🙋 This article is for: Company Admins on the Pro or Enterprise plan who want to group users across teams and departments. Managers can read it to see what they can do with cohorts.
What is a cohort?
A cohort is a group of users that you put together yourself, for example "New starters", "All managers" or "Needs coaching". Unlike teams and departments, a cohort can include people from anywhere in your organization, and one person can be in many cohorts.
There are two types:
Fixed — you pick the users by hand.
Dynamic — you set rules, and SalesScreen updates who is in the cohort every night.
Supporters cannot be part of a cohort.
Where do I find cohorts?
Go to Organization and open the Cohorts tab. The list shows each cohort's type, tags, who last edited it, where it is used and how many users it has. Use the search box to find a cohort by name, description or tag.
Who can do what?
Company Admins create, edit, refresh, lock and disable cohorts, and choose who can use each one.
Managers see the cohorts they have access to, see everyone in them, and can add or remove users they manage in Fixed cohorts. They can also use those cohorts in filters. Managers cannot create, edit or disable cohorts.
Other users never see cohorts directly. They only notice what a cohort is used for, such as an achievement only they can unlock.
Create a cohort
In Organization → Cohorts, click Create Cohort.
Add a Name, and if you like an image, a Description and tags.
Choose Access rights (see below). The default is All Admins and Managers.
Click Create.
A new cohort starts as Fixed with no users. Open it to add users, or switch it to Dynamic and add rules.
Choose who can use a cohort
Access rights decide which admins and managers can see a cohort and pick it in filters:
Company Admins — only Company Admins.
Managers with users in cohort — managers who manage at least one user in the cohort.
Managers with all users in cohort — managers who manage every user in the cohort.
All Admins and Managers — every admin and manager, whoever is in the cohort.
Add users to a Fixed cohort
Open the cohort.
Click Assign users and pick the users. People already in the cohort are greyed out.
To take someone out, click the remove button on their row. When a user is deactivated, they are removed from all cohorts.
Set up a Dynamic cohort
Open the cohort and set Cohort type to Dynamic.
Click Add filter group, then Add filter, and choose a filter.
Click Refresh preview to see who matches.
Click Save changes.
Users must match every filter in a group. Add another group with or to include people who match either group. For example, group 1 "Hire date is within the last 90 days" and "Role is Regular User", or group 2 "Department is Sales Oslo".
You can filter on:
Team or Department — users in the teams or departments you pick.
Role — Any Manager, Team Manager, Department Manager, Company Manager or Regular User.
Hire date and Created date — before, after or between dates, or within the last days, weeks or months. Users without a hire date are left out of hire date filters.
Login activity — has or has not logged in within the last days, weeks or months.
Reported total — more or less than a number on a metric in a period. Users with no data count as 0.
Target attainment — more or less than a percent of target in a period. Users without a target are left out. Shown if your account uses targets.
Achievement — has or has not unlocked an achievement. Shown if your account uses achievements.
Switching a Fixed cohort with users to Dynamic replaces those users with the people who match your rules. Switching back to Fixed keeps the current users.
Keep a Dynamic cohort up to date
Dynamic cohorts update every night around midnight. People who now match are added, and people who no longer match are removed.
To update right away, click Refresh cohort. The list shows when it was last updated.
To freeze the members, choose Lock cohort in the menu. Nightly updates stop and the rules can't be changed until you unlock it. You can still refresh once by hand.
Ready-made cohorts
Every account gets three Dynamic cohorts to start from: All users hired last 6 months, All regular users and All managers. Only Company Admins can use them at first. You can edit them, change their access rights or disable them.
Where can I use a cohort?
Dashboard widgets (web and mobile) — show data for the cohort.
TV slides — show the cohort on screen.
Achievements — only people in the cohort can unlock the achievement.
Reward Shop — only people in the cohort can see and redeem the reward.
Message Board — send a message to the cohort.
Competitions — pick participants from the cohort. The competition keeps the people who were in the cohort when you created it.
To see where a cohort is used, choose View usage on it.
Disable a cohort
Choose Disable on the cohort.
Type the cohort name to confirm.
Tick Remove the content that uses this cohort to also remove it from widgets, slides and achievements.
Click Disable.
Widgets and slides that only used this cohort are deleted, and achievements that only used it are turned off. Cohorts can't be deleted.
What if this doesn't work?
I can't see the Cohorts tab: Cohorts are part of the Pro and Enterprise plans. Check your plan, and that you are a Company Admin or a manager.
A manager can't find a cohort in a filter: Open the cohort and check its Access rights. With Company Admins, managers never see it. With the two "Managers with..." options, the manager must manage at least one, or every, user in the cohort.
Someone is missing from a Dynamic cohort: Click Refresh cohort, since the cohort only updates at night. Check that they have a hire date or target if you filter on those, and that they are not a Supporter or deactivated.