This article provides an overview of the completely redesigned Prism audience builder, which is now available in both the Communications and Surveys modules. It explains how to create audiences using either a manual Distribution List or automated Dynamic Audiences based on filters. The guide details new features like task-based filtering, a live recipient estimate, and a group system for targeting tenants, vendors, and property management teams within a single send. It also confirms that all existing saved audiences have been preserved and migrated to the new system.
In this article: · What Changed · Distribution List · Dynamic Audiences & Groups · Filters · Recipient Estimate · Additional Recipients · FAQ
Applies to: Communications Module · Surveys Module
✅ Your existing saved audiences are safe Everything you have already built is preserved and automatically available in the new audience builder. Nothing has been deleted or changed.
See it In Action
Overview
The Prism audience builder has been redesigned to simplify audience creation and add new targeting capabilities. This updated builder is available in both the Communications and Surveys Modules, providing powerful targeting for all sends.
What Changed at a Glance
| Feature | Before | Now |
|---|---|---|
| Distribution List | Manual list management; difficult to find specific contacts. | Search by name or filter by org type; checkbox to add; instant table preview. |
| Dynamic audience | Basic filters; single audience pool. | Up to 3 groups by org type; job function, task, property, and company filters. |
| Task-based filtering | Not available. | Filter by tasks created or worked on by issue type and time period. |
| Recipient estimate | Not shown until send. | Live count is shown on the right panel as you build. |
| Saved audiences | Preserved. | Preserved and automatically migrated to the new audience builder. |
| Modules | Communications only. | Communications Module + Surveys Module. |
Distribution List
A Distribution List allows you to hand-pick the exact recipients for a message or survey. The new builder makes this process significantly faster.
How to build a Distribution List:
- Open the audience builder and select Distribution List.
- Search for a person by name. They will appear in the table as you type.
- Alternatively, filter by organization type (Tenant, Vendor, Property Management) to browse a list of contacts.
- Check the box next to each person you want to add to your list.
- Repeat the search or filter to add more contacts as needed.
💡 Tip: You can combine search and organization type filtering. For example, filter to "Tenants" first, then search by name within that filtered view to find a specific person.
Dynamic Audiences
Dynamic audiences are built with filters and are maintained automatically by Prism. When a user's status changes (e.g., joining or leaving a property or company), they are automatically added or removed from the audience.
The Group System You can create up to three groups in a single dynamic audience, with one group per organization type. Each group is filtered independently.
| Organization Type | Use Case |
|---|---|
| Tenant | Recipients or respondents who are tenants in your properties. |
| Property Management | Your internal property management team members. |
| Vendor | External service providers and vendors. |
Available Filters
Each group can be filtered independently using any combination of the following filters.
| Filter | What it does | Available in |
|---|---|---|
| Job Function | Target users by their role. | Comms + Surveys |
| Tasks — Issue Type | Target users who have created or worked on tasks of a specific type. | Comms + Surveys |
| Tasks — Time Period | Combine with issue type to narrow to tasks within a specific date range (e.g., last 30 days). | Comms + Surveys |
| Properties | Target users associated with one or more specific properties. | Comms + Surveys |
| Companies | Target users by the company they are associated with in Prism. | Comms + Surveys |
💡 Tip: This new capability allows you to target people based on actions they have taken in Prism. For example, you can send a follow-up survey to every tenant who submitted a maintenance request in the last 30 days.
Recipient Estimate
As you apply filters, a right-hand panel shows a live estimate of the total number of recipients in your audience. This number updates in real time and helps you verify your audience size before sending. Please note that this is an estimate; the final recipient count is confirmed at send time.
Additional Recipients
For communications, you can add individual recipients who are not Prism users, such as external contacts.
⚠️ Surveys Limitation: Additional recipients who are not Prism users cannot be added to a Surveys audience. All survey respondents must be existing Prism users.
Frequently Asked Questions
Q: Are my existing saved audiences still available? A: Yes. All previously saved audiences are preserved and available in the new audience builder.
Q: Can I use the new audience builder in both Communications and Surveys? A: Yes. The redesigned builder is available in both modules.
Q: What is the difference between a Distribution List and a Dynamic audience? A: A Distribution List is for manually selecting specific individuals. A Dynamic audience is built automatically from filters and is ideal for recurring sends.
Q: How many groups can I create in a Dynamic audience? A: You can create up to three groups, one for each organization type: Tenant, Property Management, and Vendor.
Q: Can I mix organization types within a single group? A: No. Each group is limited to one organization type. To target both tenants and vendors, you must create two separate groups.
Q: Can I add non-Prism users to a Surveys audience? A: No. Adding non-Prism users is only available for Communications. All survey respondents must be existing Prism users.
Q: Is the recipient count on the right side exact? A: No, it is a real-time estimate. The exact final count is confirmed when you send the communication or survey.