Smart Groups
Smart Groups allow you to create employee segments using natural language. Instead of building manual filters, you describe who you want to include and the AI generates the group automatically.
What is it for?
Create specific audiences for simulation or training campaigns without configuring complex filters.
Quickly identify users with risky behaviors: recent clickers, new hires without training, repeat offenders, etc.
Reuse active groups across multiple campaigns, keeping them always up to date.
Manually adjust results by excluding users who don't match the criteria.
Organize employee management into actionable segments without depending on the technical team.
How is it used?
Navigation: Settings → Employees → Smart Groups
Create a new Smart Group
From the main Smart Groups screen, click on New Smart Group.
In the form that opens, complete:
Group name (required field): e.g. "High-risk users in the last 20 days"
Describe the criteria (required field): write in natural language who should be part of the group. You can do it yourself or use one of the available quick suggestions:
High-risk users
New hires without training
Recent clickers
No simulation received
Click on Generate. The AI processes the criteria and builds the group in the background.
While it is being generated, the group appears in the Inactive Groups tab with the status Generating…
Once ready, a notification appears: "Your group is ready!", with quick actions to View or Activate.
Groups are generated by AI and identified with the Generated by AI label in their detail.
View the result before activating:
Click on View to review the group preview.
The screen shows a Results Preview with the list of users who match the criteria and the total count (e.g. Users: 1).
From here you can:
Click on Activate to enable the group.
Click on Save to save it without activating it yet.
Click on Discard group to delete it without saving.
Activate a group:
Upon activation, the group moves to the Active Groups tab and becomes available for use in campaigns, enrollments, and analytics.
The active group screen shows the complete list of included users with the option to Exclude each one individually.
When excluding a user, a modal opens requesting the reason. The options are:
Does not represent the criteria
Already addressed through another channel
Data quality issue
Other
This field is required to confirm the exclusion
Deactivate a group:
From the edit view of an active group, click on Deactivate. The group moves to Inactive Groups and can be reactivated from there.
Access a Smart Group from the Employees view:
Smart Groups also appear in the Employees and Groups section, under the Groups tab. Groups created with AI are identified with the (Smart) label next to their name.
From that view, clicking on the three-dot menu (⋮) of a Smart group gives you the following options:
View: opens the group's detail view with its current members.
Edit: takes you directly to the Smart Group edit screen, where you can modify the name and exclude users.
Deactivate: deactivates the group without deleting it.
Delete: permanently deletes the group.
This is an alternative access path. The main flow for managing Smart Groups remains from
Settings → Employees → Smart Groups.
Use Smart Groups in other parts of the platform:
Once a Smart Group is active, it becomes available in the group selector in:
Academy Enrollments: you can use it to assign training to the collaborators who make up the group.
Statistics and analytics: the group appears listed alongside the rest of the organization's groups, so you can select it in any group selector on the platform.
Only groups with Active status appear available in these selectors. Inactive groups are not visible until they are reactivated.
❓ Frequently Asked Questions
Can I edit a group's criteria after creating it?
Yes. From the group's edit view you can modify the name. If you need to change the criteria from scratch, the most practical option is to create a new group.
What happens if a user shouldn't be in the group?
You can manually exclude them from the group view. You will be asked for a reason before confirming.
Do groups update automatically when the organization's data changes?
Yes. Smart Groups are dynamic: the system automatically recalculates who meets the criteria as the organization's data changes.
When is it appropriate to use Inactive Groups instead of Active ones?
Save a group as inactive when you don't want to use it in campaigns yet but do want to keep it for later. Only active groups are available for assignment to simulations, training, or for filtering analytics.
Can I create several groups with similar criteria?
Yes, there is no visible limit on groups. Each one is generated independently and can have its own activation/deactivation cycle.
Do you have feedback or want to request improvements? Let us know at roadmap.whalemate.com/roadmap