Customise your platform with tags

Tags are super handy tools in your foundU toolkit because they let you customise your platform to perfectly fit your unique business needs. They give you the flexibility to tailor the system exactly how you want, making it more efficient and suited to what you do. 

When creating or managing tags, there are 2 terms to be aware of:

• Tag Groups 
• Tags
   

Tag Groups

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

Some common use cases 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 be 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. 

Tags can be added, edited, or deleted at any time, but it's a good idea to consider how you'll use them first. Tags are a really handy tool for filtering and customising how your platform works, particularly for HR, permissions, and rostering purposes.
 

Add New

Before adding tags to your platform, it's a good idea to chat with your team and plan how you'll use them. That way, you can come up with a strategy, since tags can influence how other admins interact with the platform. 
 

To create a new tag group: 

1. Navigate to the main menu > Platform Settings > Tag Library. Here you will see a list of all of your Tag Groups. 
2. Select 'Add New', and provide the following details:
   • Enter Label - Name for the tag group.
   • Hide Tag In - Select this option if you want this tag group to be excluded as a filter when creating rosters, or leave blank. 
3. To save your tag group, select Add. Once saved, you will be automatically redirected to the overview page. 

To create new tags: 

1. Navigate to the main menu > Platform Settings > Tag Library. Here you will see a list of all of your Tag Groups. 
2. Select the tag group you are adding tags to.
3. From here, to add new tags, select 'Add New'.
4. Enter the name of your new tags.
   
     Hot tip: You can add multiple tags at one time by adding a comma between them or pressing Enter after each one. 
5. Select Add to create your tags. 

  Hot tip: 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

As your business grows and evolves, you might need to update your platform and your tagging strategy. You can always edit or delete tags and tag groups, but keep in mind that these changes could affect other parts of your platform, so before doing so, please consider the following:

• Tags that are edited will have the updated tag displayed everywhere it is in use
• Before deleting tags, it's a good idea to remove them from any profiles, rosters, or areas where they're currently being used
• 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
   

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. Select 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. 

You can add tags to each employee by going to their specific profile pages. This is also the place where you can remove tags from employees if needed.

We suggest checking your employees' tags regularly since their situations may change, and this helps ensure they remain suitable for your business needs. 
 

To add or remove a Tag:

1. Navigate to the employee profile > Compliance > Tags. From here, you will see a list of all the tags that are currently applied to the employee. 
2. To update the tags, select the Edit button.
3. Apply your changes:
   • To add new tags  - In the Add a new Tag: section, complete the following fields: 
     • Select a Tag Group - Select the name of the required tag group. Once selected, the following field will become available. 
     • Select a Tag - This field displays all tags in the related tag group; select the required tags to be applied. 
   • To delete tags -  Select the X next to any existing tag to remove it from the profile. 
4. Select Update to save any changes. 

If your business conducts mass recruiting or if you've just created a new tag group, assigning tags from the people's menu is a quick way to update your employees' profiles in bulk.

With this method, you can assign multiple tags to one or more employees at once; however, keep in mind that it will apply the same tags to all the selected employees.

If you are trying to apply a more variable tag selection, please refer to the section below on tag import. 

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

To add tags in bulk: 

1. Navigate to People > Approved People (or any other people menu).
2. Locate your desired employees. To do this, you can either:
   • Apply a filter - This can be useful for a common group of employees.  
   • Selecting the checkboxes - This is useful when a particular selection of employees is needed. 
3. From Bulk Actions, select Assign Tags to Selected or Assign Tags to All Filtered. 
   
   
4. Select the relevant tag groups and tags, then save. 

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

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

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.  

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 groups.
   
     Hot tip: Multiple tag groups can be applied to the employee profile overview page. Each will be listed separately. 
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 selecting the X next to them. 
    

   

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

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

When adding tags to your registration page, decide which tag groups you want to display, since all tags within a group will be shown.

To customise further, you can include multiple tag groups and specify whether each group is optional or mandatory. For mandatory tag groups, candidates must select at least 1 tag before proceeding with registration. Mandatory tag groups will appear under optional tag groups. 
 

To add tag groups to the Add People menu:

1. From the main menu, navigate to Platform Settings > System Settings.
2. Locate the following settings:
   • Optional Tag Group on Registration Page - Add any tag groups that are optional for candidates to select. 

   • Mandatory Tag Group on Registration Page - Add any tag groups that are mandatory for candidates to select. 

     

3. To save, navigate to the bottom of the page and select Save Settings. 

As shown in the image below, when a new candidate registers, all tags in the 'Skills' and 'What role are you applying for?' tag groups are available. The Skills group is optional, while the 'What role are you applying for?' tag group is marked as mandatory, indicated by the *.

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. Then select Register. Once registered, tags are automatically added to the employee at the same time their profile is created.

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 select to view the Operation profile. 
3. From the profile, navigate to Details > Tags > then select Edit. 
4. Apply your changes: 
   • To add new tags  - Complete the following fields: 
     • Tag Group - Select the name of the required tag group. Once selected, the following field will become available. 
     • Tags - This field displays all tags in the related tag group; select the required tags to be applied. 
   • To delete tags -  Select the X next to any existing tag to remove it from the profile. 
5. To save your changes, select Update. 

For labour hire businesses that often add new Operations, using tags from the Operations menu is a quick way to update multiple tags at once.

With this method, you can assign multiple tags to one or more Operations at once; however, keep in mind that it will apply the same tags to all the selected Operations.
 

To add tags in bulk: 

1. Navigate to Operations > Approved Operations (or any other Operations menu). 
2. Locate your desired Operation. To do this, you can either:
   • Apply a filter - This can be useful for a common group of Operations.  
   • Selecting the checkboxes - This is useful when a particular selection of Operations is needed. 
3. From Bulk Actions, select Assign Tags to Selected or Assign Tags to All Filtered. 
   
   
4. Select the relevant tag groups and tags, then save. 

If you want to see which tags have been assigned to your team members, the simplest way is to export the data directly from any of the people menus.

This makes it easy to get a quick overview when conducting regular platform reviews. 
 

To export your employees' tags:

1. Navigate to People > Approved People (or any of the people menus).
2. Locate your desired employees. To do this, you can either:
   • Apply a filter - This can be useful for a common group of employees.  
   • Selecting the checkboxes - This is useful when a particular selection of employees is needed. 
3. From Bulk Actions, select Export All Filtered or Export Selected. 

4. Select which tags to include in the report by selecting/deselecting tag groups under that heading. 

   
5. To export, select Export CSV. 

To quickly view the tags linked to your Operations, just export the data from any of the Operations menus.

It's the simplest way to get a quick overview to see if your Operations need any extra tags assigned.
 

To export your Operations' tags:

1. Navigate to Operations > Approved Operations (or any of the Operations menus).
2. Locate your desired Operations. To do this, you can either:
   • Apply a filter - This can be useful for a common group of employees.  
   • Selecting the checkboxes - This is useful when a particular selection of employees is needed. 
3. From Bulk Actions, select Export All Filtered or Export Selected. 

4. Select which tags to include in the report by selecting/deselecting tag groups under that heading. 

   

5. To export, select Export CSV. 

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. 

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. 

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. 

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. 

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 to the onboarding process |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. 

In your employee profiles and Operations, 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. 

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. 

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 admins 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. 

When creating shifts, you can set tags as requirements. This will effectively reduce the pool of employees who can be assigned to the position based on them having a specific tag.
 

To add this requirement to 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 who are now selectable from within the drop-down will all have the desired tags.