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How do filters work in Automated Groups?
How do filters work in Automated Groups?

Automatically add and remove members to groups with filter criteria.

Updated over a year ago

Video Overview

Filter Options

You can filter your members based on their activity in your community:

  • Joined on - (date) the date that the member joined your community (the date their account was created for your community).

  • Last login - (date) The last time a login was registered for this user in your community, whether via mobile app or on desktop.

  • Posts - (number) Posts authored by a user. Deleted posts are not counted.

  • Comments - (number) Comments authored by a user. Deleted comments are not counted.

  • Events Attended - (number) The number of events Heartbeat tracked a user attended. Heartbeat can only track true attendance to events hosted via Zoom integration or voice & video room (Event attendance at a custom location will not be tracked). RSVPs do not count toward events attended.

Or your can filter members based on their attributes:

  • Reactions received - (number) The total number of reactions received by a user. You can choose specific emojis or count any emoji. You may also limit reacts from specific user groups or roles to be counted. We are currently not able to limit this filter with a timespan.

  • Groups - (group) Groups a user is a member of.

  • Email - (text) The login email used by a member.

  • Location - (geographic information; number) The number of miles from a pre-defined geographic location. Members that fit within the geographic radius of the filter will be added to the group.

Filter Attributes

You can filter your members into automated groups based on their activity in your community. This article covers how to use filters.

There are four types of attribute. Each has different filters:

  • Text: is, is not, starts with, ends with, contains

  • Number: greater than, less than, is, is not

  • Group: in, not in

  • Date: Relative (more than, less than), Absolute (after, before, has value, has no value)

  • Geographic Information: Absolute (has value, has no value), Relative (within miles of a location)

Important: 'Is' and 'Is not' filters are case sensitive. A filter for 'email is Support@Heartbeat.chat' will not match a user with the email 'support@heartbeat.chat'.

Combining 'and' filters with 'or' filters

You can combine 'and' with 'or' filters to target a more nuanced set of members.

For example, you can filter members that made 20+ posts in the past year or 20+ comments in the past year and last login was less than a week ago. This will give you a great picture of who your long-term active and engaged members are.

Just click the '+' button after adding your first filter.

Click 'and' to change the operator to 'or'

Click '+ Add Filter' to add a new filter group and add 'Last Login'

Click the operator if you need to change between 'and' and 'or'.

Now click preview to see who of your members would currently fit the filter criteria!

Helpful Tips

  • Have an example user in mind that would fit these criteria to help you test your filter groups. When you click preview, expect to see them there.

  • When you use greater than or less than filters, that does not include the number you input. For example, if you choose a filter for posts greater than 10, you are saying the posts must be 11 or more to meet the filter.

  • Look at the operator between filter groups. If it says 'and' you'll need to match all filter groups. If it says 'or' you'll only need to match one of the filter groups.

What's Next

After choosing your filter group settings, you'll decide the visibility settings of the group. If you're making a filter group for only admin use, make sure to keep the visibility hidden. If you're making a filter group as a badge in your community, set visibility to badge. If you have questions on creating a group in Heartbeat, check out this article.

Filter Templates

To help get you started with Automated Groups, we've created some filter templates that are tailored for creating engaging communities. You can find all of these in the group membership settings when creating or editing an automated group (Settings > Manage Groups > Create/Edit Group).

  1. ⭐️ Admin

    1. Groups includes Admin.

  2. ⭐️ Moderator

    1. Groups includes Moderator.

  3. 🧊 Ice Breaker (members that start conversations)

    1. Posts in the last month greater than 5; and

    2. Groups does not include Admin and Moderator.

  4. 🤝 Helpful (members that comment on posts)

    1. Comments in the last month greater than 9; and

    2. Reactions received in the last month greater than 15; and

    3. Groups does not include Admin and Moderator.

  5. 💪 Power User (long term high engagement)

    1. Comments in the last year greater than 25; and

    2. Posts in the last year greater than 25; and

    3. Reactions received greater than 25; and

    4. Groups does not include Admin and Moderator.

  6. 🔥 Active Members

    1. Last Login less than 7 days ago; and

    2. Groups does not include Admin and Moderator.

  7. 🔻 Slipping Away

    1. Last login more than 9 days ago; and

    2. Last login less than 20 days ago.

  8. 🕸️ Inactive Users

    1. Last login more than 30 days ago; and

    2. Groups does not include Admin and Moderator.

Frequently Asked Questions

Can I use automated groups to gamify my community?

Sure you can! Here's an example of how you might make gamified badges with filter groups in Heartbeat:

Based on engagement with their content: (All filters should include: Groups does not include Admin AND Moderator)

  1. 🥇 Gold

    1. Reactions received for 🏅 greater than 50

  2. 🥈 Silver

    1. Reactions received for 🏅 greater than 25

  3. 🥉 Bronze

    1. Reactions received for 🏅 greater than 10

Based on producing content: (All filters should include Groups does not include Admin AND Moderator)

  1. 🥇 Gold

    1. Posts in the last month greater than 20 OR

    2. Comments in the last month greater than 20

  2. 🥈 Silver

    1. Posts in the last month greater than 10 OR

    2. Comments in the last month greater than 10

  3. 🥉 Bronze

    1. Posts in the last month greater than 5 OR

    2. Comments in the last month greater than 5

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