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Using Smart and Manual User Groups + šŸŽ„
Using Smart and Manual User Groups + šŸŽ„

Learn how you can create user groups so you can set the right viewing and participation rights in your project.

Stijn Zwarts avatar
Written by Stijn Zwarts
Updated over a week ago

For each project (phase) on your platform, you can define access rights (viewing rights and participation rights) for different types of users or user groups. Learn how you can easily create smart and manual user groups and define access rights in your projects.

Access to smart groups depends on your plan


Creating manual or smart groups of users + šŸŽ„

It is easy to organize registered users into manual and smart groups. You can use these groups to do targeted communication and create projects with group-specific access. Click on the + sign above ā€˜Usersā€™ in the Users tab and create your groups.

Note:

  • It can be helpful to create groups to target outreach & communication (ie. specific email campaigns to students)

  • You can create ā€œprivateā€ working space for commissions, committee, and working groups

Manual groups allow you to simply add your selected users in a manual user group you created. Simple go to ā€˜Usersā€™, create a manual group and then add the user to that group manually.

Smart Groups allow you to subdivide your users into groups based on their profile settings. These groups can then be given permission rights to access certain projects.

STEP 1: Determine on the basis of which information you want to subdivide your users

The domicile can be an important criterion. Think about projects that take place at neighbourhood level. And for other projects you may only want to ask people from certain professional groups or age groups.

The 'Registration' tab in 'Settings' shows all current registration fields.

STEP 2: Create a Smart Group šŸ‘©ā€šŸ”§

Next, each registration field can be used as a condition when creating a Smart Group. 'Users' will show an overview of all users on the right and of all existing groups on the left. Smart Groups are indicated with a āš”ļø.

You can then determine one or more conditions that users must meet to be part of this group.

For example, you can determine that 'Lives in' 'has as value' a certain neighbourhood, if you only want to add residents of that neighbourhood to the group.

It is important to know that when using multiple conditions, a user must always comply with each of these conditions.

You can now select multiple options at once to define a smart group rule. You can only use the AND logic here, but add multiple values and conditions.

STEP 3: Using smart groups for an email campaign

Here are common scenarios and the conditions that you use to get the right user groups

  1. I want to sent an email to all registered users who have not yet participated in a project

    1. condition: "contributed to project" > "didn't contribute" > [project name]

  2. I want to sent an email to all registered users.

    1. condition: "Registration date" > "is not empty"

STEP 4: test


Do you have any questions or need help? Do not hesitate to contact us via the chat bubble.

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