# Smart Group

**Smart groups** allow you to automate the addition and removal of members in a group based on specific triggers. Unlike static groups, they evolve dynamically without manual intervention, making user segmentation much easier.

You can find Smart groups in the `Groups` section of the `Audience` page within your Spot's settings. A dedicated column helps distinguish them from static groups.

## Creating a Smart group

You can create a group in four different ways:

* By clicking on the `Create group` button above the groups table.
* By selecting `Create group` from the `Actions` menu in the top right corner of the audience table.
* By selecting `Create new group` from the `All members` menu in the top left of the audience table.
* By selecting specific members directly in the audience table, then clicking `Actions` in the top right and choosing `Create new group` from the `Add to group` menu.

A menu will appear with two options:

* `Static group`: lets you create a manual group.
* `Smart group`: lets you create an automated group.

<figure><img src="https://3055204660-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FrzBxnWaSListMwx3rzKu%2Fuploads%2FjXBuKRCVFMTkUlo1vTXQ%2Fimage.png?alt=media&#x26;token=001d7f06-f5b3-4e90-bb7b-5d045879e298" alt=""><figcaption></figcaption></figure>

After clicking on `Smart group`, a drawer opens where you can configure the group:

* Choose an **icon** (optional), a **name** (required), and a **description** (optional)
* Select the **`Smart`** toggle
* Set the group membership conditions (required):
  * Click on `New condition` to create a group of triggers
  * Within a condition, add one or more **triggers** by clicking `Add` and selecting the type of trigger (see trigger types [below](#triggers))
    * Each trigger is configurable using selectors
    * Combine triggers using **`AND`** or **`OR`** operators
    * You can remove a trigger by clicking the `X` to the right
  * Conditions themselves are also combined using **`AND`** or **`OR`**

Click `Save`: a drawer opens showing a preview of the group's member list.

<figure><img src="https://3055204660-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FrzBxnWaSListMwx3rzKu%2Fuploads%2Fxltscmcz4hPHuHRnbu83%2Fimage.png?alt=media&#x26;token=ca97c55c-2dcf-47f3-b4be-240824c005eb" alt="" width="323"><figcaption></figcaption></figure>

From this panel, you can:

* See the list of members who will be added to the group
* Blacklist certain members by clicking the `X` to the right of their name
* Return to the setup panel by clicking `Back to editing`
* Create the group by clicking `Create group` — done! :wave: Your group is now live, and members will be added within a few minutes.

{% hint style="info" %}

#### Good to know

* A Smart group can contain different types of triggers.
* Once a Smart group is created, its triggers cannot be changed.
  {% endhint %}

## Triggers

There are 5 types of triggers:

### **Profile information**

This trigger type allows you to define the group based on user data:

* First name, Last name, Email, Title
* Status (`Accepted`, `Invited`, `Pending`)
* Role in the Spot
* Tags
* Language
* Invitation date, Registration date, Last activity date
* UTM

{% hint style="danger" %}

## Warning

Once a tag is used as a trigger for a Smart group, it cannot be deleted.
{% endhint %}

### **Activity**

This type of criteria allows you to build automated groups based on the different activities performed by your members:

* `Registered to a live`
* `Attended a live`
* `Watched a replay`
* `Joined the Spot`
* `Requested to join the Spot`
* `Left the Spot`
* `Started a course`
* `Completed a course`
* `Opened a document`
* `Opened a link`
* `Created a topic`
* `Answered a topic`
* `Started a learning path`
* `Completed a learning path`

For each type of activity, the admin can add two filters:

* `Date` filter: to specify when the activity must have occurred
* `Title` filter: to specify the title(s) of the related resource(s)

### Custom prop**erties**

This trigger type allows you to use values from the custom properties you’ve set up in your Spot.

{% hint style="danger" %}

## Warning

* If you modify a custom property, the change is automatically reflected in the trigger.
* Once a custom property is used in a Smart group, it cannot be deleted.
* If a custom property of type `Single select` or `Multi select` is used as a trigger, its values cannot be deleted either.
  {% endhint %}

### **Registration form answers**

This type allows you to use answers to your registration form questions as triggers.

{% hint style="danger" %}

## Warning

* If you modify a form question, the change is automatically reflected in the trigger.
* Once a form question is used in a Smart group, it cannot be deleted.
* If a question of type `Single select` or `Multi select`is used, its values can no longer be deleted.
  {% endhint %}

### **Membership in another group**

This trigger allows you to base the Smart group on whether a member belongs to another group (static or smart).

{% hint style="danger" %}

## Warning

Once a group (static or smart) is used as a trigger, it cannot be deleted.
{% endhint %}

## Viewing group details

From the groups table, you can open a drawer with a Smart group's details by clicking on its name. The panel has three tabs:

* [General](#editing-group-info)
* [Members](#viewing-group-members)
* [Resources](#viewing-group-resources)

### Editing group info

In the `General` tab, you can update the icon, name, and description. You can also delete the group from this tab.

From the `Conditions` section in the `General` tab, you can modify the conditions of the smart group. Once you have made your changes, you can click on `Update`, and the edited list of group members will be displayed for you to confirm the changes. Please note that members who were blacklisted before the group was modified are still part of the group's blacklist.

A `Copy group ID` button lets you retrieve the group ID for use in your [API](https://help.meltingspot.io/english/manage-spot/audience/groups/broken-reference) or [SSO](https://help.meltingspot.io/english/manage-spot/sso) integration.

{% hint style="danger" %}

## Warning

* The group type cannot be changed.
* Triggers for a Smart group cannot be modified once set.
  {% endhint %}

### Viewing group members

In the `Members` tab, all group members are listed alphabetically. You can search using the search bar above the list. To the right, a `Filters` button lets you narrow the list by Role (`Admin`, `Member`, or custom roles) and/or Status (`Accepted`, `Pending`, or `Invited`).

Hovering over a member’s name will show a `X` button to blacklist them. :point\_right: More info [here](#managing-group-membership)

At the bottom of the panel:

* A `Blacklisted members` button opens a panel listing all blacklisted members. :point\_right: More info [here](#managing-group-membership).
* A `View in audience` button redirects you to the audience table filtered on this group.

### Viewing group resources

In the `Resources` tab, you can view all resources linked to this group.\
A search bar helps you find resources, and chips below the bar let you filter by type (`Live`, `Course`, `Channel`, `Forum`, or `Collection`).

## Managing group membership

You cannot manually add members to a Smart group — not from the Spot, not via SSO, and not through the API.\
Membership is strictly determined by the defined triggers:

* If a member matches the group’s triggers, they are automatically added and invited to the linked resources.
* If a member no longer meets the triggers, they are removed from the group and lose access to its resources.

Members must have a status of `Accepted`, `Invited`, or `Pending` to be included in a Smart group.

However, you can **blacklist** specific members from the group. Even if they match the triggers, they will not be added. To blacklist a member:

1. Open the group’s editing drawer&#x20;
2. Go to the `Members` section
3. Click the `X` next to the name of the member to blacklist

<figure><img src="https://3055204660-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FrzBxnWaSListMwx3rzKu%2Fuploads%2FBexu4JEBrV2xrLeo7SF1%2Fimage.png?alt=media&#x26;token=99613b81-44f6-41b1-8772-cefae60ce07d" alt="" width="323"><figcaption></figcaption></figure>

To see the full list of blacklisted members:

1. Go to the `Members` section
2. Click the `Blacklisted members` button at the bottom

The drawer will show a list of all blacklisted members. You can remove someone from the blacklist by clicking the `X` next to their name — they will then be re-eligible if they meet the triggers.

{% hint style="success" %}

## Summary

Smart groups operate based on a simple principle:

* When a member meets the defined triggers, they are **automatically** added.
* When a member no longer meets them, they are automatically removed.
* An admin can **blacklist** a member to prevent them from being added, even if they match the group conditions.
* Only members with statuses `Accepted`, `Invited`, or `Pending` can be included. Any change to `Deactivated`, `Unsubscribed`, `Declined`, or `Rejected` will automatically remove them.
* Manual additions are **not possible** — not via API, not via SSO, not via the Spot UI. Membership is **fully automated**.
  {% endhint %}