How to: Create a Smart Group
Smart Groups are used to create custom groups based on specific rules. These groups offer an additional way to filter your existing clients/contacts. Please follow the steps below to create a Smart Group.
Note: In this example we will be making a rule for all clients who have had an appointment in the last 90 days.
- Log-in to: https://hms.teletask.com/, your email address is your username.
- Click on Contacts
in the top menu bar.
- Press Create a new Group
button in the top right-hand corner.
- Enter a Group Name for the new new group.
- Under Where do you want to import contacts from? select the radio button for This is a Smart Group.
- Press the Next button to finalize your selection.
- Under Create Group Filter Rules select the option to Add a Rule.
- Pick which existing Groups you want the rule to filter or choose All Contacts. If you are using our Scheduler, you will also see the option for Scheduled appointments, otherwise this option will not be visible. Scheduled appointments will query the Scheduler for the Field Name selected in the next step.
In our example we are choosing All Contacts.
- From the drop-down menu choose your desired Field Name.
In our example we are choosing the Appointment Date as our Field Name.- Select the relationship that you want between the Field Name and the associated field.
In our example we will be choosing the days after a set # days in the future.- Enter the associated field description.
In our example we chose the Appointment Date as our Field Name so Set # days in the future is our associated field. We chose -90 days because we want to go back 90 days in the past.- You can select Add a Rule to include other groups or narrow down your selection of recipients.
- Click the Calculate Contacts button tells you how many current clients match the existing criteria you have configured.
- Press the Next button to finalize your configurations and save the group to your Contact Groups page.
Note: Since Smart Groups are dynamic, as new clients are added that meet the Smart Group criteria they are automatically added to the smart group as well.
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