Smart Groups

What This Is For

A smart group adds and removes members automatically from rules you set on workspace custom attributes. You do not maintain a hand-edited member list.

Use smart groups when membership should follow profile data—department, location, job family, and similar—rather than someone remembering to add and remove people.

Smart groups are not the same as External Groups from Entra or SCIM. External groups sync from a directory; smart groups evaluate Skillhabit attributes. You can use both in one workspace.

Who This Is For

Workspace administrators (to create rules and assign managers). Managers of a smart group can review members and, with permission, approve Academy requests—but they cannot hand-pick membership.

Before You Start

Define the attributes and choices you need under Configure → Custom Attribute Fields (usually Single Select or Multi Select for clean rules).
Make sure users have values set (on create, on the profile, via registration, or via provisioning/API).
Decide who should be managers of the group and which permissions they need (Managers).

How Membership Works

Each condition picks an Attribute and one or more Value choices (or system options like Any choice / All choices where offered).
You can Add another condition. People must satisfy the group’s condition set to stay in the group (membership updates as attribute values change).
The member list in the group editor is read-only—edit attributes on the user (or in the source system that fills them), not the list itself.

Create a Smart Group

Open Users & Groups → Add → Create Groups.
Enter a Group Name.
Choose Smart Group.
Under Smart Group Conditions, pick an attribute and value(s). Add more conditions if needed.
Confirm. Skillhabit opens the group editor on the Conditions tab so you can refine rules and assign managers.

Edit an Existing Smart Group

Open the group from the Groups tab (filter Smart Groups if the list is long). Tabs:

Tab	What you do
Basic information	Name, managers, view members (membership not editable by hand)
Conditions	Change the attribute rules
Content	Academy content requests (when that capability is enabled)

Tips

Prefer stable select attributes for rules. Changing an attribute’s type in Configure can clear everyone’s values and break smart group rules—see Custom Attribute Fields.
For directory-owned org structure, prefer synced External Groups (User Provisioning) and use smart groups for Skillhabit-only attributes.
After rules look right, assign managers so team leads can use Analyze and approvals without full admin rights.

Smart Groups

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