User groups are at the core of the Staffbase platform. They allow you to cluster users with similarities, such as users in the same office location, department, or with similar interests, and target content that specifically caters to these similarities. This can be done in a number of ways with different types of user groups.
Manual Internal Groups
Manual internal groups are not visible to users. Users cannot subscribe or unsubscribe from the group, and, in many cases, are not even aware of being in a group. Each user is added and removed from the group manually, making this an ideal option for small groups with little turnover in members.
Example:The department heads of Showcase, Inc. want a group where they can share strategic topics with each other. As this group is small and contains more sensitive information, manual management is an effective option for allowing the users autonomy in the group without having to handle complicated CSV imports.
Similar to manual internal groups, conditional groups are not visible to users. Users cannot subscribe or unsubscribe from the group and must be managed using an automated format, such as CSV import or User API. Conditional groups allow you to set up groups based on multiple tags. Tags can be set up with ‘And’ and ‘Or’ conditions in order to widen or narrow the target group, so that you can customize your content targeting.
Example:The Marketing department at Showcase, Inc. has created a conditional group to ensure that members of the department are receiving department-specific content. Each user with the tag ‘Marketing’ applied to their profile will be automatically added to the conditional group. Only users with this tag will see the group’s content.
Open groups give users a way to actively pursue interests and connect with others with similar interests. Users can subscribe and unsubscribe freely from open groups. This makes them ideal for promoting employee initiative and engagement, such as interest groups. It is important to keep in mind, if a user loses access to information crucial to their job performance by unsubscribing from the group, this content may be better suited for a different type of group.
The open group “Showcase Inc. Runners” provides an opportunity for employees from all different departments and leadership levels to connect on a personal level and share their passion for running. In this group users share, for example, upcoming running events in the area, photos from group events, and give each other tips in their group chat.
Mandatory groups are a special type of open group, which is why they are also called mandatory open groups. These groups have a core of mandatory users who cannot freely unsubscribe from the group. For all other users, this group functions like a normal open group. This can be useful for companies that want to promote inter-departmental transparency. When using mandatory groups, it is important to remember not to share confidential information, as it is visible to a larger audience. This group type must be managed via CSV import.
The mandatory open group ‘Marketing’ is mandatory for all Marketing employees. Showcase, Inc., however, wants department activities to be transparent and for the Marketing group to be available to all interested employees. Employees in, for example, the Finance department can subscribe and unsubscribe from this group freely.
Finding the Right User Group for Your Needs
By crafting user groups, you are shaping the architecture of your platform. With each new user group comes new visibility settings that change how each user navigates through the app. Ask yourself the following questions as a guideline to find the right user group for your needs: