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Organizing People with Tags

If you have Organization Manager privileges in Checklick, you can use tags to organize and manage the people in your organization.

A tag is a piece of information attached to a person’s profile. Tags can be used to group people into categories, filter your People page and perform actions for a particular group.

Tags appear as rounded boxes beside people’s names on the People page in the tags section on the left-hand action menu.

Applying a tag to one person

To apply a tag to one person:

  1. Log into your organization account.
  2. Click People.
  3. Click the person’s name to open their profile.
  4. Find the Tags and Affiliations section.
  5. Enter the tag in the New Tag field.
  6. Click the plus sign to apply it.

Applying a tag to multiple people

To apply the same tag to several people:

  1. Go to the People page.
  2. Select the people you want to tag using the checkboxes beside their names.
  3. Under Tags, enter the tag name in the Tag Selected People field.
  4. Click the plus sign.

The tag will be applied to everyone currently selected.

Tag names are not case-sensitive when Checklick matches them to an existing tag. For example, entering summer program will match an existing tag named Summer Program.

Filtering people by a tag

You can use tags to display a particular group of people:

  1. Go to the People page.
  2. Find the list of tags on the left side of the page.
  3. Click the tag you want to filter by.

The People page will display only the people with that tag. You can then select those people and perform actions such as sending an email, downloading a spreadsheet or generating an attendance sheet.

Removing a tag from selected people

Untagging selected people removes the tag from those people without deleting the tag from your organization.

To untag selected people:

  1. Go to the People page.
  2. Select the people from whom you want to remove the tag.
  3. Find the Untag Selected People field on the left-hand action menu.
  4. Enter the name of the tag (exactly as it's spelled)
  5. Click the "x"

The tag will be removed only from the selected people. It will remain available in your organization and will remain applied to anyone else who has it.

For example, if 30 people have the tag Summer Program and you untag five selected people, the tag will be removed from those five people only. The other 25 people will keep the tag.

Deleting a tag from your organization

Organization Managers can also delete an organization tag completely.

Deleting a tag is different from untagging selected people. When you delete a tag:

  • The tag is removed from every person who has it.
  • The tag is removed from your organization’s tag list.
  • The action applies to everyone with the tag, regardless of which people are currently selected.

To delete an organization tag:

  1. Go to the People page.
  2. Find the tag in the list on the left side of the page.
  3. Hover over the tag.
  4. Click the X that appears.
  5. Review the confirmation message, including the number of people who will be affected.
  6. Confirm that you want to delete the tag.

Important

Selecting only some people on the People page does not limit a complete tag deletion.

For example, if a tag is applied to 30 people and you select five people before clicking the X beside the tag, deleting the tag will still remove it from all 30 people.

If you only want to remove the tag from the five selected people, use Untag Selected People instead.

Tag permissions

Tag permissions depend on the type of user and the type of tag:

  • Organization Managers can view, apply and remove ordinary organization tags.
  • Only Organization Managers can completely delete an organization tag from the organization’s tag list.
  • Evaluators can view tags belonging to organizations they are authorized to access.

Special tags such as Affiliated with and evaluator-related tags should not be treated like ordinary organization tags. Removing these tags may change a person’s access, permissions or relationship with an organization.

For instructions on removing someone from your organization, see Removing People from Your Organization.

Using Tags with individual details

Tags can also contain information specific to each person.

For example:

  • Locker Number: 12
  • Membership Number: 4587
  • Division: Northern State

In these examples, Locker Number, Membership Number and Division are the tag names. The information following the colon is the person’s tag detail.

For instructions on creating and editing these tags, see Tag Details.

Additional tips
  • Tag names are limited to 50 characters.
  • Use consistent tag names to avoid creating unnecessary variations.
  • Before deleting a tag, carefully review the number of affected people.
  • Use Untag Selected People when the tag should remain available for other people.
  • Use the delete option only when the tag should be removed from everyone and from the organization’s tag list.