Access to an administrator account on the Rise Up platform, with the necessary permissions to manage users and groups, is required to create or edit Smart Rules.
Group managers without edit rights have read-only access to Smart Rule configurations via the Group Board and the Group list.
Condition limit: a Smart Rule cannot exceed 50 conditions across all condition groups. Rules above this limit remain active but become non-editable until refactored below the limit.
Smart Rules automate the process of adding and removing users from a group based on predefined criteria. Instead of manually managing group membership, administrators define conditions — based on standard fields or custom fields — that the platform evaluates continuously. This eliminates the need for manual updates whenever a user's status or information changes.
Conditions are organised into condition groups, with AND/OR logic configurable both within a group and between groups, allowing precise targeting for complex group hierarchies.
Key use case: automatically maintaining group membership aligned with organisational data such as department, location, role, or any custom field, without ongoing administrative effort.
- Condition groups: conditions are always created inside a group. AND/OR operators can be set at two levels — within a group (Group Rule) and between groups (Main Rule).
- Standard and custom fields: rules can be based on built-in fields (Email, Role, Function, Username, Internal ID, Phone, Creation Date, Suspension Date, Group, User Status) or any custom field configured in your settings.
- 50-condition limit: maximum per Smart Rule, displayed live as a condition counter.
- Membership logic: a rule can require that a member match at least one condition group, or all of them, depending on how strict the targeting needs to be.
- Automatic add and remove: rules can add matching users automatically, or both add and remove users as their data changes.
- Audit trail: an event log records who modified a Smart Rule and which group was affected.
- Read-only access: group managers and users without edit rights can view Smart Rules without accessing the editor.
I — Access the group management interface
Smart Rules are configured individually for each group. Each group has its own independent set of rules.
- From the side menu, navigate to Groups.
- Select View, then Manage Group by clicking the gear icon .
- Click Manage Smart Rules to open the Smart Rules configuration page for that group.
II — Build a Smart Rule
Conditions are always created inside a condition group. A rule can contain one or several condition groups, each with one or several conditions.
- Click + Add a Smart Rule to create a new rule, or Add condition group to add a group to an existing rule.
- Within the group, add a condition by selecting a Type, a Relation, and a Value.
- Repeat to add further conditions to the same group, then set the Group Rule operator (AND / OR) to define how conditions within that group are evaluated.
- Add further condition groups if needed, then set the Main Rule operator (AND / OR) to define how the groups relate to each other.
- Click Save. The notification "Smart rules has been saved successfully" confirms the save and you are redirected to the Group Board.
If no condition group has been created yet, an empty state is displayed in place of the rule builder. Similarly, an empty state appears inside any condition group that does not yet contain a condition, prompting you to add one.
Each condition is made up of three parts:
| Field | Description |
|---|---|
| Type | The criterion the rule is based on — a standard field (Email, Role, Function, Username, Internal ID, Phone, Creation Date, Suspension Date, Group, User Status) or a custom field configured in your settings. |
| Relation | How the value must match the criterion: contains, equals, or does not equal. |
| Value | The specific value to match — for example, a custom "Location" field with the relation "Contains" and the value "Paris". |
Example logic combining two condition groups with different internal operators:
→ Job title = "Manager"
→ Job title = "Senior Manager"
→ Department = "Sales"
→ Country = "France"
III — Configure how rules apply to group members
Beyond the conditions themselves, two settings determine how strictly a rule controls membership, and how membership changes are applied.
Adherence to rules for group membership:
- At least one of these rules must be met — a user can belong to the group if they meet at least one of the defined condition groups.
- All rules must be met — a user must satisfy every condition group to be part of the group. This makes the targeting more stringent.
Application to group members:
- Automatically add members — users who meet the rules are added to the group automatically, without manual intervention.
- Automatically add and remove members — users who no longer meet the rules are also automatically removed, ensuring only relevant members remain in the group.
You can also choose whether a rule applies to all group members or only to newly added ones, and whether it should exclude group managers from its evaluation.
IV — Governance and visibility
Smart Rules include built-in governance features so that administrators can track changes and group managers can stay informed without needing edit access.
- Audit trail: an event log is recorded every time a Smart Rule is modified, capturing the user who made the change, the group affected, and the timestamp.
- Read-only access: users without Smart Rule edit rights can view the full rule configuration without accessing the editor — from the Group Board, click See Details on the group's Configuration card; from the Group list, open the kebab menu (⋮) next to a group and select View Smart Rules.
- Group Board card: each group's card displays three sections — Configuration (visibility type, number of active conditions, See Details link), Linked to Group (courses, learning paths, and goals linked to the group), and User Activities (ongoing course enrolments and pending corrections).
FAQ & Troubleshooting
-
Issue: Smart Rules are not triggering as expected.
Solution: Check that all conditions are correctly defined and that there are no conflicting rules between condition groups. Verify that user attributes actually match the rule conditions, including custom field values.
Issue: Changes to a Smart Rule are not being saved.
Solution: Confirm you have the necessary administrative permissions, that no condition is showing a red border (invalid condition), and that you have clicked Save after making changes. A Smart Rule cannot be saved while a condition is incomplete or being edited.
Issue: A condition group is returning unexpected group membership results.
Solution: Verify the operator settings at both levels — the Group Rule operator (AND/OR within a group) and the Main Rule operator (AND/OR between groups). A mismatch between intended logic and configured operators is the most common cause of unexpected membership results.
Issue: A group manager cannot see the Smart Rule configuration for a group they manage.
Solution: From the Group Board, click See Details on the group's Configuration card to open the read-only Smart Rules modal. Alternatively, open the kebab menu (⋮) next to the group in the Group list and select View Smart Rules.
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Can I set up Smart Rules based on user roles?
— Yes. Role is one of the standard fields available when defining a condition, alongside Email, Function, Username, Internal ID, Phone, Creation Date, Suspension Date, Group, and User Status.
Can I mix AND and OR conditions inside the same Smart Rule?
— Yes. Operators can be defined within each condition group (Group Rule) and between condition groups (Main Rule), allowing logic such as: (Manager OR Senior Manager) AND (Department = Sales AND Country = France).
How can I ensure a Smart Rule applies only to new group members?
— In the Smart Rule settings, select the option to apply the rule only to newly added members rather than to all existing members.
Can I edit multiple conditions at the same time?
— Yes. Multiple conditions can be in edit mode simultaneously.
What is logged when a Smart Rule is modified?
— The audit trail logs which user modified the Smart Rule and which group was impacted, along with the timestamp of the change.
What happens if a Smart Rule exceeds 50 conditions?
— The rule remains active and functional, but it becomes non-editable. Split it into multiple rules each with fewer than 50 conditions to regain editing capability. -
Contact Rise Up Support
Creating and managing groups
Managing user roles and permissions
Configuring custom fields