User Segments


You talkin’ to me?!

Create groupings of users for your targeted communications

In this section we will cover:

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Did you hear..?

Nobody likes being inundated with information which is of no use to them. This is a sure-fire way to confuse and annoy your users! With User Segments, you can ensure that your proactive messages reach only the people they’re meant to.

Once you have defined your User Segment, you can assign it to an item in the Help Item Overview and the system will work out for you the users that meet it’s criteria. For more information on assigning items, please go to The Help Item Overview.

Follow the steps below to access User Segments:


Open up the EesySoft web application and log into the relevant environment.


Click on the Management Reports section to find the User Segments page, OR access it directly through the orange menu panel on the left of the screen.

Your existing User Segments are listed here so you can easily see the options already available to you. You can filter your existing User Segments by Segment Name or the name of the user who created it.

If there isn’t yet a User Segment that suits your needs, you can create a new Segment by clicking on Create Filter in the header bar.

You can view and edit the criteria of an existing User Segment by clicking on it.

Aiming true

On entering the User Segments page, your existing Segments are listed with the following information:

Name: The name with which a User Segment can be found in the Assigned to section of the Help Item Overview.

Author: The name of the user who created the Segment. Filter on this value to view your own Segments.

The properties assigned to a User Segment can only be viewed when the Segment is highlighted.

Basic Properties:

Here you can view and edit the Name of the User Segment. You can also add additional conditions by clicking on the + Add condition button. To find out more about creating conditions, jump to Create a new User Segment.

The User Segment can also be removed by clicking on the Delete button. When a User Segment is deleted here, it is removed from the Help Items to which it was assigned. It’s a good idea to check your Help Items first to make sure you won’t accidentally remove relevant users from a communication.

User Segment Condition:

Here you can view and edit the conditions which must be met for a user to be included in the Segment. A User Segment can contain as many conditions as you like to help you zero in on your target.

You can invert the condition. In this example, switching Invert to On would result in the User Segment selecting all users who have not logged in during the last 3 months. This wouldn’t be particularly useful as if they haven’t logged in, they are unlikely to see in-application communications! To understand more about the types of conditions available, jump to Create a new User Segment.

Simply click on Delete to remove a condition from the User Segment.

Carve out your own Segment

We all have experience of things getting lost in the post, even an email not getting through. With User Segments, this problem is a thing of the past.

Follow the steps below to create a new User Segment:


Log into your EesySoft web application and navigate to User Segments.


Click on the Create Filter button at the top right of the screen.


Enter a name and description for your User Segment and click on Ok to save.


Your new User Segment will now appear available in the list. Click on it to access it’s basic properties and add your conditions.

There are currently 3 types of conditions available for you to use. Watch this space – we are working on enhancing these conditions even more for you!

When a User Segment is utilized, the system will automatically run and update the list of users who meet it’s conditions. For example, if a condition is set for users with a Student Role Category, the list will continue to include all users with this Role Category, even ones who have been created since the User Segment was created. In this way, your User Segments are always up to date and relevant.


Once you have selected a condition type and clicked on Next >>, you will be prompted to set the specifics for this condition. Let’s look at each more closely.

Logged in

Here you can set a period of time in days, weeks, months or years to filter on users who have been active in the LMS during this time.

Invert this condition to filter on users who have not logged into the LMS during this time.


Search on or select a Role Category, User Role or User Group to include all the users from this selection in your User Segment. Remember, you can filter further on a User Role or User Group by setting additional conditions. To see an example, jump to Lights, Camera, Action!

Invert this condition to exclude users with a certain Role or in a specific User Group.

Tool used

The selection dropdown for Tools is derived from your Reporting Template. To understand more about Reporting Templates and Tool Groups, please go to What is a Reporting Template and where do I find it?

Invert this condition to target users who have not been actively using a specific Tool. This setting is ideal for promotional communications.

Lights, Camera, Action!

There are many ways User Segments can help you out. Here are just a few ideas:

Train users in 5 minutes? Yes, it’s possible!

It’s annoying being told in detail something you already know with your eyes closed. Improve user relations by creating a User Segment to provide useful information to users who are struggling with specific Tools without getting in the way of everyone else.

Say you’re having some trouble getting all of your Instructors to use Rubrics. Perhaps you have a video or a training session coming up that you would like to share with the stragglers. Let’s set up a User Segment to target these users.

To do this, we can set up a User Segment with the following conditions:

  • We only want to target users who are working this semester so let’s set a condition for active users in the last 3 months.
  • Rubrics is a Tool only relevant to Instructors so let’s set a condition for users with the Role Category of Instructor.
  • We are particularly interested in any Tool usage relating to Rubrics, so let’s set a condition for users who have been active in the Rubrics Sub Segment of the Instructor Detailed Reporting Template, where the Monitors for Rubrics live.
  • If we wanted to repeat this communication to the relevant users every couple of months, we can set a period of validity on the Tool usage so that each time the communication is sent, it only goes to users who have not been active in the Tool for 6 weeks.
  • Now, we can invert this condition so that the system will look for those users who have not triggered any Monitors relating to Rubrics.

Equal Opportunities

Communications in your LMS don’t have to be all training and support. You may have opportunities you wish to advertise.

Say we had some instructor experience open for your Institution’s teaching assistants, but it is only available to those who are alumni. We can create a user segment to ensure that we don’t get peoples’ hopes up who aren’t eligible for the experience. It will also ensure that only valid applications are received and less of them.

Here we have created 2 conditions that will ensure that communcations with this User Segment assigned will only be visible to those users with CourseRole_TeachingAssistant AND in User Group ALUMNI.

For more examples of targeted messaging, check out our Inspiration Stories to see how Institutions are putting Help Items to good use!

Go to Inspiration Stories

Ready to get creative?!