Generate Reports/View Users: Focus on users within a specific segment.
Assign Segment Administrators: Make an administrator responsible for managing a specific segment. (See: How to create an administrator/ segment administrator).
Automate Enrolments: Automatically enrol new learners in courses linked to their segment. (See: How to add/remove Smart Enrolments).

How to create a segment

Step-by-step guide (video)

Step-by-step guide (text)

Step 1. Create a custom profile field.

To create a segment, you first need to set up a custom profile field. (See: How to create custom profile fields).

This field will be added to every user profile and will act as the criteria for filtering and grouping users into segments.

Examples:

Department: Sales, Catering, HR.
Location: London, Bracknell, Manchester.

Step 2. Create a segment.

Click the Settings tab on the menu bar on the left of the page.
Find the Elsewhere section on the right of the page and click Organisational Segments.
Add a New Segment:
- Click the +Add Segment on the right of the page.
- Enter the name of your segment in the Segment Title box (e.g., "Sales").
Define Your Segment Rules:
- Click the down arrow to open the list of available profile fields.
- Select the profile field you want to use for your first rule (e.g., "Department").
- In the second box that appears, click the down arrow to choose the operator (e.g., "Equal").
- In the value input field, enter the value for the rule (e.g., "Sales").
- A more detailed definition of segment rules can be found in the following paragraph.
Add More Rules (Optional):
- Click +Add Rule at the top right of the rules area.
- Define additional rules as needed, using AND/OR operators. Repeat steps 5–6 for each new rule.
Remove Unnecessary Rules:
- To delete a rule, click the Delete button to the right of the rule.
Click the Save changes button to finalize and save your new segment.

What Are Segment Rules?

Segment rules are like filters that help group your users based on specific details about them. These rules tell the system which users should belong to a segment.

Choose AND/OR:
- Use AND if users must meet all the rules (e.g., they must be in both HR department and London location).
- Use OR if users only need to meet one rule (e.g., they are in HR department or London location).
- Note: You can only select one option (AND or OR) for all rules within the segment.
Select the Custom Field:
- From the dropdown menu, choose a custom field out of the ones that were previously created. Examples include Department: (e.g., Sales, Marketing), Location: (e.g., New York, London).
Decide How to Match (Operator):
Tell the system how to match users to the segment by selecting an operator:
- Equal: The value must match exactly (e.g., "Department equals Sales").
- Not Equal: Exclude a specific value (e.g., "Department does not equal Sales", i.e. all departments except Sales).
- Contains: The value includes specific words (e.g., "Location contains York").
- Doesn't Contain: The value does not include specific words (e.g., "Location doesn't contain York").
Enter the Value to Match:
The dropdown will show the values that were set for the custom user field. Choose the specific value you want the rule to find. Examples include "HR" for Department, "London" for Location.

How to edit/ delete a segment

Navigate to Settings:
- Click the Settings tab on the menu bar at the top of the page.
Locate the Organisational Segments Section:
- Find the Elsewhere section on the right of the page.
- Click Organisational Segments.
Edit a Segment:
- Click the three dots button on the right of the segment.
  - Click Edit to proceed to editing.
    OR
  - Click Delete to delete the segment
Make Required Changes.
Click the Save changes button to update the segment.

FAQ

1. I created a segment but it shows 0 users, why?

If the rules are set correctly, ensure that the necessary information for this field has been populated for your existing users. See How to bulk edit users to bulk update custom fields.

2. Can I link specific documents & policies to certain segments?

Yes, if you subscribe to the Documents & Policies Add-On, you can link your documents & policies resources to segments. This means only learners with this segment can see the resource in their Documents & Policies list. To learn more see What is the Documents & policies Add-On?.