Smart Locations

Overview

Smart Locations allow you to automatically add or remove users from locations, based on user attributes. This means that memberships always stay up to date, with minimal admin work required.

Creating a Smart Location

1. Either create a new location and opt for members to be added automatically,
   
   or go to the list of members of a selected location and click the 'Try smart locations' button.
   
   

2. Now, specify rules for user membership. Upon every user update and rules save, the Smart Location will check for users that meet these conditions.

   Rules can refer to user profile fields and values that may be stored in those fields.

   

3. Click 'Save'. Your location is now Smart.

Please note: Depending on number of users in your company account, applying rules may take a while. Simply refresh the location's page, to see members being added automatically.

How do Smart Locations work?

Smart Locations are locations that have membership rules defined. These rules refer to users profile fields and their values.

You can specify conditions for profile field values, and the Smart Location will check if a user meets these criteria or not.

How does a Smart Location check for updates?

The Smart Location checks whether a user should be a member of a Smart Location when you save changes to the Smart Location rules, when a user is created and when a user's profile is updated.

User profile field updates done manually, through workflows or through user imports all will trigger a check for Smart Location membership.

How long does it take for Smart Location to be updated?

Changes to the Smart Location memberships are not instant. Depending on number of users, number of updates, and conditions to be checked, it may take up to few hours to update the Smart Location.

Can I add or remove users manually from a Smart Location?

Yes, you can add users manually to a Smart Location. This is basically, an override of the Smart Location rules.

You can also remove users from a Smart Location manually. Remember that if you remove a user that was added automatically, they will be added back again if their profile is updated and they still meet the rules of the Smart Location.

Please note: Location membership applied on a user level (through API, user import or dashboard) are considered “manual”, and exceptions above apply.

What happens when I apply rules to a location with existing members?

When you apply Smart Location rules to an existing location, we'll evaluate current members against those rules. Members who meet the criteria will have their enrollment method changed to automatic. Those who don't, will remain in the location and their enrollment will remain manual.

Which profile fields can I use to create a Smart Location?

You can select any profile field. You will find them listed in the dropdown menu when you are creating the rule.

Please bear in mind that:

• When using a dropdown profile field, you can select specific options as rules for your Smart Locations
• When using a date field, you can create date specific rules

What type of operations do Smart Location rules support?

When you select a profile field you can specify what value it should have ("is" operator) or shouldn't have ("is not" operator). Additionally, for date profile fields you can select date specific operations like “on or before”, “on or after”, “between”.

You can specify multiple profile fields values to be checked. For example:

• John - list with a single item, it will check if users name is or is not John
• John, James, Jake - we will check if users name is any of these or none of these

You can also use the API to add, update, and clean the rules for locations.

Can I use Smart Locations with date profile fields?

Date profile fields support dedicated operations including "is", "is not", "on or before", "on or after", and "between". To use these, select the desired date profile field, choose the operation, and specify the relevant date or dates. For instance, to find all users hired in September 2024, select the "Hire date" profile field, the "between" operator, and set the start and end dates to September 1st and 30th, 2024, respectively.

Advanced view also allows you to format date profile fields. This lets you capture the year, month, day, or week for any date specified in that profile field. Learn more here.

How many rules can I add to a Smart Location?

There is no limit to the number of rules you can add to a Smart Location.

Does a user have to meet all the conditions to be a member of a Smart Location?

When you want to apply multiple rules to a Smart Location, its graphic user interface supports “and”, “or” operators. Using “and” operator means that all added rules must be true for a membership to be applied. Using “or” operator means that any of the added rules must be true for a membership to be applied.

You can select an operation from a drop-down field that appears when you add multiple rules to your Smart Group. In order to nest rules use Advanced View.

Potential conflicts with user syncs

For the correct location membership assignment for tenants using UserSync, please make sure you either apply rules through UserSync or through Smart Locations. If rules are applied in both solutions, it can result in conflicts. So if you move from UserSync to Smart Locations, make sure that location membership rules from UserSync are removed.

If you need more help setting up your Smart Location, please reach out to your Customer Success Manager, or contact Support.