Rule-based teams automatically group users based on shared properties, such as department, location, manager, and more. This makes it easier to manage reporting and team organization at scale.
What is a rule-based team?
A rule-based team is created using one or more conditions that define which users should be included. These teams keep themselves up to date: when the value of a property used in one of the team’s rules changes on a user’s profile, the user is automatically added to or removed from the team. Changes to other properties on the profile do not affect membership.
You cannot add users to or remove users from a rule-based team by hand. To change who is in the team, edit its rules or the property values on the users’ profiles.
A rule-based team cannot have sub-teams of its own, but you can add it as a sub-team of a manual team.
How many rules can a team have?
A rule-based team supports a maximum of 7 rules. Once you have added the seventh rule, the Add rule button is disabled.
Why use rule-based teams?
Rule-based teams help you:
Reduce manual team management.
Keep team structures up to date.
Improve accuracy in reporting and segmentation.
Ensure each Team Manager always sees the right users.
How to create a rule-based team
Only Administrators and Executives with access to all products can create rule-based teams.
To set one up:
Go to Settings, then select Teams from the side menu.
Click Create Team.
Enter a team name and, if you want, assign a Team Manager.
Under Team type, choose Rule-based.
Under Rules, choose whether users must match All of the following rules or Any of the following rules.
Click Add rule, then choose a property, a condition, and a value.
Review the users who match your rules.
Click Save.
The team will be updated automatically based on changes to the property values used in the team’s rules.
Example of a rule-based team
Suppose you want to create a team of users who are in your organization’s Sales department and in Canada, and who already have these property values on their Workleap profiles. Choose All of the following rules, then add these two rules:
Rule 1: property Department, condition is equal to, value Sales.
Rule 2: property Country, condition is equal to, value Canada.
The team would therefore include only the users whose Department is Sales and whose Country is Canada. If a user’s Department or Country value later changes on their Workleap profile, for example from Sales to Marketing, that user would no longer match both rules and would be removed from the team automatically. Likewise, a user whose Department and Country values later change to Sales and Canada would be added automatically.
If you choose Any of the following rules instead, the team would include users who match at least one rule: users in Sales or users in Canada.