Dynamic Groups vs Static Groups vs Individual Assignment
Choose between rule-based Dynamic Groups, reusable static/manual groups, and individual assignment
The decision
You need the same training to reach a set of people. How that set is defined determines which method to use:
- Dynamic Groups recalculate members from profile rules (department, job role, location)
- Static (manual) groups are a reusable cohort you maintain yourself — members do not follow attribute rules
- Individual assignment targets named people when you click Assign, without creating a group
After the group exists (dynamic or static), you still assign courses via Assign to Groups. Membership alone does not enrol anyone.
Choose A when / Choose B when
| Choose | When |
|---|---|
| Dynamic Group + Assign to Groups | Training should follow role, department, or location; starters and movers should pick it up automatically |
| Static (manual) group + Assign to Groups | A reusable cohort that does not match profile rules — project teams, fire wardens, pilots, committees, temporary cross-role groups |
| Individual assignment | One person or a short list of named people: exceptions, remediation, incident follow-up, elective development, bespoke onboarding |
| Combine methods | Baseline compliance on a Dynamic Group, plus a static cohort or named people who need an extra course outside the rule |
Tip
Dynamic Groups only work well when department, job title, and location on user profiles are accurate. Fix profile data before relying on rules for mandatory training. Create either group type when adding a group — choose rules (Dynamic) or Manual for a static list.
Common mistakes
- Creating a Dynamic or static group but never using Assign to Groups — membership alone does not enrol people
- Using individual assignment for every new starter when a department Dynamic Group would have covered them
- Treating a static group and individual assignment as the same thing — use a static group when you will reuse the same cohort; use individual assignment for one-off named requirements
- Confusing Visibility Rules (who can see a course in the catalog) with assignment (who must complete it) — see Visibility Rules vs Assignment
Recommended setup
- Keep departments, job titles, and locations tidy under Adding Departments and Manage Users when you plan to use Dynamic Groups
- Create the group in Creating Dynamic Groups (rules) or choose Manual for a static cohort
- Assign courses via Assigning Courses / Group Training Assignment
- Use Individual Training Assignment usually for exceptions or one-off requirements
Related guides
- Creating Dynamic Groups — how to build rules (and Manual/static groups)
- Assigning Courses — get training onto people and groups
- Individual Training Assignment — named-person assignments
- Visibility Rules vs Assignment — catalog visibility vs required training