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Role Groups are specialized segments that automatically organize members based on specific roles, demographics, or criteria such as age, gender, user type, or custom fields. They provide focused spaces for members who share similar responsibilities or characteristics.

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How to access

Settings → Groups → Role Groups Or: Sidebar → Groups → View role-based groups

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What are Role Groups

Role Groups provide:
  • Automatic membership - Members are assigned based on matching criteria
  • Targeted collaboration - Focused discussions for specific roles or demographics
  • Role-based resources - Share documents relevant to specific groups
  • Efficient communication - Reach specific segments of your organization

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How Role Groups Work

Unlike regular groups where members join manually, Role Groups automatically include members based on defined criteria: 
Criteria: User Type = "Leader"
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System automatically adds all Leaders to the group
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New Leaders are added automatically
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Members losing Leader status are removed

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Creating Role Groups

Settings → Groups → Role Groups → Create Role Group
1

Define criteria

Select the criteria for automatic membership (user type, age range, gender, etc.).
2

Name the group

Give the group a descriptive name reflecting its purpose.
3

Enable features

Choose which features to enable (discussions, events, files).
4

Configure permissions

Set who can post, create events, and upload files.
5

Save

Save to create the Role Group and automatically populate membership.

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Criteria Types

Role Groups can be based on:

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User Type

Groups based on member’s user type classification:
  • Leaders
  • Volunteers
  • Board Members
  • Staff
  • Youth members
  • (Custom user types)

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Age Range

Groups based on member age:
  • Youth (under 18)
  • Young Adults (18-30)
  • Adults (30+)
  • Seniors (60+)
  • Custom age ranges

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Gender

Groups based on gender if specified:
  • Female members
  • Male members
  • Non-binary members

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Custom Fields

Groups based on custom profile field values:
  • Department
  • Profession
  • Certification level
  • Years of membership
  • (Any custom field)

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Role Group Features

Each Role Group can include:

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Discussions

  • Role-specific conversations
  • Share expertise and best practices
  • Mentoring and support
  • Announcements for the role

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Events

  • Training sessions
  • Role-specific meetings
  • Networking events
  • Professional development

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Files

  • Training materials
  • Role-specific documentation
  • Templates and resources
  • Guidelines and policies

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Use Cases

Connect all leaders for sharing best practices, training resources, and coordination.
Create age-appropriate spaces for younger members with relevant content and activities.
Group members by profession or skill level for targeted learning opportunities.
Automatically group committee members for efficient communication.
Create a group for new members in their first year with onboarding resources.
Group members by geographic area for regional planning and coordination.

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Managing Role Groups

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Membership Updates

  • Membership is automatic - no manual management needed
  • System syncs daily to add/remove members based on criteria
  • Changes to member profiles trigger membership recalculation
  • Administrators cannot manually add members (criteria-based only)

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Viewing Members

  1. Navigate to the Role Group
  2. Go to Members tab
  3. View all qualifying members
  4. Filter and search as needed

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Archiving Role Groups

If a Role Group is no longer needed:
  1. Go to group settings
  2. Archive the group
  3. Content is preserved but group is hidden
  4. Members are removed from active roster

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Permissions

Role Groups have the same permission options as regular groups:
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onlyAdminsCanPost
boolean
Restrict discussion posting to administrators only.
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onlyAdminsCanCreateEvents
boolean
Restrict event creation to administrators.
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onlyAdminsCanUploadFiles
boolean
Restrict file uploads to administrators.

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Best Practices

Define specific, unambiguous criteria for each Role Group.
Name groups clearly to reflect their purpose and membership.
Avoid creating too many Role Groups. Each should have a clear purpose.
Assign group administrators to keep content relevant and engaging.
Periodically review Role Groups to ensure they’re still useful.