Working with dynamic membership in the community

Working with dynamic membership in the community

Overview  
Dynamic membership helps you add users to Spaces or Boards automatically based on their profile details, such as display name, email address, about me, time zone, and custom fields. This feature simplifies user management and saves time for Superhost and community hosts by automating the process of assigning people to relevant spaces.

How does dynamic membership work?  

Dynamic membership uses workflow rules defined by SuperHost and community hosts. These rules scan user profile details whenever:
  • A new user is added to the community
  • An existing user's profile is updated
If the profile matches the conditions in a rule, the user is automatically added to the specified spaces or Boards.

Use cases

Here are a few examples of how dynamic membership can be used:
  • Automatically add people to their respective team spaces.
  • Add users to interest-based spaces like book clubs or sports spaces based on their hobbies.
  • Place users into location-based boards depending on their geolocation.

Who can create workflow rules?  

Only the SuperHost and community hosts can create and manage dynamic membership workflow rules.
 

Creating a dynamic membership workflow rule  

  1. Click the gear icon in the top-right corner.
  2. From the dropdown, click Settings.



  3. Under Automation, select Dynamic Membership.



  4. Click + New Workflow Rule.



  5. Provide a name for your rule. Module will be selected as Profile by default and it cannot be changed.



  6. Choose between:
    • No Condition: Applies the rule to all users.
    • Apply condition-based filters: Applies the rule to users you define.


  1. If you're using conditions, refer to the table below to find the elements you need to use.
 

Condition fields  

Element

Description

Field attribute

Profile fields (including custom fields) like name, email address, about me, and time zone.

Rule

Based on the field type:

  • Text fields: Is, Is not, Contains, Starts with, etc.

  • Date fields: Before, After

  • Some fields like "community hosts" do not have rules.

Value

Enter the value to filter users (e.g., Los Angeles, Football)

 

  • Use + on the right corner of the condition to add more conditions.



  • Choose AND if all conditions must match, or OR if any one match is enough.
  • Click + Add nested condition to create sub-conditions.



  1. Click +Add Action.



  2. From the dropdown, choose:
    • Add to Spaces
    • Add to Boards
    • Custom Function




  1. Click Save.


Here's an example for you.

To add users who:
  • Resides in Los Angeles,
  • Have Football as an interest,
to a space called Los Angeles Football Club, define:
  • Field: Location - Is - Los Angeles
  • Field: Interests - Contains - Football
  • Operator: AND

 

Run through workflow rule (for existing users)  

By default, workflow rules only apply to users added or updated after the rule is created. To apply a rule to existing users:
  1. Go to Settings.



  2. Select Dynamic Membership under Automation.



  3. Hover over the desired rule.
  4. Click the Run Through Filter icon.

 

Viewing workflow logs  

To view when a workflow was triggered and the users it affected:
  1. Go to Settings.



  2. Select Dynamic Membership under Automation.



  3. Click the Logs icon next to the rule.



    The logs will be shown in the way shown below.



  4. Click See More to view detailed results.

 

Editing or deleting a workflow rule  

  1. Go to Settings.
  2. Select Dynamic Membership under Automation.



  3. Next to a rule, click:
    • Edit icon to modify it.



    • Delete icon to remove it.

 
Notes
Deleting a rule doesn’t remove users already added to a space or Board using it. They will remain in the space unless removed manually.
If you have any questions about dynamic membership, reach out to us at support@zohocommunityspaces.com. We're happy to help!