Customise your platform with tags

Managing and using tags effectively

Tags are keywords or terms that can be applied to employees and operations. Once applied, the tags can then be used for a variety of purposes.

Most commonly, they are used to:

• Filter
• Report
• Capture information during onboarding
• Manage multiple onboarding journeys
• Restrict user permissions

This article will cover:

• Managing your tag library
• Applying tags to employees
• Applying tags to Operations
• Reporting on tags
• Use cases of tags

  For a deep dive into this topic,  please register for our On-Demand Masterclass - Enhance your platform with tags.  This webinar covers adding Tags to your platform, using tags in Onboarding,  reporting, and many of the use cases discussed in this article.  

Manage Tags

Understanding tags

When creating or managing tags there are two terms to be aware of:

• Tag Groups 
• Tags

Tag Groups

Tag Groups are like a folder that contain your tags. They cannot be assigned or applied to anything. Their purpose is solely to group tags together. 

Some common examples of tag group naming & uses include:

• Onboarding Checklist - A practical name for the group of tags that is used in the checklist present on employee profiles. 
• Induction Type - Ideal for when your onboarding is split out into several induction journeys depending on specific criteria. 
• Areas of Work - Specify the areas an employee can or has shown interest in working in. 
• What areas of work are you interested in? - Same as above but the question can be asked of employees. The information can be captured in the form of a question (with tags being the answers) during onboarding. 

Tags

Tags are what you apply to employees or Operations. They can be used to mark or note anything you like but should be concise & unique. 

Tags can be anything from single words or numbers to entire sentences. Be aware though that using sentences or larger tags can make working with the data more difficult. 

It is also recommended that your tags are unique. You can create duplicate tags as they will have different IDs. However, having multiple tags with the same name will make searching for and using them more difficult. 

Add, edit, or delete tags

Tags can be added, edited, or deleted at any time. 

Add New

To add new tags:

1. From the main menu, navigate to Platform Settings > Tag Library. Here you will see a list of all of your Tag Groups. 
2. Click on the Tag Group you would like to add a tag to.
   • You can create a new Tag Group by selecting Add New. After creating a new Tag Group, refer to step 2. 
3. Select Add New.
4. Enter the name of your new tag/s.
     You can add multiple tags at one time by adding a comma between them or pressing enter after each one. 
5. Click Add to create your tag/s. 

  Tags are displayed in alphabetical order. If you would like them in a particular order, you can prefix the tag with a letter, as seen in the gif above. 

Edit or Delete

To edit or delete tags or tag groups:

1. From the main menu, navigate to Platform Settings > Tag Library. Here you will see a list of all of your Tag Groups. 
2. Tag groups can be edited or deleted by selecting the edit or bin icon to the right. 
3. Click into a tag group to view the tags within. 
4. Tags can be edited or deleted by selecting the edit or bin icon to the right. 

  Please note the following before editing or deleting tags.

• Tags that are edited will have the updated tag displayed everywhere it is in use. 
• Deleting a tag will remove it from everywhere it was applied. 
• Deleting a tag group will delete all tags within the tag group. 
• Before editing or deleting tags or tag groups, consider downloading your data as a backup. Refer to the reporting section below for more information. 

Apply Tags

Add tags to or remove tags from employees

Tags can be added to individual employees via their profiles. This is also the location where tags are removed from employees if required. 

To add or remove a Tag:

1. Navigate to the employee profile > Compliance > Tags.
   Here, you will see a list of all the tags that are applied to the employee. 
2. Click Add tags now if none exist or Edit if there are. 
3. Select a tag group and then add the required tag/s. 
4. Select the X next to any existing tag/s to remove them from the profile. 
5. Click Update to save any changes. 

Add tags to employees in bulk

Tags can be applied to one or more employees in a single action. Multiple tags can be added to multiple employees too.  

1. Navigate to People > Approved People (or any other people menu).
2. Select the desired employees or filter to them. 
3. Click into Bulk Actions > Assign Tags to Selected or Assign Tags to All Filtered. 
4. Select the relevant tags then Save. 

  Please note: The ability to assign tags in Bulk from People menus requires the permission 'Access Rosters'.

You may also like to do this in bulk via the Import, if so read on!

Add tags to employees in bulk via an import *NEW

Tags can be added to employees via an import. Some instances where you may wish to import tags instead of applying them via other methods include: 

• Applying tags to employees for onboarding after using the employee import. 
• Adding tags to employees that aren't easily filtered from the people page. 

To add tags to employees via an import:

1. From the main menu, navigate to Import/ Export > CSV Import.
2. Select Employee Tags from the drop-down menu. 
3. Select Download Blank File and fill in the file that downloads with the required information.
   The following fields are required for the import. 
   • Employee ID - The ID of the employee the tag will be added to. This can be accessed from an export from the People menu. 
   • Tag ID - The ID of the tag to apply to the employee. This can be accessed easily by selecting Export Tag Library from the same page you downloaded the blank file from. 
4. Save your CSV file > Choose File > locate & select your CSV file > Import CSV.  

  Please note: Tags cannot be removed via the import, only added. 

Add or remove tags for employees on their profile overview

The primary location for tags on an employee profile is under the compliance tab, as seen in the accordion 'Add tags to or remove tags from employees' above. However, tag groups can be added to the Employee profile overview. This is ideal if you often need to refer to or make changes to specific tag groups that are in use. 

To add a tag group to employee profile overview pages:

1. From the main menu, navigate to Platform Settings > System Settings. 
2. Locate the setting titled "Tag group on employee overview" and add the desired tag group/s.
3. Scroll to the bottom of the page and Save. 

To add or remove a tag:

1. Navigate to the employee profile. 
2. Select the edit icon to the right of the tag group. From the drop-down menu, select the tag/s you would like to add.
3. Remove any unwanted tags by clicking the X next to it. 
    
   

   

4. Save by selecting the green tick to the right. 

Add tags to employees from the Add People menu

Tags can be applied to employees when adding them into the platform, directly from the Add People menu. This is ideal if you have different onboarding journeys and add people to the platform in small numbers!

In order to add tags from the Add People menu, you will need to specify which tag groups should be visible on this menu.

To add tag groups to the Add People menu:

1. From the main menu, navigate to Platform Settings > System Settings.
2. Locate the setting 'Tag Group on Registration Page' and add the relevant tag group/s.
3. Scroll to the bottom of the page & Save Settings. 

   Please note: Any tag groups added to the Add People page will also be added to the public-facing employee registration page. If you use both pages, ensure that any tag groups added are appropriate for potential employees to see & interact with. 

To add tags to employees from the Add People menu:

1. Navigate to People > Add People.
2. Fill in the employee's details as standard.
3. Select the tag/s to add to the employee.
4. Select Register.

With this method, tags are added to the employee at the same time their profile is created. 

Add tags to or remove tags from Operations

Tags can be added to individual operations via their profile. This is also the location where tags are removed from Operations if required. 

To add or remove a Tag:

1. Navigate to Operations > Approved Operations.
2. Locate the Operation and click on the name to view the Operation profile. 
3. Select Details > Tags > then click Edit. 
4. Select a tag group from the drop-down menu then select your tag/s from the drop-down below it.
   • If adding tags from multiple tag groups, simply change the selection in the tag group drop-down. This will update the tags available to choose from in the tag drop-down.  
5. To remove a tag, click the X next to it in the Current Tags field. 
6. Click Update. 

Add tags to Operations in bulk

Tags can be applied to one or more Operations in a single action. Multiple tags can be added to multiple Operations too.  

1. Navigate to Operations > Approved Operations (or any other Operations menu). 
2. Select the desired Operations or filter to them. 
3. Click into Bulk Actions > Assign Tags to Selected or Assign Tags to All Filtered. 
   
   
   
   
4. Select the relevant tags then Save. 

Reporting and Filtering

Export employee tags

Your employees' tag data can be exported from any of the people menus. 

To export your employees' tags:

1. Navigate to People > Approved People (or any of the people menus).
2. Select Bulk Actions > Export All Filtered or Export Selected. 
3. Select which tags to include in the report by selecting/deselecting tag groups under that heading. 
   
   
   
   
   
4. Select Export CSV. 

Export Operation tags

Your Operations' tag data can be exported from any of the operations menus. 

To export your Operations' tags:

1. Navigate to Operations > Approved Operations (or any of the operations menus).
2. Select Bulk Actions > Export All Filtered or Export Selected. 
3. Select which tags to include in the report by selecting/deselecting tag groups under that heading. 
   
   
   
   
   
4. Select Export CSV. 

Filtering

Outside of reporting, you can quickly identify employees who do or do not have particular tags. You can also filter your Operations based on them having tags. 

Employee filtering

To filter your employees:

1. Navigate to People > Approved People. 
2. Select Show filter and select tags in the With Tags and/or Without Tags sections.  
3. Select between 'Any of the above' or 'All of the above' options if searching based on multiple tags. 
4. Select any other criteria for your search and then Apply filter. 
5. The resulting list of employees can then be exported, emailed, or anything else you may need to do. 

Operation filtering

To filter your operations:

1. Navigate to Operations > Approved Operations. 
2. Select Show filter and select tags in the With Tags  section.  
3. Select between 'Any of the above' or 'All of the above' options if searching based on multiple tags. 
4. Select any other criteria for your search and then Apply filter. 
5. The resulting list of operations can then be exported, emailed, or anything else you may need to do. 

Using Tags Effectively

Customise employee onboarding

Tags can be used to customise the onboarding journey that employees will undertake. Through the use of tags, you can effectively build multiple onboarding experiences. 

Some common splits in onboarding journeys include:

• Department - Different policies to acknowledge. 
• Type of work or position - Different qualification uploads. 
• Work location - Site specific information or inductions. 

There are a number of ways that tags can be added to employees that will work well for this scenario. 

• Add People menu - If you're adding people to the system manually, having the tags selectable from this menu will make for a more streamlined experience for you. 
  Refer to the 'Add tags to employees from the Add People menu' accordion above. 
• Bulk tag import - If you're adding large numbers of people to the system, tagging everyone with an import may be quite useful. 
  Refer to the 'Add tags to employees in bulk via an import' accordion above. 
• Bulk apply tags - If you're adding large numbers of people to the system, tagging everyone together will speed up the process. 
  Refer to the 'Add tags to employees in bulk' accordion above. 

  Please note: The onboarder is built & maintained by foundU. If you would like changes made to your onboarding, please contact your implementation manager or support. 

Capture information from employees during onboarding

During onboarding, all the information you require can be captured from your employees. If there isn't a pre-built option, you can use tags. 

Tag groups can be added to the onboarder and used to capture whatever information you like. These can be set up as:

• Checkboxes - Allows for multiple selections. 
• Radio buttons - Allows for a single selection. 
• Drop-down menu - Allows for a single selection. 

When using tags in the onboarding, think about both the employee experience as well as how you want to use the information. You can create a tag group that is a question or a full sentence. 

Alternatively, the same information could be collected with the sentence added in the onboarding and a concise title given to the tag group.

If you need to collect multiple pieces of information that are related, a Custom Field may be more appropriate. These can also be added into the onboarding and provide some additional functionality. You can read more about these here. 

  Please note: The onboarder is built & maintained by foundU. If you would like changes made to your onboarding, please contact your implementation manager or support. 

Employee profile checklists

In the employee profile 2 checklists can be used to assist with onboarding, screening, and compliance. These checklists are customisable and are managed through tags. 

You can read more about enabling & customising the checklists here. 

Restrict license uploads

Any of your employees' compliance records (i.e. qualifications, licenses, and inductions) can be stored in your platform against the employees' profiles. Depending on your business or the type of positions that you hire for, you may not want all compliance records to be accessible to all employees.

During the setup of your compliance records, you can specify that a tag must be present on the employee profile in order for the employee to be able to upload that type. This allows you to provide an easier onboarding experience for your employees as the choices they have will be the records that are relevant to their role.

You can read more about compliance records here. 

Restrict who admin users can see

Tags can be used as a part of the search restrictions that you set up to limit or specify who your admin users can see. 

Common use cases include:

• Ensuring admin are unable to see SLT employees paid through the system. 
• Blocking managers from seeing other managers on the same level as themselves. 

To do this:

1. From the main menu, navigate to Platform Settings > Users > Search Restriction Groups. 
2. Either edit an existing group or select 'Create Search Restriction Group'. 
3. You can then make use of tags for Employees and/or Operations. 
   You will have the following options:
   • With tags - Available for both employee & operation search restrictions.
     • Only employees or operations with the specified tags will be returned.
   • Without tags - Available only in the employee search restriction. 
     • Only employees without the specified tags will be returned.
4. After saving your search restriction, simulate what you have created to ensure it is behaving as intended. 

Roster requirements

When creating shifts, you can use tags as a requirement. This will effectively reduce your pool of employees that are able to be assigned to the position based on them having a specific tag.

To add this requirement in your rostering:

1. Navigate to Work > Rosters. 
2. Open your roster and create a shift as you normally would. 
3. Add in the shift details and select Add Requirement.
4. Select the tag/s you'd like to filter based on. 
   
   
   
5. The employees that are now selectable from within the drop-down will all have the desired tag/s.