Manage Tags (Admin)

Use the Tags page in Manage view to create and manage your organization’s tags.

Understanding Tags

Tags are used to track activity within the platform. There are three types of tags:

1. Structure tags are determined by your company structure.

You can define multiple structure levels and sub-levels such as Locations (to distinguish multiple office locations), Departments (such as Finance, Marketing, Operations, or Professional Services), and even Teams.

Each user is assigned their structure tags upon registration.

Sample structure tags:

2. Interest tags appear in the user profile. Interest tags are required when using the Post or Recognize features. We recommend choosing a few general tags (such as # Health & Wellness), tags for each of your core values, and tags for more organization-specific purposes (like # Announcement for team announcements or #DayofGiving for a specific initiative you have running). Start with about 10 interest tags.

Recommended interest tags:

  • #Day of Giving
  • # Announcement
  • # Health & Wellness
  • # Event Participation
  • # Innovation
  • # Teamwork & Collaboration
  • # Volunteering & Giving Back
  • # Customer Service

3. Hidden tags are used for private communications or challenges.

How do I edit or add new structure tags?

When new users are loaded into the platform, structure tags are automatically assigned based on the data in the employee census file or HRIS sync. You can edit the structure tags for a specific employee by following the directions in this article.

From the Tags page in HR Panel, click 'Structure tags'.

Structure tags are organized by structure level or a type of structure tag. To rename a structure level, click the pencil icon next to the structure level.

At least one type of structure tag is required during account registration. To require a structure level tag, select "Required during registration".

To keep structure tags hidden from regular users, select "Keep it hidden".

If you want your local admins to see employees within specific structure levels in the Manager Panel (beyond their direct reports), please talk to your Cooleaf CSM to have this feature activated on the backend. Once activated, admins can select which structure levels local admins cannot view by selecting "Local admin restriction" on the HR Panel. Please note, if left unchecked local admins will only see employees within their specific tag in that respective structure level.

Without activating this feature on the backend, selecting and deselecting "Local admin restriction" will have no effect on the platform.

To allow multiple tags within one structure level to be added to employees, select "Allow Multiple Tags". If this box is left uncheck any census updates or HRIS syncs will overwrite the tag in that structure level for that employee.

If you would like to modify the required settings for your structure tags, please contact Cooleaf Support.

Edit or remove structure tags by clicking the pencil or 'X' icons. Any changes to the name of a structure tag will be reflected across the whole platform.

Clicking the 'X' icon archives the tag. Archiving a structure tag means that the tag will be removed from any users associated with this tag.

If you delete a required structure tag, you will be prompted to assign a new structure tag to any users with that tag.

Add a new structure tag by clicking Add tag.

How do I edit or add new interest tags?

From the Tags page in the HR Panel click Interest tags.

Edit or remove existing interest tags by clicking the pencil or 'X' icons. Any changes to the tag will be reflected across the whole platform. Archiving an interest tag will also delete it from any posts, recognitions, or challenges associated with that tag.

Add a new interest tag by clicking Add tag.

How can I use hidden tags?

Hidden tags work like structure tags, but they do not appear on a user's public profile. Users are not able to add hidden tags to their own accounts, but an Admin can assign a hidden tag to a user on the Manage Employees page.

Hidden tags can be used to create private challenges, posts, or events.

Edit or delete a hidden tag by clicking the pencil or 'X' icons.

Add a new hidden tag by clicking Add tag.

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