User Acknowledgement Tags in Handbook ▶️

User Acknowledgement Tags in Handbook provide a simple way to organize and manage employee access to documents, policies, and training materials. By applying specific tags to users, you can ensure that the right people are required to acknowledge, sign off on, or review the right documents based on their job title, department, or team.

What Are User Tags?

User Tags are labels that you assign to users in Handbook. These tags can be used to group employees by various criteria such as:

• Job Titles
• Teams
• Departments
• Special Roles (e.g., Managers, HR, or Safety Officers)

Once you've set these tags, they can be linked to specific documents so that Handbook knows who needs to acknowledge or sign off on which content. This is especially useful when you need to ensure that only relevant employees view, acknowledge, or sign documents like job descriptions, training materials, and policies.

How to Add User Tags

1. Go to Users

   • Navigate to the Users section in your Handbook platform.

     Edit a User

   • Find the employee you want to tag, and click on their profile to edit their details.

     Assign a User Acknowledgement Tag

   • Under the User Acknowledgement Tag section, select or create a tag that fits the employee’s role (e.g., "Sales Team," "Manager," "HR").

     Save Your Changes

   • Click Save to apply the tag to the user.

How User Tags Work with Documents

User Tags are directly linked to documents in Handbook. When you create or upload a document (e.g., a job description, policy, or training guide), you can specify which tags should be required to acknowledge or sign that document. This ensures that only employees with the relevant tags are prompted to interact with the document.

For example, you can tag a Sales Team for a sales-specific policy or a Manager tag for a leadership training document. Only employees who have these tags will see the document and be asked to acknowledge or sign it.

Examples of Using User Tags

1. Job Titles

• Example: You can create a tag for each job title, such as “Marketing Manager,” “HR Specialist,” or “Software Engineer.”
• Usage: Assign a specific job description or training manual to the corresponding job title. For instance, all “HR Specialists” could be required to sign off on the HR Policies and Procedures document, while Marketing Managers would acknowledge the Marketing Strategy Guide.

2. Teams

• Example: Tags like “Sales Team,” “Customer Support,” or “IT Department” could be used.
• Usage: Apply these tags to documents that pertain to specific teams. For example, the Sales Team might need to review and sign off on a Sales Performance Review policy, while the Customer Support Team might need to acknowledge Customer Service Standards.

3. Departments

• Example: Tags like “Finance,” “Operations,” or “Legal” could represent different departments.
• Usage: Use tags for department-specific policies. For instance, a Finance Department tag could be assigned to documents like Expense Reimbursement Procedures, while a Legal tag might be used for documents related to Compliance Policies.

4. Special Roles

• Example: Tags such as “Manager,” “Admin,” or “Team Lead.”
• Usage: These tags can be applied to documents like Leadership Training or Safety Guidelines. For example, only Managers with the “Manager” tag would be required to sign off on a Leadership Responsibilities document, while Team Leads might need to review and acknowledge a Team Management Guide.

Benefits of Using User Tags

• Streamlined Document Management: Ensures the right employees are always prompted to acknowledge or sign the right documents.
• Increased Compliance: Helps you maintain compliance by tracking which employees have signed off on mandatory policies and training.
• Reduced Administrative Work: No need to manually track who needs to sign what. Tags automate the process based on user role.
• Customizable to Your Needs: Tags can be customized for any organizational structure, whether by department, job title, or special role.

Conclusion

Using User Tags in Handbook simplifies your document management and ensures that employees are only required to acknowledge or sign the documents that are relevant to them. By creating tags for job titles, teams, and departments, you can easily control who sees what content, streamline compliance, and save valuable time.