Smart User Groups automatically add employees based on the rules you define. This guide explains how to create and edit Smart User Groups using condition groups with ALL / ANY logic, including support for one level of multiple groups.

You can still choose between Manual and Smart user groups, but Smart User Groups now use a more powerful rule builder.

Where to find Smart User Groups

Go to Employee Management.
Open User Groups.
Click Create new group.
Choose Smart User Group or Manual User Group.

Manual vs Smart User Groups

Manual User Group
- You select employees one by one.
- Membership only changes when an admin updates it.
Smart User Group
- Employees are added or removed automatically based on the rules you configure.
- New employees that match the rules will automatically be included in the group.
- If an employee no longer matches the rules, they will automatically drop out of the group.

Creating a Smart User Group

In User Groups, click Create new group.
Select Smart User Group.
Enter:
- Group name
- Any other required details (e.g., description).
Configure the rules using the rule builder (see below).
Click Create (or Save) when your rules are valid.

Understanding the rule builder

Default state (root condition group)

When you create a new Smart User Group, the rule builder starts with:

A single root condition group
Group operator set to ALL by default
One empty condition row ready to configure

From here you can:

Add additional conditions
Switch the group operator between ALL and ANY
Add one level of multiple condition groups inside the root

Group operators: ALL vs ANY

Each condition group has an operator toggle:

ALL
All conditions in this group must match for an employee to be included.
Conceptually: Condition 1 AND Condition 2 AND …
ANY
At least one condition in this group must match.
Conceptually: Condition 1 OR Condition 2 OR …

You can safely toggle ALL ↔ ANY:

Existing conditions in that group are not lost
Only the logic used to combine them changes.

Using multiple groups (1 level)

You can create multiple groups to represent more advanced logic. Each group:

Has its own ALL / ANY operator
Contains its own list of conditions

Example

Suppose you want:

Employees must be in the Engineering department
AND
be located in SF OR NY

You can build:

A group:
- Condition: Department = Engineering
- AND
- Condition: Location = San Diego, US
B group:
- Condition: Department = Engineering
- AND
- Condition: Location = Oakland, US
A group OR B group

Editing an existing Smart User Group

Go to User Groups.
Find and open the Smart User Group you want to change.
Click Edit.
In the rule builder, you can:
- Toggle ALL / ANY for groups
- Add, edit, or remove conditions
- Add or remove a condition group inside the root
Click Save once you are done.

Legacy Smart User Groups (pre‑grouping)

Smart User Groups created before the grouping feature are still fully supported:

They open as a single ALL group containing the same flat list of conditions.
If you save without changing the structure, the effective logic is preserved.
You may optionally introduce grouping by adding a group and adjusting conditions.

Validation and error handling

To prevent invalid or ambiguous rule trees, the rule builder enforces validation before saving:

You’ll see inline errors and the Save/Create action will be blocked when:

A condition is missing a required value
A condition row is left partially configured
A group is empty (no valid conditions)

How it behaves:

Invalid fields or groups display clear inline error messaging (e.g., “Required”).
Once you fix all issues or remove empty groups, the errors clear.
The Save/Create button becomes available again.

This ensures that Smart User Groups only save with valid rule configurations.

Using User Groups in Device Groups

Smart User Groups can also be used when creating Device Groups:

When you define rules for a Device Group, you can reference specific user groups.
This allows you to manage device access based on dynamic membership rules from Smart User Groups (for example, “All devices used by Smart Group: Engineering – SF or NY”).