Creating Dynamic Groups
Create groups that automatically update based on user attributes
Overview
Dynamic groups automatically add and remove users based on their attributes. Unlike static groups where you manually add members, dynamic groups use rules to determine membership.
Use Cases for Dynamic Groups
- Assign training to "All Engineers" (anyone with Engineering department)
- Create a group for "London Staff" (anyone with London location)
- Target "New Managers" (anyone with Manager job title)
- Combine rules for "Senior Engineers in Manchester"
How It Works
Dynamic groups automatically determine membership based on user attributes (department, job role, location). When user information changes, group membership updates automatically without manual intervention.
Static vs Dynamic Groups
| Feature | Static Groups | Dynamic Groups |
|---|---|---|
| Membership | Manually add/remove users | Automatic based on rules |
| Updates | Manual maintenance required | Auto-updates as user data changes |
| Best for | Special projects, ad-hoc teams | Department-wide, role-based training |
How Dynamic Group Rules Work
Dynamic groups use rule-based membership:
- Rule Definition - You set criteria based on departments, job roles, or locations
- Automatic Evaluation - System checks each user against the rules
- Membership Assignment - Users who match the criteria are automatically included
- Real-Time Updates - When user attributes change, membership updates automatically
- Course Assignment Propagation - Courses assigned to the group automatically apply to all members
Rule Combination Logic
Multiple rules within the same category use OR logic, while different categories use AND logic:
Example Rule Configuration:
- Departments: Engineering OR IT (user in either department)
- Job Roles: Manager OR Senior Manager (user has either role)
- Locations: London OR Manchester (user at either location)
Result:
User must be in (Engineering OR IT) AND have (Manager OR Senior Manager) role AND be at (London OR Manchester) location
Automatic Membership Updates
When user information changes:
- User Added to Group - If user's attributes now match the rules, they're automatically added
- User Removed from Group - If user's attributes no longer match, they're automatically removed
- Course Assignment Updates - When membership changes, course assignments update accordingly
- No Manual Intervention - All updates happen automatically in real-time
- Historical Tracking - System maintains records of when users joined/left groups
Performance Considerations
For large organizations:
- Dynamic groups efficiently handle thousands of users
- Rule evaluation is optimized for performance
- Membership updates are processed quickly even with large user bases
- Course assignments to large dynamic groups are handled efficiently
Tip
Step-by-Step: Creating a Dynamic Group
Open Course Management
- Log in as an Admin
- Go to Admin → Course Management
- Open a course or course chain
- Click Assign to Groups
In the Assign Course to Groups or Assign Course Chain to Groups modal, click + Create Group.
Start Creating a Group
- Click + Create Group
- The Create Group form appears
Select Group Type
Choose Dynamic as the group type (instead of Static).
Configure the Group
| Field | Description |
|---|---|
| Name | Give the group a clear name (e.g., "All Engineering Staff") |
| Description | Optional description of the group's purpose |
Set the Rules
Dynamic groups use three types of rules:
Department Rule
- Select one or more departments
- Users in those departments are included
- Select "All" to include all departments
Job Role Rule
- Select one or more job titles
- Users with those titles are included
- Select "All" to include all job roles
Location Rule
- Select one or more locations
- Users in those locations are included
- Select "All" to include all locations
Understanding Rule Logic
Rules work together using AND logic:
- A user must match ALL selected rules to be included
- If you select "Engineering" department AND "London" location
- Only users who are in Engineering AND in London are included
Save the Group
Click Save to create the dynamic group.
Examples of Dynamic Groups
Example 1: Department-Based Group
Goal: All staff in the Sales department
Rules:
- Departments: Sales
- Job Roles: All
- Locations: All
Result: Anyone with department = Sales
Example 2: Role-Based Group
Goal: All managers across the organisation
Rules:
- Departments: All
- Job Roles: Manager, Senior Manager, Director
- Locations: All
Result: Anyone with one of those job titles
Example 3: Location-Based Group
Goal: All staff in London offices
Rules:
- Departments: All
- Job Roles: All
- Locations: London, London - Head Office, London - Canary Wharf
Result: Anyone in a London location
Example 4: Combined Rules
Goal: Engineers in the UK
Rules:
- Departments: Engineering, Software Development
- Job Roles: All
- Locations: London, Manchester, Birmingham
Result: Anyone in Engineering/Software AND in one of those UK locations
How Dynamic Groups Update
Automatic Membership
When a user's profile changes:
- User's department changes to Engineering
- System detects the change
- User is automatically added to "All Engineering" groups
- Training assigned to those groups becomes available
Real-Time Updates
- No manual intervention needed
- Changes happen automatically
- User sees new training in their catalog immediately
Managing Dynamic Groups
Viewing Group Members
- Find the group in the group list
- Click to view details
- See current members (calculated from rules)
Tip
Editing a Dynamic Group
- Find the group
- Click Edit
- Change the name, description, or rules
- Save changes
Membership immediately recalculates based on new rules.
Deleting a Dynamic Group
- Find the group
- Click Delete
- Confirm the deletion
Warning
Best Practices
Group Naming
Use clear, descriptive names:
- ✅ "All Engineering Staff"
- ✅ "London Office - All Departments"
- ✅ "Managers - UK Only"
- ❌ "Group 1"
- ❌ "Training Group"
Start Broad, Refine Later
- Start with simple rules (one department)
- Test with a non-critical course
- Add more specific rules as needed
Document Your Groups
Keep a record of:
- What each group is for
- What rules it uses
- What training is assigned to it
Troubleshooting
User not appearing in group
Check their profile has the correct:
- Department
- Job Title
- Location
These must exactly match the group rules.
Too many/few users in group
Review the rules:
- Check which departments/roles/locations are selected
- Remember rules use AND logic
- Select "All" only when you want everyone
Training not showing for user
- Verify the user matches the group rules
- Check the course is assigned to the group
- Check visibility rules don't exclude the user
- Try refreshing the page
Related Guides
- Dynamic Groups vs Static Groups vs Individual Assignment - When to use rules, a static group, or individual assignment
- Adding Departments - Set up departments for rules
- Assigning Courses - Assign courses to groups
- Visibility Rules - Course visibility vs assignment