User groups

A user group is a named set of customers. You can use a group to:

• show a service only to its members (for example a members-only training slot),
• give a discount code only to its members (for example -15 % on hall rental for course participants),
• send an email to its members from the mailing list.

There are two kinds of groups:

Kind	Who is in the group
Static	Only the users you add by hand.
Dynamic	Users who match the filters you choose, for example “participants of ongoing or upcoming courses”. You can also add users by hand and leave single users out.

A dynamic group keeps itself up to date. When a course starts or ends, an enrollment is cancelled or a
subscription expires, the group changes by itself — you don’t need to add or remove anyone.

Where to find groups

Users → the group icon next to the page title, or Mailing list → Save as group.

The group list shows every group with its current number of users. Dynamic groups have a dynamic badge.

Create a dynamic group

The quick way: from the mailing list

1. Open Mailing list (admin menu).
2. Choose a filter, for example Participants to ongoing or upcoming courses, and the extra
   choices you need (course category, trainer, consents …). The number of users updates as you choose.
3. Click Save as group.
4. The new group opens. Give it a name and click Done.

From the group form

1. Click + on the group list (or Edit on a group).
2. Enter a name (and a description if you like).
3. Under Membership, choose Dynamic.
4. Under Include users matching ANY of these filters, click Add filter. The same filter window
   as on the mailing list opens. Choose the filter and click Use filter.
5. Add more filters if you need them. A user who matches any of them is in the group.
6. If some users must be left out, add a filter under Exclude users matching ANY of these filters.
   For example: include “Participants to ongoing or upcoming courses”, exclude the same filter with the
   category “Puppy course”.
7. Group now: N users shows the result before you save. Click Done.

You can have up to 10 filters in each list. Each filter can be edited (pen icon) or removed (×).

Filters you can use

All mailing-list filters except “users belonging to a group”:

• participants of ongoing, upcoming, ongoing or upcoming, recently ended or online courses (optionally
  by course category, trainer, “did not participate in” category, without remote courses)
• users with upcoming bookings or bookings in the past months (optionally for certain resources)
• users with orders in the past months
• users with valid booking passes
• users with active subscriptions of chosen types
• user accounts created in the last 2 months, active users, newsletter subscribers
• only users who allow marketing messages / newsletters

Only customers with an active account in your school are included by filters.

Add or leave out single users

On the group page:

• Add a user by hand: type a name in the field at the bottom and click +. The user is in the group
  even if the filters don’t match them, and even if an exclude filter does.
• Remove a hand-added user: move the mouse over the user and click ×.
• Leave out a user the filters match: move the mouse over the user and click the crossed-out person
  icon. The user moves to Excluded by hand and stays out of the group until you click restore.

Each member is labeled filter (matched by a filter) or added by hand.

Use the group

Show a service only to group members

Services → edit the service → Booking mode → choose the group. Only the group’s members (and
admins) see the service and can book it.

A discount code only for group members

Codes → new code → This code can be used only by → A specific group → choose the group.
Other customers get an error if they try the code.

Example: “-15 % on hall rental for course participants” = a dynamic group with the filter
Participants to ongoing or upcoming courses + a booking code of 15 % for that group. When a customer’s
last course ends, the code stops working for them automatically.

Email the group

Mailing list → Users belonging to the user group selected below → choose one or more groups.

Change or delete a group

• Edit filters: on the group page, or Edit.
• Turn a dynamic group into a static one: choose Static and save. The filters and the hand-made
  exclusions are removed; users added by hand stay.
• Delete: on the group page. A group used by a service can’t be deleted — the page lists those
  services; change their booking mode first. Discount codes given to the group are deleted with it.

Good to know

• If you delete a course category (or a trainer, resource or subscription type) that a filter uses,
  that filter selects nobody until you edit it. The group never grows by accident.
• Existing groups did not change: they are static groups.
• Only school admins can manage groups.