Creating an organisational segment groups users together based on rules you define, so you can report on them, assign a segment administrator, or automate their enrolments. To learn what segments are for, see What are organisational segments?
Step-by-step instructions
Step 1: Create a custom profile field
To create a segment, you first need to set up a custom profile field.
This field is added to every user profile and acts as the criteria for filtering and grouping users into segments. For example, a Department field (Sales, Catering, HR) or a Location field (London, Bracknell, Manchester).
To learn how, see How do I create a custom profile field?
Step 2: Create a segment
Go to Settings.
In the Elsewhere section, click Organisational Segments.
Click +Add Segment on the right of the page, then enter the name of your segment in the Segment Title box (e.g. "Sales").
Define your segment rules (explained in the next section).
To add more rules (optional), click +Add Rule at the top right of the rules area, and define additional rules as needed using AND/OR operators.
To remove a rule, click the Delete button to the right of the rule.
Click Save changes to finalise and save your new segment.
To change or remove a segment later, see How do I edit or delete an organisational segment?
Interactive walkthrough
What are segment rules?
Segment rules are like filters that help group your users based on specific details about them. These rules tell the system which users should belong to a segment.
Choose AND/OR:
Use AND if users must meet all the rules (e.g. they must be in both the HR department and the London location).
Use OR if users only need to meet one rule (e.g. they are in the HR department or the London location).
Note: you can only select one option (AND or OR) for all rules within the segment.
Select the custom field: from the drop-down menu, choose a custom field from the ones previously created — for example, Department (Sales, Marketing) or Location (New York, London).
Decide how to match (operator): tell the system how to match users to the segment by selecting an operator:
Equal: the value must match exactly (e.g. "Department equals Sales").
Not Equal: exclude a specific value (e.g. "Department does not equal Sales" — all departments except Sales).
Contains: the value includes specific words (e.g. "Location contains York").
Doesn't Contain: the value does not include specific words (e.g. "Location doesn't contain York").
Enter the value to match: the drop-down shows the values set for the custom user field. Choose the specific value you want the rule to find — for example, "HR" for Department or "London" for Location.
FAQ
I created a segment but it shows 0 users, why?
I created a segment but it shows 0 users, why?
If the rules are set correctly, check that the necessary information for this field has been populated for your existing users. See How do I edit users in bulk? to bulk update custom fields.
Can I link specific documents and policies to certain segments?
Can I link specific documents and policies to certain segments?
Yes. If you subscribe to the Documents & Policies Add-On, you can link your documents and policies resources to segments, so only learners in that segment can see the resource in their Documents & Policies list. To learn more, see What is the Documents & policies Add-On?