Creating a Tag Structure & People Import

Tip: Tags allow you to reach the right people quickly by letting you Broadcast to specific tags. Tags ensure that people only receive information that is relevant to them.

1. List all regions where your company operates.

Tip: Depending on how large of a business you are you might not use regions at all. Regions are a great way to group together multiple locations or Teams.

2. List the name of all teams in your organization.

Tip: Teams are the most important and best place to start when creating your structure. Members of the same team can message each other, see the same Broadcasts, access Smartforms for that team, and access files of that team. We recommend you put your store locations under teams. In some instances where there is only one location, you could customize this structure. Team Admins and Broadcast admins both administer teams so it is very important to properly choose how you define your teams.

3. List all departments in your organization.

Tip: Departments are used to help group your Job titles. This helps with the Broadcasting dynamic of how to broaden your audience. This means you can have duplicate Job titles in different Departments. For example, you could have a Gym Manager under two different departments like Gym and Management. This way if you need to Broadcast directly to management then you have an easy one-click way of contacting everyone with the Department of Management.

4. List all job titles.

Tip: Your business may have numerous Job titles, and because of this reason, it's best to simplify and combine Job Titles that are the same. For example, you may have in one location they refer to the Manager as manager but in another location, it's Duty Manager. Combine the two and just have the title Manager lessen the number of tags creating an easier way to make sure that when you build your audience there are fewer opportunities to miss someone.

5. List all relevant skills that people in your organization may have.

Tip: This is the most versatile of the tags as they can be made available to everyone. This is a great way of assigning a degree of knowledge or abilities such as Apprentices, Key holder, Full-Time, Part-Time, CPR Certified, or Tier levels of knowledge.

Alert:
When Filling out the Data Import Spreadsheet it's important to follow the order in which these tags are linked to each other. The best way to fill out the Data Import Spreadsheet is by working from the top down. For Example start with the first team, then add the departments inside of the team, add job titles to the departments, and lastly add skills to each job title.

You should end up with a Data Import that resembles the picture down below:

Tip: This portion of the import is where you will input your peoples' information and use your tag structure to help complete the process. The Excel Spreadsheet links your Tag Structure to the User Import sheet. This will help to ensure a smooth process and give you a convenient drop-down to select from.

6. Click the "Step 2. - People" tab.

7. Input your employee information.

Alert: It is important to make sure you have an up-to-date Mobile Phone number and Email. This is how we reach out to your team to make sure they are invited properly and this is how they log in to OurPeople.

8. Assign a Role for each team member.

When inputting this information you'll have a description of Roles when you click on the empty box under roles. For a more defined explanation of roles click here: https://get.ourpeople.help/hc/en-gb/articles/360018219254

Alert: If you gave a person the Role of Team Admin or Broadcast Admin you need to assign the Team they will be allowed to Administer.

9. Add a Job Title(s) for each team member.

10. Add Skills (if you used skills when creating your tag structure)

11. Once complete, email the final copy to the Customer Success Specialist that you met with during your Kickoff Call. They will use this document to import these tags and users to your account. A data review call should be booked to briefly review these tags.