Smart groups
Rule-based segments of your workforce that keep themselves up to date — and plug into chat and alerts.
Rufineous Emmanuel
Last Update a day ago
"Rule-based segments of your workforce that update themselves as people are added, change team or trade." That's a smart group: define it once, and membership maintains itself.
Find them under Users → Settings → Smart groups.
Two kinds of group
- Rule — membership is computed. Choose "Members match All / Any of these:" and add conditions on Access, Team, Trade, Classification, Driver — or any custom profile field your workspace defines. As you build, a live preview shows "{n} workers match".
- Manual — "Members are added by hand." Save the group, then use Members on the list to pick people.
Examples that earn their keep:
- Team is North and Driver is Yes → your northern drivers.
- Classification is Contractor → all contractors.
- Access is Field worker and Trade is Jointer → jointers on the tools.
They stay current by themselves
When someone joins, changes team or updates their trade, rule-based groups recompute — nobody maintains a list. People who stop matching drop out automatically; manual members are never touched by rules. Deleting a group affects nobody: "Members are not affected."
Where groups plug in
Groups exist to be used:
- Chat audiences — create a group conversation with "A Smart Group" as its audience and the conversation's membership follows the group. New starter joins the North team → they're in the North chat, no admin action.
- Alert recipients — alert rules can email a smart group, so "Dangerous defect in the North region" reaches exactly the right crew (see Admin alert rules).
Tip: build groups around how you actually dispatch and communicate — regions, trades, contractor vs employed — and let the rules do the housekeeping.