Using Tags

Using tags in your foundU platform

Using the Tag feature you're able to add certain fields to an employee's profile which you are then able to use for reporting and/ or filtering purposes.xf

A couple of scenarios include:

• Tagging employees who have specific skills, e.g. Hospitality - Coffee Art or Barista, or in an Office - Excel skills etc.
• Tagging employees who have specific Personal Protection Equipment (PPE) - examples may include a high visibility vest and boots, or laptop etc.

Enable the use of the Tag library in your platform

To make tagging easy, use the Tag library. To utilise the tag library in your platform, you'll first need to enable it in your foundU platform.

Enable the Tag library in your platform:

1. Navigate to the hamburger icon to open the full menu > Platform Settings > System Settings.
2. Turn Use PO library when submitting timesheet instead of free text on and save.
3. You'll now see a new option in your Platform Settings called Tag Library where you can set your tags.
4. These tags can then be added to Employee and Operations profiles.
   • People > Approved Operations > Compliance icon > Tags tab to see the tags for the Employee.
   • Operations > Approved Operations > Details icons > Tags tab to see the tags for the Operation.

     

Add or edit tag groups and tags to your library

You can add to your tag library or edit the existing Tag groups by using the steps below.

To add a new Tag Group to the Tag Library: 

1. In the quick menu, select the hamburger icon and select Platform Settings > Tag Library then click Add New.
2. Enter the label name.
3. Click + Add.

To add a new Tag Type to your Tag Group.

1. In the quick menu, select the hamburger icon and select Platform Settings > Tag Library select your Tag Group by clicking on the name.
2. This will open the Tag Type screen where you can select + Add New to add one at a time and select Add.  (You can add multiple by repeating this process).
3. Save.

Tag one or more Employees in Employee Profiles > Compliance Icon

Using the Tag feature you're able to add certain fields to an employee's profile which you are then able to use for reporting and/or filtering purposes.

A few common scenarios include:

• Skills - examples with specific skills such as in Hospitality - Coffee Art or Barista, or in an Office- Excel skills etc.
• Equipment - examples may be high viability vest and boots or laptop etc.

To add a Tag:

1. in the quick menu navigate to People > Approved People.
2. Locate your desired employee from the list or use the search field.
3. Click on their name to go into their profile.
4. Select the Compliance icon.
5. Open the Tags section.
6. Then click Edit. Here you can assign a tag group and tag to the employee.
7. Use + to add multiple tags and when complete Click Update. 
   
   

   

   

 To update an existing Tag:

1. Select Current Tag and click on Update and then Edit the tag.
2. Use + to add multiple tags and when complete Click Update. 
   
   

   

   

To search for employees according to tags that are applied to their profile:

Tags are commonly used for reporting purposes.

1. In the quick menu select People > Approved People.
2. Click Show Filter.
3. Select the relevant Tag Group.
4. Select the Tags.
5. Click Filter.

Results will appear below. 

Bulk assign tags to multiple employees

You can also use Bulk Actions to assign a Tag to multiple employees with an attribute e.g. new employees who have a hard hat as an example.

 In the quick menu, select People then click Approved People (or Pending if you'd like).

1. Select the desired employees or use the search box to filter and select the checkbox next to the employee's name.
2. Select Bulk Actions and choose Assign Tags to Selected.
3. Then choose the relevant Tags, for example, marking which employees have equipment such as a hard hat which will then be assigned to all of the selected employees.

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

You can also use Bulk Actions to send an SMS or email to the filtered employees. 

Tag or swap tags on the employee profile overview

If you frequently tag employee profiles or swap out tags for employees for a specific tag group you can enable the setting in Platform Settings > System Settings called 'Tag group on employee overview' and save.

This will now allow you to see a shortcut to the tag group selected e.g. Onboarding Checklist, in the Employee Overview.

To add or swap out tags for employees in their employee profile overview:

1. Either search for an employee or locate their profile via People > Approved People and select an employee.
2. This will open their employee profile. You'll then scroll down this overview page which contains the employee's details to see the Tag group selected 'Onboarding checklist' section.
3. Select Edit and you can 'add a tag' or click on 'x' to remove a tag or swap a tag, all in one go.

   

   

4. Ensure to save.
5. You'll now be able to filter by this new tag assigned using the Show Filter option from either your Pending People or Approved People pages.

Tag one or more Operations in Operation profiles

Using the Tag feature you're able to add certain fields to an Operation (client or venue) profile which you are then able to use for reporting and/ or filtering purposes.

A few common scenarios include:

• Industry
• Size of business
• Site Visits etc

To add a Tag:

1. in the quick menu navigate to Operation > Approved Operation.
2. Locate your desired Operation (client or venue) from the list or use the search field.
3. Click on the name to go into their profile.
4. Select the Details icon in the Operations Profile.
5. Open the Tags section.
6. Then click Edit. Here you can assign a tag group and tag to the Operation (client or venue)
7. Use + to add multiple tags and when complete Click Update. 

 To update an existing Tag:

1. Select Current Tag and click on Update and then Edit the tag.
2. Use + to add multiple tags and when complete Click Update. 

To bulk assign tags to multiple clients:

1. Navigate to Operations > Approved Operation and select your desired operation by clicking on the name.
2. Use Show Filter to select your desired operations (clients).
3. Once you've selected your Operations (clients or venue) select Bulk Actions > Assign Tags to Selected.
4. Select the desired Tag Group and Tags & Assign.
5. If you'd like to double-check that the Tags have been assigned, select an Operation and navigate to Details > Tags to see the Current Tags.

Export your assigned Employee Tags Report

If you would like to report on which tag groups and tags have been assigned to employees, you can do this via the Approved people > Bulk Actions > Export Options. 

• In the export you can select from the Tag Group options to choose which fields you would like to see as columns in this export for example:  

1. Apply for positions
2. Department
3. Onboarding
4. Attendance
5. Equipment
6. Compliance 
7. Job Cancel reason

(These above are all example tag groups.)

Export your assigned Operation Tags Report

If you would like to report on which tag groups and tags have been assigned to employees, you can do this via the Approved Operations > Bulk Actions > Export Options. 

• In the export you can select from the Tag Group options to choose which fields you would like to see as columns in this export for example: 
  • Client details
    • Operation ID
    • ABN
    • Pay Period
    • Admin Email
    • Status
    • Invoice terms
    • Legal Name
    • Postal Address
    • Office Address
    • Accounts email
    • Created timestamp
    • Trade name
    • State
    • Phone number
    • URL
    • External id
  • Tag Groups
    • Equipment (this is an example of Tag set-up).