- Administration
- Site management
- Manage site membership via rules
Manage site membership via rules
Learn how to add or remove site members automatically using membership rules via the web app.This feature is currently in Early Access. If you're interested, please contact your customer success manager to check if your organization is eligible.
What does it mean to manage site membership automatically via rules?
Managing site membership at scale can be challenging, especially when you’re adding or removing large numbers of users. Rule-based site membership simplifies the process by automatically updating site membership based on rules you set using user fields. As user details change, like their site or job title, they’re added or removed as site members from the right sites. This ensures teams get the right access based on their role or location, without relying on manual updates.
Available rules and operations
You can set up membership using different rules and operations depending on the user field's data type.
Rule logic
The rule logic defines how rules are evaluated together, either requiring all rules to match or allowing any matching rule to apply. Please note that only one combinator can be used to evaluate multiple rules at a time.
Combinator | Description | Example |
|---|---|---|
| All rules must be true for a user to be added. | If "Start date" is after Jan 1, 2024; If "Manager" is People Manager; and If "Shirt size" is Large; Only users who match all three of those rules will be added. |
| A user only needs to match one or more of the rules to be added. | If "Start date" is after Jan 1, 2024; If "Manager" is People Manager; and If "Shirt size" is Large; Any user who matches at least one of those rules will be added. |
Text
You can add up to 250 values per rule.
Operator | Description | Example |
|---|---|---|
| Matches if the user field is exactly the value you specify. | If Job role is "Customer Support", only users with that exact job role will be added. |
| Matches if the user field is anything except the value you specify. | If Job role is not "Customer Support", all users with a different job role will be added. |
| Matches if the user field includes the value you specify. | If Job role contains "Customer", users with roles like "Customer Support" and "Customer Success" will be added. |
| Matches if the user field doesn't include the value you specify. | If Job role doesn't contain "Customer", users whose job role doesn’t include "Customer" will be added. |
Values entered for the “Text” data type are case-sensitive.
Date
You can only select one value per rule.
Operator | Description | Example |
|---|---|---|
| Matches if the user field is before the value you specify. | For example, if Hire date is before "January 1, 2024", users hired before that date will be added. |
| Matches if the user field is after the value you specify. | For example, if Hire date is after "January 1, 2024", users hired after that date will be added. |
| Matches if the user field is exactly the value you specify. | For example, if Hire date is exactly "January 1, 2024", users hired on that date will be added. |
| Matches if the user field is anything except the value you specify. | For example, if Hire date is not "January 1, 2024", users hired on any other date will be added. |
User
You can select up to 250 values per rule.
Operator | Description | Example |
|---|---|---|
| Matches if the user field is exactly the value you specify. | For example, if Manager is "John Doe", users with that exact manager will be added. |
| Matches if the user field is anything except the value you specify. | For example, if Manager is not "John Doe", users with any other manager will be added. |
Multiple choice
You can select up to 250 values per rule.
Operator | Description | Example |
|---|---|---|
| Matches if the user field is exactly or one of the values you specify. | For example, if Shirt size is "Small" and "Medium", users with "Large" won't be added. |
| Matches if the user field is anything except the value(s) you specify. | For example, if Shirt size is "Large", users with other sizes will be added. |
You can add up to 2,000 users for sites with rule-based membership.
Add or remove site members via rules
Click your organization name on the lower-left corner of the page and select Sites.
Click the name of the site or level.
Select the Members tab and click
Add users to site on the right-hand side.If your site has existing members, you need to remove them before you can add users using membership rules.
Click
Add via rulesIn the pop-up window, set up the membership rules. You can only have up to 5 rules per site.
Click Next.
A summary of users who match the rules will be displayed. Click Save.
Once membership rules are created, adding or removing site members can only be managed by editing the rules. Managing site members manually isn't currently supported.
Manage site membership rules
Click your organization name on the lower-left corner of the page and select Sites.
Click the name of the site or level.
In the "Conditional rules applied" section, click
to manage the rules accordingly:
To add a new rule: Click
Add condition in the lower-left of the section. You can add up to 5 rules to define the conditions for your dynamic group.To edit an existing rule: Select the rule logic, user fields, operators, and values from the dropdowns to edit existing rules.
To delete a rule: Click
on the right-hand side to delete a rule.
Click Save.
In the pop-up window, click Save and apply.
Archiving user fields used in sites or levels will void all rules set up. Restoring a user field won't convert the site back to using membership rules, and you'll need to set them up again.
Frequently asked questions
No, it's currently not possible to manually add or remove site members when you have membership rules set up.
If a user is a member of a level above the site, they'll still get added to the lower hierarchies regardless if they have membership rules set up.
For example, if a user is added manually as a member to the area "Customer Support", they'll be an inherited member of the sites below even if they don't meet the rules set up.
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