What are Segments and how do they work?

Segments take the manual work out of managing compliance. Instead of assigning activities to people one by one, Segments let you define the compliance requirements for a group of people - and the system automatically assigns, updates, and removes activities as your people move through their roles. So, your organisation stays compliant, without the admin overhead.

In this article we'll cover:

What are Segments?

A Segment is a rule-based group that automatically assigns compliance activities to users based on the Directory labels on their profile.

You define a Segment by selecting one or more Directory labels - such as a role, department, or location - and then configure which activities people in that Segment are required to complete. Whenever a user's profile matches all the labels of a Segment, the system automatically assigns them the Segment's activities. No manual action required.

Segments are particularly valuable for crossboarding - when a person changes roles within your organisation. Rather than manually removing old activities and assigning new ones, the system handles this automatically the moment their Directory labels are updated.


A simple example: You create a Segment called Engineers tagged with the Engineer role label. You then configure it with a required annual licence verification. Every user with the Engineer label on their profile will automatically receive that activity every year.

A more targeted example: You create a Segment called Perth Regional Managers using both the Regional Manager role label and the Perth location label. Only users with both labels assigned to their profile will be included in this Segment - giving you precise control for location-specific compliance requirements.

When does a user get assigned their Segment's activities?

A user is assigned a Segment's activities the moment their Directory profile matches the Segment's label criteria. In practice, this means assignment is triggered by one of the following:

  • A new user is added to the Directory — whether added manually or via an integration, a new user profile is immediately assigned the activities of any active Segments that match their labels.
  • A Segment is activated — the Segment's activities are immediately assigned to all matching profiles in your Directory, both active and inactive.
  • A Segment is updated — if new activities are added or label criteria are changed, affected users are updated immediately.
  • A user's Directory labels are updated — if an administrator adds a label to a user's profile that brings them into a Segment, the Segment's activities are assigned straight away.

This means there is no delay between a user entering a Segment and receiving their compliance requirements.

What happens when a user belongs to two Segments with the same or conflicting activities?

It is common for users to match more than one Segment — for example, a user might belong to both a Engineers Segment and an Adelaide Segment, each with overlapping activity requirements.

When this occurs, Kinatico Compliance applies the strictest requirement across all matching Segments. This ensures your people always meet the highest applicable compliance standard.

For example:

The Engineers Segment requires an annual drivers licence verification.

The Perth Site Segment requires a monthly drivers licence verification.

A user who belongs to both Segments will be assigned the monthly drivers licence verification — the more frequent, stricter requirement.

This logic applies across all activity types and frequencies. You do not need to manually resolve conflicts — the system enforces the strictest rule automatically.

What happens when a Segment is updated?

When you make changes to a Segment's activity requirements, those changes are automatically applied to all users currently assigned to that Segment.

  • Activities added to a Segment will be assigned to all current members.
  • Activities removed from a Segment will be removed from members' activity lists, provided those activities are not also required by another Segment the user belongs to.
  • Frequency or rule changes are updated immediately and the system re-evaluates any conflicts with other Segments.

⚠️ Important: Deactivating a Segment removes all activities that were assigned exclusively through that Segment from users' activity lists. If a user belongs to another active Segment that requires the same activity, that activity will remain assigned.

What happens when a user moves from one Segment to another?

When a user's Directory labels are updated — for example, when they change roles or locations — the system automatically recalculates their Segment membership and adjusts their activities accordingly.

  • Activities from Segments they no longer match are removed from their activity list.
  • Activities from Segments they now match are assigned.
  • Any activities that are shared across both the old and new Segment remain in place without interruption, avoiding unnecessary duplication or gaps. If the activity in the new segment has a different cadence, the user will be assigned the activity at the new cadence.

⚠️ Important: To prevent the user from having to redo activities they've completed for a previous segment, you must change their labels to match the segment at the same time as removing the old segments labels.


This makes Kinatico Compliance particularly effective for crossboarding — managing the compliance transition when someone moves into a new role. The moment an administrator updates the relevant labels on a user's profile, the system does the rest.

For example:

A user moves from a Field Technician role to a Site Supervisor role. An administrator updates their role label from Field Technician to Site Supervisor. The system removes the outstanding Field Technician Segment activities and assigns the Site Supervisor Segment activities — automatically and immediately.

Who can create and manage Segments?

Any Admin assigned an Access Role with the permission to Assign and Manage Activities can manage segments.

Need additional help?

Still have questions? Our team has over 17 years of experience in people screening and verification. Contact us by selecting Get Help from the main navigation, then Email to send us a message. Alternatively, email our support team at cxsupport@kinatico.com