User tags are custom labels you attach to volunteers so you can record and search on the things that sit outside roles and programs - skills, qualifications, languages, equipment, availability patterns, or anything else your organisation keeps track of.

Tags are organisation-wide. Any tag you create is available on every volunteer profile and in every filter, regardless of program.

Tags are created and managed from Admin Console > Tags. The page holds two sections: Activity Tags for categorising activities, and User Tags for labelling volunteers.

Only Admins can create, edit or archive user tags. Program Managers can apply existing tags to the volunteers they manage.

The tag is immediately available on every volunteer profile and in the Volunteer Database filters.

Tag Name

A short label for the tag. This is what managers see wherever the tag appears, so keep it short and self-explanatory - "First Aid Certified", "Drives a van", "Auslan".

Colour

The colour of the tag chip. Use colour to make a category recognisable at a glance - for example, all compliance tags in red and all skill tags in blue.

Description

A note on what the tag means and when it should be applied. It's shown to managers when they pick tags, so it's the easiest way to keep the team using tags consistently.

Group (optional)

An optional heading that related tags sit under - Skills, Compliance, Languages, and so on. Grouped tags are collapsed together on the Tags page and in the tag picker on a volunteer's profile, which keeps a long list manageable. Leave it blank and the tag sits on its own.

Archived

Archived tags stay on the volunteers who already have them, but can no longer be added to anyone new. Use this when a tag has been retired but you still want the history - an old qualification standard, or a program that has since wound up.

From a volunteer's profile

Open a volunteer from the Volunteer Database and find Tags in the Personal Details section. Pick one or more tags from the list - they're grouped under their group headings - and save. Both active and archived tags are shown on the profile, so you get the full history.

In bulk from the Volunteer Database

Toggle Actions in the Volunteers toolbar, tick the volunteers you want, and choose Add Tag or Remove Tag from the action bar at the bottom of the table. Your selection is kept as you page through the database, so you can build up a group across several pages and tag them in one go.

Please note: archived tags can't be applied to anyone, individually or in bulk.

In the Volunteer Database, filter by one or more tags. When you select more than one, you can choose how they combine:

Filtering by a tag automatically switches on the Tags column so you can see what each volunteer holds. You can also turn that column on by itself from the Columns menu.

Every CSV export from the Volunteer Database includes a Tag(s) column listing each volunteer's active tags, and the export respects the filters you've set.

From Admin Console > Tags > User Tags, click a tag to change its name, colour, description or group, or to archive it. Each tag shows how many volunteers currently hold it.

Deleting a tag removes it from every volunteer who has it, and that can't be undone. The confirmation dialog tells you how many volunteers are affected before you commit. If you only want to stop the tag being used from now on, archive it instead.

If the information needs to be collected from the volunteer, verified, or set to expire, use a task instead - see Creating a Task. Tags are for labels a manager applies, not information a volunteer submits.