User Eligibility Groups

Groups of people you define to decide who gets actions, surveys and challenges.

Eligibility groups screen with the search box, the filters, the counters and a group in use with the Delete button greyed out

What it is for#

This is where you create eligibility groups: sets of people you define yourself, using a criterion that is not in the org chart or the site map (a group of staff, a roll-out wave, a job profile). They decide who gets actions, surveys and challenges.

A person can be in several groups at once. A group that is already in use cannot be deleted: it is switched off and can no longer be assigned.

Where it is: Manage › Users › User Eligibility Groups.

What you see#

ElementWhat it shows
Add groupOpens a blank form to create a group.
Search…Filters the list as you type.
Active / InactiveShows only active or only inactive groups.
CountersHow many groups there are and how many are active.
GroupName and, underneath, the description.
PeopleHow many people are in the group.
Where it is usedHow many actions, surveys or challenges use it, for example 1 action.
StatusActive or Inactive.
EditOpens the group's form.
DeleteDeletes the group. It is greyed out while the group is in use; hovering over it explains why.

Settings#

A group's form is the same to create it and to edit it (Edit group).

Edit group form with name, description, the Group active tick box and the list of people with tick boxes
FieldWhat it doesValues
NameWhat the group is called. It is what you pick when targeting an action, a survey or a challenge.Text. Required.
DescriptionWhat the group is for. Only admins see it.Free text.
Group activeIf you untick it, what it already has stays, but the group cannot be added to new actions, surveys, challenges or people.Tick box. Ticked by default.
People in the groupWho belongs to the group. Tick each person in the list; the search box above filters by name or email. Changing the list does not hand out actions straight away.Tick boxes, one per person in the project.

How to#

Create a group#

  1. 1

    Open a blank form

    Click Add group.

  2. 2

    Name and describe it

    A Name that makes sense when targeting, and a Description that explains the criterion.

  3. 3

    Tick the people

    Under People in the group, search by name or email and tick each person.

  4. 4

    Save

    Click Save. The group can now be used to target actions, surveys and challenges.

Retire a group that is in use#

  1. 1

    Open its form

    Click Edit on its row.

  2. 2

    Switch it off

    Untick Group active and click Save. What it already had stays, but it cannot be added to anything new.

  3. 3

    Delete it once it is free

    When nothing uses it any more, the Delete button becomes available.

Things to know#

  • Changing who is in the group does not hand out actions straight away. The form itself says so.
  • A group in use cannot be deleted. The Delete button stays greyed out until no action, survey or challenge uses it.
  • You can also tick a person's groups from their profile, in Users, under Eligibility groups.

Related#