Cohorts allow administrators to create dynamic groups of users based on specific criteria, making it easy to assign training, automate course enrollments, and manage users at scale. Instead of manually selecting users each time, Cohorts automatically update as users meet or no longer meet the rules you define.
Accessing Cohorts
Navigate to:
Admin Dashboard > People > Cohorts
The Cohorts dashboard provides an overview of all of your cohorts, including:
Active Cohorts
Automated Cohorts
Actions completed in the last 30 days
You can also filter the list by:
Audience
Provider
Organization
Cohort Type
Automated
Manual
Creating a Cohort
To create a cohort, you'll define a dynamic rule set that determines which users belong to the group.
After the cohort is saved, you'll be able to:
Preview members
Export the member list
Run one-time bulk actions
Attach an on-entry automation
Step 1: Enter Cohort Details
Provide the basic information for your cohort.
Cohort Name
Enter a short, descriptive name.
This name will appear:
In the Cohorts list
In Automation logs
Description
(Optional) Add a description to help other administrators understand the cohort's purpose.
Select Continue when finished.
Step 2: Define the Rules
Cohort membership is determined by rules.
Important: All rules are combined using AND logic. Users must meet every rule to be included in the cohort.
Audience
The Audience rule is always required and appears first.
Select Edit to choose:
One organization
Multiple organizations
Specific providers
Any combination of providers and organizations
Add Additional Rules
After selecting your audience, add additional filters such as:
Hire Date
User Status
Role
Custom Tags
Continue adding rules until your cohort includes the users you want.
Select Continue when finished.
Step 3: Preview Your Cohort
Before saving, you'll see a preview showing how many users currently match your rules.
From this screen you can:
Review the rules you've created
Verify the member count
Make changes if needed
Note: Cohorts are dynamic. Membership is recalculated during each scheduled refresh, so the member count shown is only a point-in-time preview.
When you're satisfied, select Save.
Viewing Your Cohorts
After saving, the cohort will appear on the main Cohorts dashboard.
Each cohort displays a quick overview, including:
Cohort name
Scope (who the cohort applies to)
Current member count
Date and time of the last update
Cohort Actions
From the Cohorts dashboard, you can quickly:
Download a list of current members
Open the cohort to view additional options
Creating an Automation
After opening a cohort, you can create an automation to automatically assign training to users as they join the cohort.
When the automation is Active:
The selected Course Block is assigned to every user who newly enters the cohort during the next nightly refresh.
Existing cohort members are not assigned the course block again.
The automation only runs once for each user when they first become a member of the cohort.
This allows administrators to automatically deliver onboarding, annual training, or role-based learning without manually assigning courses each time users qualify.
How Cohorts Work
Unlike static user groups, Cohorts update automatically based on the rules you've created.
For example:
A newly hired employee matching your criteria will automatically join the cohort after the next scheduled refresh.
If a user no longer matches the rules (for example, their status changes or they move to a different provider), they will automatically be removed from the cohort.
This makes Cohorts an efficient way to keep training assignments aligned with your organization's current workforce while reducing manual administration.