🤖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.

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)

    • 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.

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! 👋 Your group is now live, and members will be added within a few minutes.

Good to know

• A Smart group can contain different types of triggers.

• Once a Smart group is created, its triggers cannot be changed.

Triggers

There are 4 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

Warning

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

Custom properties

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

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.

Registration form answers

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

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 selectis used, its values can no longer be deleted.

Membership in another group

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

Warning

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

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

• Members

• 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 or SSO integration.

Warning

• The group type cannot be changed.

• Triggers for a Smart group cannot be modified once set.

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. 👉 More info here

At the bottom of the panel:

• A Blacklisted members button opens a panel listing all blacklisted members. 👉 More info here.

• 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

2. Go to the Members section

3. Click the X next to the name of the member to blacklist

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.

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.