Managing User Tags on the Member Management Dashboard

About User Tags

Tags are custom labels that Community Admins and Department Admins can assign to members of their community. They can be used to assign members to Rafts and Channels, among other benefits. 

Unlike Raft and Channel memberships, these tags are not visible to other members of your community and can only be accessed and updated from the Member Management dashboard on the Admin Portal. 

Community Admins and Department Admins can create, edit, remove, and assign tags to members. These tags can refer to whatever you want! The only limitations are the following:

• 50 character maximum
• Can only include letters, numbers, hyphens, and underscores
• No spaces or other special characters
• Individual members are limited to 20 assigned tags each

Viewing and Managing Your Tags

Tags can only be viewed from the Member Management dashboard on the Admin Portal. To access the Member Management dashboard, go to the Admin Portal and select the Members button on the top navigation bar. If you do not see this option and believe you should, reach out to your Success Manager or contact us. 

The Tags column on the Member Management dashboard displays assigned tags for that member. As with the section as a whole, if you do not see this column but believe you should, reach out to confirm your permissions.

Select the funnel icon at the top of the Tags column to see a list of your available tags. Click on a tag to automatically filter your members list by that tag. You can select more than one at a time, and the list will show all members tagged with any of your selections.

For additional ways to manage tags, select the Manage link at the top right of the dropdown menu. This will open the Manage tags menu.

Search

Type a tag name into the search bar to filter your tag list. If that tag doesn't exist, you have the option to create the term you searched for by selecting the Create (+) button. 

Name

The name column shows a list of all of your existing community tags. Click on the Name button once to order the list alphabetically or twice to order it in reverse alphabetical order.

To edit the name of a tag, select the edit (pencil) icon. Type your new name and click save.

Assigned to Tag 

This column shows how many members in your community have been assigned a particular tag. Click the Assigned to tag icon once to sort the list by number of members from least to most and click twice to sort the list from most to least.

Adding and Removing Tags 

To add a new tag, go to the Manage Tags screen accessed from the Tags column of the Member Management dashboard. Select the Create new (+) button and type your new tag name (up to 50 characters).

To remove a tag, select the Delete (trash can) icon in the row for the tag you want to delete. Deleting a tag is permanent, so make sure you no longer need it before you remove it. Once a tag is deleted, it will also be removed from any members. (NOTE: Adding or removing tags does not add or remove users from the community or a specific Raft or Channel; that is a separate action.)

Assigning Tags to Individual Users

To assign a tag to an individual member, select the checkbox next to their name on the Member Management dashboard, then select Edit member from the menu on the right. 

Scroll down to the Tags section to manage that member's tags. If they already have tags assigned, you'll see them there. To add a new tag assignment for that member, select Add Tags (+). You will see a list of all available tags in the community. Select any that you want to assign to the member. You can also create a new tag and assign it directly from this view. Click Save to make the updates.

To remove an individual tag, click the X by the tag. To remove all assigned tags from the member, select Clear all.

Remember to click the Save changes button to save the new or removed tags.

Assigning Tags to Users in Bulk

One way to assign tags is at the same time you are creating new users in bulk. To learn more about bulk member processes, check out this article. You can also assign tags to multiple existing users at once directly from the Member Management dashboard. 

Adding or Removing Tags from Selected Members

To assign tags to one or more members at once, select the checkboxes next to their names on the Member Management dashboard, then select Edit tags from the options on the right sidebar. You will see a list of available tags in your community and how many of your selected members already have that tag assigned. 

Click an empty checkbox next to a tag to assign that tag to all selected members. Click a checkbox with a dash ( – ) to assign the tag to any remaining members who aren't already assigned that tag. Select a checked checkbox to remove the tag from all the selected members. Make sure you save your changes.

Importing Tags for Existing Members

To use a CSV file or spreadsheet to assign tags to members in bulk, open the Manage Tags screen by selecting the funnel icon on the Tags column of the Member Management dashboard and clicking Manage.

From there, click the Import Tag Assignments link in the bottom left corner. 

If you already have a file in the correct format, you can click Import Wizard to go to the file uploader. Drag and drop or select your completed template to assign tags to multiple users at once. Unlike the dashboard method, this allows you to upload different tags to different users instead of requiring all selected members be assigned the same tags.

If you haven't imported tag assignments before, you will want to download the template files. They will download in a ZIP file folder that includes an instruction document and a sample template.

To use the template, add the email address for all users you want to assign tags to in the first column of the spreadsheet. Then add each tag you want to assign in the following columns. All tags in the same row as an email address will be assigned to the corresponding member. You can add up to 20 tags per member as long as each one is listed in its own column. (NOTE: If you would like to explore increasing this limit, please contact your Success Manager to discuss your options.)

Remember, tags can only have numbers, letters, hyphens, and dashes, and must be under 50 characters. Any incorrectly formatted tags will not be assigned, and you will receive an error message. 

You can also create and assign new tags using this template. If a tag included in a column does not already exist, it will be automatically created and assigned when uploaded.

Once you have your completed spreadsheet, return to the Import Wizard to upload the document and assign the tags.

Using Tags to Assign Members to Rafts and Channels

Once you have assigned relevant tags to members, you can use those tags to easily put members into the right Premium Rafts and Channels. 

To do this, first you must filter your Member Management dashboard by the tag you want to use to define membership by selecting the funnel icon in the Tags column and choosing the tag from the list. Select the checkbox in the header row of the list to highlight all of the members assigned that tag. 

Assigning or Removing Members from Rafts

Once you have your tagged group highlighted, click Edit Premium Raft Membership in the right sidebar to open the Manage Premium Rafts screen, where you can add the selected members to one or more Rafts. 

Click on the Choose dropdown menu next to a Raft name to add or remove members. Select Join selected to add all tagged members to that Raft, or select Remove selected to unjoin them from that Raft. You can add or remove members of any Premium Raft, and do so for as many Rafts as you'd like.

Select Save to complete the process.

Assigning or Removing Members from Channels

Once you have your tagged group highlighted, click Edit Premium Channel Membership in the right sidebar to open the Manage Premium Raft Channels screen, where you can add the selected members to one or more Channels.

Click on the Choose dropdown menu next to a Channel name to add or remove members. Select Join selected to add all tagged members to that Channel, or select Remove selected to unjoin them from that Channel. You can add or remove members to any Premium Raft Channel, and do so for as many Channels as you'd like, including multiple Channels on the same Raft.

Select Save to complete the process.