Skip to main content
SStandShare

Create groups that update automatically

Admin

Dynamic groups automatically include members based on rules you define — no manual roster management required. When a member meets the criteria, they are added to the group automatically. When they no longer meet the criteria, they are removed.

Common uses for dynamic groups:

  • Returning families — Families who were active in a prior season.
  • New families — Families in their first season.
  • High-balance families — Families with a balance above a threshold.
  • Specific student grade levels — Families with students in a particular grade.

Access Dynamic Groups​

  1. Sign in with a Coordinator or Admin account.
  2. Navigate to Admin > Groups from the sidebar.

Create a Dynamic Group​

  1. Click + New Group.
  2. Enter a Group Name (e.g., "Returning Families 2025–26").
  3. Set the Group Type to Dynamic.
  4. Click Next.

Define Membership Rules​

Rules determine who is included in the group. Each rule has three parts: a field, an operator, and a value.

FieldOperatorsExample
Account balancegreater than, less than, equalsBalance > $100
Family statusis, is notStatus is Active
Seasons activegreater than, equalsSeasons active > 1
Student gradeis, is not, is one ofGrade is 10
Registration datebefore, afterRegistered after 2024-08-01

To add a rule:

  1. Click + Add Rule.
  2. Select a Field from the dropdown.
  3. Choose an Operator.
  4. Enter or select the Value.
  5. Repeat for each additional rule.

By default, members must match all rules (AND logic). To require only one match, switch the toggle to Any (OR logic).

Preview Group Members​

Before saving, click Preview Members to see who the group would include based on your current rules. The preview shows:

  • Member count
  • A list of matching members (name, role, reason for inclusion)

Adjust your rules as needed and re-run the preview until the group looks correct.

  1. Click Save Group.

The group is created and membership is immediately evaluated.

Edit a Dynamic Group​

  1. In Admin > Groups, find the group and click its name.
  2. Click Edit Rules.
  3. Add, remove, or modify rules.
  4. Click Preview Members to verify the change.
  5. Click Save Changes.

Membership is re-evaluated immediately when you save.

Delete a Dynamic Group​

  1. In Admin > Groups, find the group and click its name.
  2. Click Delete Group.
  3. Confirm the deletion.
warning

Deleting a group that is linked to a tiered signup configuration will remove the group from that tier. Review any tiered signup settings that reference this group before deleting.

Use Dynamic Groups with Tiered Event Signup​

Dynamic groups can be linked to signup tiers so that group members get early or prioritized access to event registration.

  1. Follow the steps in Configure Timed & Tiered Signup to set up signup windows for an event.
  2. When configuring a signup tier, choose Restrict to Group and select the dynamic group from the dropdown.

Members of the selected group will have access to register during that tier's window. Members not in the group cannot register until a later (or unrestricted) window opens.

View Group Membership​

  1. Open a group from Admin > Groups.
  2. The Members tab shows the current roster with each member's name, role, and the rule(s) that caused them to be included.
  3. Membership updates automatically as member data changes.

Next Steps​