TrainMeUK LogoTrainMeUK

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

FeatureStatic GroupsDynamic Groups
MembershipManually add/remove usersAutomatic based on rules
UpdatesManual maintenance requiredAuto-updates as user data changes
Best forSpecial projects, ad-hoc teamsDepartment-wide, role-based training

How Dynamic Group Rules Work

Dynamic groups use rule-based membership:

  1. Rule Definition - You set criteria based on departments, job roles, or locations
  2. Automatic Evaluation - System checks each user against the rules
  3. Membership Assignment - Users who match the criteria are automatically included
  4. Real-Time Updates - When user attributes change, membership updates automatically
  5. 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

Dynamic groups are perfect for organization-wide training initiatives. Once set up, they maintain themselves automatically as your organization grows and changes.

Step-by-Step: Creating a Dynamic Group

1

Open Course Management

  1. Log in as an Admin
  2. Click Admin in the navigation menu
  3. Select Courses
  4. Click on a course, then click Assign to Groups

Or access directly via the group assignment modal and click Create New Group.

Open Groups
Access group settings from the course assignment screen
2

Start Creating a Group

  1. Click Create New Group
  2. A form appears with group settings
3

Select Group Type

Choose Dynamic as the group type (instead of Static).

Create Dynamic Group
Select Dynamic to create a rule-based group
Create Manual Group
Or select Manual to create a static group with specific users
4

Configure the Group

FieldDescription
NameGive the group a clear name (e.g., "All Engineering Staff")
DescriptionOptional description of the group's purpose
5

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
6

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
7

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:

  1. User's department changes to Engineering
  2. System detects the change
  3. User is automatically added to "All Engineering" groups
  4. 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

  1. Find the group in the group list
  2. Click to view details
  3. See current members (calculated from rules)

Tip

Member lists are calculated dynamically. The list shows who currently matches the rules.

Editing a Dynamic Group

  1. Find the group
  2. Click Edit
  3. Change the name, description, or rules
  4. Save changes

Membership immediately recalculates based on new rules.

Deleting a Dynamic Group

  1. Find the group
  2. Click Delete
  3. Confirm the deletion

Warning

Deleting a group removes all course assignments that use it.

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

  1. Start with simple rules (one department)
  2. Test with a non-critical course
  3. 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

  1. Verify the user matches the group rules
  2. Check the course is assigned to the group
  3. Check visibility rules don't exclude the user
  4. Try refreshing the page

Related Guides