Smart Groups are...really smart!
Smart Groups can be created by using Filters and work as a “dynamic database query” (which is "geek speak" for "I just want these bits").
Contacts who meet (or longer meet) your criteria will be added to and removed from the Smart Group automagically - that is "it'll all happen in the background".
Smart Groups automatically add contacts to the group when those contacts match the criteria you've set up in your filters. This could be when:
New contacts are added to your database that match the smart group filter criteria
Existing contact records are modified/updated and as a result, then match your filter criteria
When a Contact's details no longer fulfil the criteria then that Contact will be automatically removed from the Smart Group when it next refreshes.
Creating a Smart Group
Let's say you want a smart group for current members who have their Working with Children (WWC) check.
In the example below, a Smart Group will be created & populated using 2 filters:
Custom Field - WWC check (equals Yes) AND
Membership Status (status is Active).
Watch our video
Step by step
Navigate to Contacts > Create Smart Group
2. Enter your smart group title (we recommend using something related to the filters that you are using), add a description (and logo if desired) and then select your Smart Group Filters.
3. These filters return a list of current Members who have a Working with Children check.
Note: Smart Group contents are NOT immediate and it might take a few minutes to populate.
Smart Group filters can be applied to data available in your Contacts:
Contact Details,
Groups,
Time & Date,
Memberships,
Subscriptions,
Location,
Phone Numbers and;
Custom Fields
Notes: In TidyHQ these queries are added using the "and" function. There is no 'or' function. You can't create a Smart Group that is populated from one filter OR another.
The Order of your filters (database queries) is important when using 'and'. The first filter is searched, then the next is searched on the results of the first and so on. Think of it as a series of steps to get to the final results you want.
You're not able to add contacts manually to a Smart Group, because this group continues to work dynamically/automatically in the background from the filter criteria you've set up. Though you can Save as Smart Group from the filter/query results, you can't later add contacts to it manually.
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