Tags and teams

Who: Admins and Super Admins manage tags; everyone sees their own. Go to: People → Tags.

Tags group people by team or skill, e.g. Green, White, Bar, First aid. A person can have up to 10; a workspace up to 50.

1. Make tags: People → Tags → New tag. Give it a name, a colour and (optionally) a description such as Night crew, Gate A.
2. Tag one person: on People, open the person and tap Add (or Edit) under Tags, tick tags and tap Save. You can make a new tag from there by typing its name.
3. Tag many at once: on People, tick people (on a phone, press and hold one to start; the box at the top ticks everyone shown), then tap Add tag or Remove tag in the bar at the bottom. Anyone who'd go over 10 tags is listed.
4. Filter People with Tags (e.g. Green (24)), or Group by → Tag to see each tag's people.

Where tags help:

• Rostering a crew: in Add a shift → Who → Several people…, tap a tag such as Green (24) to tick everyone in it, then untick anyone who's off. The Who list shows tags beside names and search finds them.
• The roster: tap a tag above the roster to see only those people (open shifts still show); coloured dots show each person's tags. Print, PDF and CSV include tags.
• Reports: hours by Tag, a Tags filter, and a Tags column and By tag sheet in the Excel export. An entry counts under each tag its person had when it was made, so tags can add up to more than the total.
• Approvals, Timesheets and Shift photos: filter by tag.
• Ask Vaultime: "Hours for Green last week", "Who has First aid?", "Who in White is free Saturday?".
• Invites: give tags when inviting one person, add a Tags column (e.g. Green; Bar) to a CSV, or tap Tag everyone before sending a list. New tag names are made when the invites go out.

History stays put: each timesheet entry keeps the tags its person had when it was made. If Maya moves from Green to White in October, her September hours stay under Green. Entries from before your workspace's first tag follow each person's current tags.

Deleting a tag takes it off everyone; past hours keep it (shown struck through). Every tag change is in the Audit log.

Staff can see their own tags (Profile → Your tags). Don't use tags for health, performance or other sensitive information.

Example: Priya makes Green and White for the festival crew and First aid for three people. She ticks the 24 Green casuals on People and taps Add tag in the bar → Green. On Saturday's roster she adds a shift, taps Green (24) in the crew picker, unticks two who are away, and adds 22 shifts. On Monday, Reports → By tag shows Green worked 176 hours.

Team approver (Super Admins): a tag can have an approver, such as Green: Jess. People newly given the tag who have no approver yet are routed to Jess; see Give someone a dedicated approver. A tag with an approver is a team, and Jess its leader: for several stores or crews, each with its own manager, see Teams: each manager runs their own people (Settings → Teams).