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Automatic vs. Manual groups

  • March 24, 2026
  • 5 replies
  • 35 views
Dominik
Contributor II

Dear Community,

We are currently setting up some new groups. At the moment, we need to add users manually, as they do not share a common attribute. We hope that at some point we will be able to create automatic rules. That being said, I noticed that it is possible to add users manually to an automatic group.

My question is: Does it make sense to select an automatic group now, even though it will need to be managed manually for the time being, with the hope that we can eventually convert it to a fully automatic group?

Or would it be better to select a manual group for now and later rebuild it as an automatic group? What would you recommend?

Thank you.

Best regards,
Dominik

Best answer by Moshe.Machlav

You're definitely on the right track. When I set up group structures for organizations, I almost always recommend defaulting to Automatic groups, even if you only plan to add users manually at first.

The reason comes down to a hard platform constraint: once a group is created as "Manual", it is permanently locked to that type. You cannot convert it to "Automatic" later if your requirements scale or change.

By creating groups as "Automatic" from day one, you future-proof your setup. You can always manually add users to an Automatic group in the meantime, but you leave the door open to add rule-based, dynamic enrollment whenever you are ready.

You can verify the exact setup constraints and how to manage manual exceptions within automatic groups in the official documentation here: https://help.docebo.com/hc/en-us/articles/ [removed by moderator] -Managing-Groups

5 replies

Moshe.Machlav
Helper III
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  • Moshe.Machlav
  • Helper III
  • Answer
  • March 24, 2026

You're definitely on the right track. When I set up group structures for organizations, I almost always recommend defaulting to Automatic groups, even if you only plan to add users manually at first.

The reason comes down to a hard platform constraint: once a group is created as "Manual", it is permanently locked to that type. You cannot convert it to "Automatic" later if your requirements scale or change.

By creating groups as "Automatic" from day one, you future-proof your setup. You can always manually add users to an Automatic group in the meantime, but you leave the door open to add rule-based, dynamic enrollment whenever you are ready.

You can verify the exact setup constraints and how to manage manual exceptions within automatic groups in the official documentation here: https://help.docebo.com/hc/en-us/articles/ [removed by moderator] -Managing-Groups

'I have never tried that before, so I think I should definitely be able to do that. Want to learn more? You are welcome to visit my blog at https://digitalstep.biz/
    Dominik
    Contributor II
    • Dominik
    • Author
    • Contributor II
    • March 25, 2026

    Thank you ​@Moshe.Machlav for your insights and explanation. 

    dklinger
    Hero III
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    • dklinger
    • Hero III
    • March 25, 2026

    ​@Dominik - hi this used to be more complex. There was almost always a key advantage to making everything an automatic group. For very large complex instances, it is not spoken to often - but there are “whispers” in this community - and you will even pick up on it? That automatic group processing can have its issues where those groups dont do their thing as expected. Automatic - can at times be - “not-so-automatic”. So my thought proposal to you - keep in mind a type of technical cost going on with automatic groups on for your instance.

    That said - ​@Moshe.Machlav is spot on and where I started. I would also like you to know that with the ability to include and exclude based on manual groups as a condition? I believe you have a logic (that we did not have in the past) that can help you to better future-proof your approach and put your groups into categories of “logic stability” - this isnt going to change, this will most likely change, this is changing frequently - for example, can help you support with supporting the call on making a group manual or automatic. 

      Dominik
      Contributor II
      • Dominik
      • Author
      • Contributor II
      • April 2, 2026

      ​@dklinger Thank you for your valuable input as well. We will put some more thought into the overall group logic and how to best manage it—especially to ensure the groups remain sustainable and stable in the long term.

      dklinger
      Hero III
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      • dklinger
      • Hero III
      • April 2, 2026

      ​@dklinger Thank you for your valuable input as well. We will put some more thought into the overall group logic and how to best manage it—especially to ensure the groups remain sustainable and stable in the long term.

      Please also know - we use automatic groups all the time. When I am talking about that technical cost? Start to think into the hundreds and thousands of automatic groups that will get used over the years (and I can see that’s where you are going👍).

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