Effective internal communication is the backbone of any thriving organization. With Udext, you can streamline your team's communication by organizing contacts into specific groups. Whether it's different departments, project teams, locations or management tiers, Udext's group feature ensures that the right message reaches the right team members.

What are Groups in Udext?

Groups in Udext are like virtual team rooms. They allow you to segment your organization's members based on their roles, departments, or any other criteria. For instance, you might have groups such as the "Maintenance Team", "Los Angeles", or "Warehouse Team". By creating these groups, you can ensure that announcements, updates, or any other communication is targeted and relevant.

Basic Groups

Basic Groups allow you to manually organize contacts into specific groups. This is the most straightforward way to segment your team when you want full control over who is included.

Creating a Basic Group

From your Udext dashboard, head to the 'Groups' tab in the 'Contacts' section on the left side menu.
Click on 'Create Group'.
Select the 'Basic' tab, and give your group a descriptive name, such as "Shift 1" or "Los Angeles"
Click 'Create Group', and your new group is set up.

Adding Contacts to a Basic Group

Navigate to the 'Contacts' section on the left side menu.
Click on the 'Groups'.
Click on the 'View Contacts' for the group you are adding contacts to.
Click on the 'Add Contacts'.
Search for and select the contacts you wish to add to the chosen group.
Once you select all contacts, click on the 'Add [X] Selected Contacts', and you are all set.

Removing Basic Group Members

Go to 'Groups' and click on 'View Contacts' for the group you wish to manage.
You'll see a list of all group members in said group.
To remove members, select the ones you'd like to remove and click 'Remove from Group'.
If you're sure, click 'Remove'.

Smart Groups

Smart Groups allow you to automatically organize contacts based on specific criteria. Instead of manually adding or removing members, Smart Groups update dynamically as contact information changes.

Creating a Smart Group

From your Udext dashboard, head to the 'Groups' tab in the 'Contacts' section on the left side menu.

2. Click on 'Create Group'.

3. Select 'Smart Group' and give your group a descriptive name, such as "Spanish

Speakers" or "HR Team". Set your filter criteria (for example, Job is "HR").

4. Click 'Create Group', and your Smart Group is set up.

Once created, the group will include contacts who meet the selected criteria. If set to 'Dynamic', the group will automatically update as contact information changes, ensuring it always reflects the latest data. If set to 'Static', the group will apply the filter once at the time of creation and will not update as contact information changes.

Managing Smart Groups

Because Smart Groups add contacts automatically based on contact data, contacts cannot be manually added or removed from Smart Groups. To make changes, you can update the filter criteria or update the contact information itself.

Custom Properties

Custom Properties allow you to store additional contact information beyond the default fields. This helps you better organize your contacts and create more targeted communication.

By default, Udext includes the following contact properties:

First Name
Last Name
Phone Number
Email Address
Language
Country
Birth Date
Start Date

If you need to track additional details, such as Department, Location, or Company, you can create Custom Properties.

Creating a Custom Property

From your Udext dashboard, head to 'Settings' and click on the 'Properties' tab.

2. Click on 'Create New Property'.

3. Give your property a name, such as "Department".

4. Select the field type (Text, Number, Date, Single-select, or Multi-select). For

Single-/Multi-select, add in the drop down options to select from.

5. Click 'Create', and your new property is set up.

Once created, this property will be available when adding or editing contact information.

Using Custom Properties

You can add custom property values to your contacts manually, through a CSV upload, or via HRIS integration.

These properties can then be used to filter contacts and create Smart Groups.

For example, you can create a Smart Group where 'Department' is 'HR' to automatically group those contacts together.

Deleting a Group

In the 'Groups' section, find the group to be deleted.
Click on the 'Delete group' icon next to the group's name.
A pop-up will ask for confirmation. If you're sure, click 'Confirm'.
Remember, deleting a group is permanent, but the members within will remain in your overall contact list.