🏷️ Tags and Organization

Learn how to use tags to organize and categorize your orders and subjects for better workflow management.

Overview

Tags provide a flexible way to organize your screening data, making it easy to categorize, search, and manage your orders and subjects. Whether you're tracking recruitment stages, organizing by department, or creating custom workflows, tags help you stay organized.

Creating and Managing Tags

How Tags Work

Tags are labels you can attach to orders and subjects to organize your data:

Flexible categorization - Create any tag that fits your needs
Instant organization - Apply tags at any point in the process
Team-wide visibility - All organization members can see and use tags
Custom workflows - Build your own organizational system

Where to Create Tags

Tags can be added in two locations:

Order Page

Add tags while creating an order
Tag existing orders at any time
Apply tags to bulk orders as a group

Subject Page

Tag individual subjects
Add multiple tags per subject (one at a time)
Organize subjects by any criteria you choose

Tag Creation Rules

Permissions

All users in your organization can create tags
No special roles or permissions required
Tags are immediately available to all team members

Naming Guidelines

Maximum length: 30 characters
Allowed characters: Letters, numbers, and spaces
Special characters: Supported
Case sensitive: Yes

Applying Tags

When to Add Tags Tags can be applied at any point:

During order creation
While screening is in progress
After order completion
Whenever organizational needs change

How to Apply Tags

Navigate to the Order or Subject page
Locate the tag section
Enter your tag name
Save to apply the tag

Important Limitations

❌ Cannot add multiple tags simultaneously
❌ No bulk tagging for individual subjects
✅ Bulk orders can be tagged as a group
❌ No central tag management location

Tag Visibility and Sharing

Internal Visibility

Within Your Organization

All team members see all tags
Shared organizational taxonomy
Consistent categorization across teams
No permission levels for tag viewing

External Sharing

When Sharing with External Parties

Shared tags - Visible to external viewers
Internal tags - Hidden from external parties
Privacy control - Maintain internal categorization while sharing

This dual-tag system allows you to:

Keep sensitive categorization private
Share relevant information with partners
Maintain compliance and confidentiality
Control external visibility

Tag Directory

Currently no central tag directory exists:

Tags are viewed in context on pages
No master list of all tags
Manual tracking recommended for consistency

Best Practices

Tag Strategy

Creating a Tag System

✅ Develop consistent naming conventions
✅ Document tag meanings for team reference
✅ Use prefixes for categories (e.g., "DEPT-Sales", "STATUS-Urgent")
✅ Keep names under 30 characters
✅ Review and clean up unused tags regularly

Common Tag Categories

Department: HR, Sales, Engineering
Priority: Urgent, Standard, Low
Status: Review, Approved, Pending
Location: NYC, Remote, London
Project: Q4-Hiring, Expansion-2025

Common Mistakes to Avoid

❌ Creating duplicate tags with slight variations
❌ Using overly long or complex tag names
❌ Forgetting to document tag purposes
❌ Not training team on tag conventions

💡 Pro Tip: Start with a simple tag structure and expand as needed. It's easier to add complexity than to simplify an overly complex system later.