following rules:

Supervisor IS true
US State IS WA
US State IS ME
Department IS Sales

These parameters would prevent the group from including any users. The system would interpret these rules as: “Include users who are supervisors AND are in Washington AND are in Maine AND work in the Sales department.” The group count would be “0” because users can’t be based in two states simultaneously.

Viewing Group Members

Review any existing group to check its members and rules. To view a list of the group’s members, select the Show List button. This can be helpful when you want to verify a group’s members, create a similar group, or find a group to duplicate for a new training campaign. Learn about Viewing Group Members.

Dynamic Groups contain employees who match membership criteria right now. The list you see today may differ from what appears tomorrow or when a campaign launches, as membership automatically adjusts with employee data changes.

Duplicating Groups

Create a Dynamic group by duplicating an existing one. To do this:

Find the group that you want to duplicate in the Groups list.
Select the duplication icon (two overlapping pages with a plus). A confirmation pop-up will appear.
Confirm that you want to proceed, by selecting the OK button. Alternatively, if you do not want to proceed with the duplication, you can select the Cancel option.
Rename the group that you created. Note that the duplicate group will have the same name as the group you copied, with “copy 1” at the end of its name.
Proceed to modify the group's rules as needed.

Number of Group Members

As you create rules, the system displays how many users match them.

This running total can help you catch potential mistakes. For example, if your rule states, Role IS NOT supervisor and you have 500 non-supervisory employees, you’ll receive this message: There are 500 members in this group. Adding another rule for US State IS CA when you have no California employees would result in zero group members—signaling that you may need to adjust your rules.

Select the Show List button to view the employees that meet the group rules as defined. Learn more in Reviewing Users in a Dynamic Group.

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