This article explains what a smart group is, what it is used for, and how to set it up. Smart groups allow user membership to be updated automatically based on criteria defined by the administrator, without repetitive manual tasks.
What is a Smart Group?
A smart group is a special type of grouping in which user membership is automatically updated according to one or more criteria defined by the admin team. It enables dynamic management of the awareness program.
It is a distinguishing feature of the platform: the group is always kept up to date and can be combined in multiple ways to meet complex needs.
What Are They Used For?
Smart groups enable professional management of the awareness plan. Some examples:
- Create a group with users created in the last month to automate onboarding and assign initial campaigns without manual intervention.
- Create a group with people who did not complete content in the last month and have a very high risk score, for reinforcement actions.
If more than one criterion is set, users must meet all of them to be part of the group.
Combined with relative duration campaigns, the platform automatically assigns content to users who reach a certain risk level or meet temporal conditions.
Creating Smart Groups
Management is available under Users and Groups > Smart Groups.
- Press New Smart Group to access the creation screen.
- Define name, description, and status (Active or Inactive).
- Press Add Criterion: a pop-up window opens with the available options.
Configure the criterion. As you set it up, the platform shows how many users meet the configuration.
Repeat the previous step to add additional criteria if needed.
It is not possible to manually add or remove users from this type of group. Users are updated automatically on a daily basis.
How Do the Criteria Work?
Criteria are rules that determine which users belong (or stop belonging) to the group. Some common examples:
- User tenure on the platform: users created in the last 30 days.
- Learning behavior: users who did not finish content in the last 30 days.
- Risk level: users whose risk score is very high.
Recommended Use Cases
Automatic Onboarding
Assign introductory campaigns to employees who joined in the last month.
Focused Reinforcement by Risk and Performance
Segment users with high risk and low recent compliance to send them specific content or simulations and measure their progress.
Continuous Maintenance with Relative Duration Campaigns
Automate campaigns when conditions are met again (by time or behavior), maintaining a continuous awareness cycle.
Using the Smart Group in a Campaign
When creating a new campaign, you can select the smart groups created as recipients of the content. This allows you to target campaigns to dynamic segments based on risk, activity, or tenure without manually updating lists.
💡 Best Practices
- Define clear and measurable criteria (tenure, activity, risk scoring) so smart groups accurately reflect the reality of your awareness program.
- Combine smart groups with relative duration campaigns to maintain a continuous flow of content without recurring manual tasks.
- Periodically review the criteria configuration to ensure they remain aligned with the organization's security policies and awareness objectives.
- Use smart groups to prioritize actions on the highest-risk users, optimizing the administrator’s effort and the program’s impact.