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Create a Subgroup

A subgroup is a filtered view of a main group. Use subgroups when you want to invite or manage only part of a larger group.

For example, if your main group contains all participants, you might create subgroups for staff, volunteers, speakers, or specific locations.

How Subgroups Work

Subgroups do not create separate copies of people. Instead, they use rules to show matching people from the main group.

  • The Main Group is the source-of-record
  • The Subgroup is a filtered view of that main group
  • When the main group changes, the subgroup updates automatically

Create a Subgroup

  1. Go to Groups from the left-side menu
  2. Click New Group
  3. Select Segment an Existing Group
  4. Select the main group you want to segment
  5. Enter a name for the subgroup
  6. Click Create

When first created, the subgroup may include everyone from the main group. Add rules to filter it down.

Add Rules to a Subgroup

  1. Open the subgroup
  2. Go to the People tab
  3. Click Rules
  4. Click New Rule Set
  5. Add one or more rules
  6. Click Apply Rules

After applying rules, the subgroup will update to show only the people who match.

Example Rule

If your main group has a custom field called Type, you could create a subgroup for volunteers using this rule:

  • Type equals Volunteer

Anyone in the main group whose Type is Volunteer will appear in the subgroup.

Rule Sets: AND and OR Logic

Rules are grouped into rule sets.

  • Rules inside the same rule set use AND logic
  • Multiple rule sets use OR logic

For example, a rule set with:

  • Type equals Staff
  • Location equals Los Angeles

will include only people who are both Staff and in Los Angeles.

If you add a second rule set for:

  • Type equals Volunteer

the subgroup will include people who are either Los Angeles Staff or Volunteers.

Use Subgroups with Activities

Subgroups are commonly assigned to activities to control who can see and respond to them.

For example:

  • Main Group: All Participants
  • Subgroup: Volunteers
  • Activity: Volunteer Training

Assigning the Volunteers subgroup to the Volunteer Training activity ensures that only volunteers can see and respond to that activity.

When to Use Subgroups

  • Invite only certain people to an activity
  • Separate staff, volunteers, speakers, or attendees
  • Coordinate participants by location or role
  • Create targeted registration or communication paths

Important Notes

  • Subgroups are based on a main group
  • People are not copied into subgroups
  • To add or remove people from a subgroup, update the person’s data in the main group or adjust the subgroup rules
  • Deleting a person must be done from the main group

What to Do Next