How do I use tags with expiration dates in Resource Planning?

Tags are specific criteria that can be created and added to both people and projects in Resource Planning. For people, tags can store expiration dates which can help track when actions need to be taken, such as when a person needs to attend a training or update a certification. Common tags include CPR, Fork Lift, OSHA, etc. You can configure notification profiles to receive alerts about tags that are expiring, or track expiration dates using the Tags Requiring Action Report.

To use tags with expiration dates, follow these steps:

1. Configure Tags for Resource Planning

2. Assign Tags to People

3. Configure and Assign Notification Profiles

4. Assign Notification Profiles to People

5. Export the Tags Requiring Action Report

1. Configure Tags for Resource Planning

First, create the tags that you want to track. When configuring the tag, mark the checkbox to track the expiration date and enter a number of days to be warned ahead of the tag expiring.

1. Navigate to the Company level Resource Planning tool.

2. Click the Configure Settings icon.

3. Click Tags.

4. Optional: To group tags in categories, click the Group Tags in Categories? toggle to ON.

   1. To create a new tag Category, click New in the 'Categories' section.

   2. Enter the Category Name.

   3. Click Save.

5. In the Tags section, click New.

6. Configure your tag with the following properties:

   1. Name*. Enter the name of the tag.

   2. Color. Enter the color of the tag.

   3. Require Expiration Date. Mark this checkbox if the tag requires an expiration date.
      Note: If requiring an expiration date, the expiration date needs to be added when adding the tag to a person's profile. This is commonly used to track a person's certifications. For more information, see

   4. # Days Warning Ahead of Expiration. Enter the number of days in advance the person will be notified when their tag is expiring.

   5. Globally Accessible to All Groups. Mark this checkbox if you want to make this tag available in all groups. See Configure Groups for Resource Planning.

   6. Groups*. If you choose not to make the tag available to all groups, select which groups should have access to the tag.

   7. Abbreviations (5 Characters). Enter the tag's abbreviation.

   8. Categories. If you chose to categorize your tags, select the categories in which the tag should appear.

7. Click Save.

2. Assign Tags to People

Next, assign the tag to people and enter the expiration date. The expiration date could be the date by which a person needs to take a class, or the date that their certification is expiring.

You can take the following actions from the following tools:

• Resource Planning

  • Add Tags for People

  • Edit Tags for People

  • Bulk Edit Tags for People

  • Remove Tags for People

• Company Directory

  • Add Tags for People

  • Edit Tags for People

  • Remove Tags for People

Manage Tags from the Resource Planning Tool

Add Tags for People

1. Navigate to the Company level Resource Planning tool.

2. Click People and select People List.

3. Click the person's name.

4. Under the 'Overview' tab, locate the 'Tags' section.

5. Click Add Tags.

6. Select the tags.

   1. If the tag requires an expiration date, add the Expiration Date.
      Note: This is commonly used when adding tags for certifications.

7. Optional: Click Upload File to add attachments, for example proof of certification.

8. Click Save.

Edit Tags for People

1. Navigate to the Company level Resource Planning tool.

2. Click People and select People List.

3. Click the person's name.

4. Under the 'Overview' tab, locate the 'Tags' section.

5. Click the edit icon.

6. Update the tag information.

7. Click Save.

Bulk Edit Tags for People

1. Navigate to the Company level Resource Planning tool.

2. Click People and select People List.

3. Mark the checkboxes for the users you want to edit.

4. Click the edit icon.

5. Select the tag.

6. If prompted, add the expiration date.

7. Click Save.

Remove Tags for People

1. Navigate to the Company level Resource Planning tool.

2. Click People and select People List.

3. Click the person's name.

4. Under the 'Overview' tab, locate the 'Tags' section.

5. Click Add Tags.

6. Click the delete icon.

7. Click Delete to confirm.

Manage Tags from the Company Directory Tool

Add Tags for People from the Company Directory Tool

1. Navigate to the Company level Directory tool.

2. Click the Users tab.

3. Optional: Click Add Filter and select Resource Planning.

4. Click View next to the person's name.

5. Click the Resource Planning tab.

6. Click Add Tags in the 'Tags' section.

7. Select the tags.

   1. If the tag requires an expiration date, add the Expiration Date.
      Note: This is commonly used when adding tags for certifications.

8. Optional: Click Upload File to add attachments, for example proof of certification.

9. Click Save.

Edit Tags for People from the Company Directory Tool

1. Navigate to the Company level Directory tool.

2. Click the Users tab.

3. Optional: Click Add Filter and select Resource Planning.

4. Click View next to the person's name.

5. Click the Resource Planning tab.

6. Click the edit icon next to the tag in the 'Tags' section.

7. Update the tag information.

8. Click Save.

Remove Tags for People from the Company Directory Tool

1. Navigate to the Company level Directory tool.

2. Click the Users tab.

3. Optional: Click Add Filter and select Resource Planning.

4. Click View next to the person's name.

5. Click the Resource Planning tab.

6. Click the delete icon next to the tag in the 'Tags' section.

7. Click Delete to confirm.

3. Configure and Assign Notification Profiles

To receive alerts about expiring tags, create or update an existing notification profile and assign that profile to the users that should receive the alerts.Note: Users can only have one notification profile at a time.

1. Navigate to the Company level Resource Planning tool.

2. Click the Configure Settings icon.

3. Select Notification Profiles.

4. Click New.

5. Enter the Name of the notification profile.

6. Select the desired notifications about tags that the user should receive:

   • People in User's Groups. These notifications are sent about people that are in the user's groups. See Configure Groups for Resource Planning.* Applied Tag Warning. Move the toggle to the ONposition to send notifications when a person's tag is within the warning range of expiring. See Configure Tags for Resource Planning.* Applied Tag Expiring. Move the toggle to the ON position to send notifications the day that a person's tag expires. See Add or Edit Tags for People in Resource Planning.

7. Click Save.

4. Assign Notification Profiles to People

After you configure the Notification Profile, assign it to the user that should receive the alert. See Edit People in Resource Planning.

5. Export the Tags Requiring Action Report

To see a report of tags that are expired or within their warning window, you can export the Tags Requiring Action report.

1. Navigate to the Company level Resource Planning tool.

2. Click Reports and select Tags Requiring Action.

3. From the drop-down list, choose the Category of tags.

4. Mark the checkboxes for the Tags to include in the report.
   Note: You can only choose tags that are configured with an expiration date.

5. Configure your report with the following options:

   • To 'Include Tags that are not expired but within their warning range,' move the toggle to the ON position. See
     Note: If this toggle is OFF, only expired tags are included in your report.

   • To 'Show Employee Number,' move the toggle to the ON position.

   • To 'Show Employee Job Title,' move the toggle to the ON position.

   • Select whether to display the tag by Name, Abbreviation, or Both.

   • To 'Show Expiration Date,' move the toggle to the ON position.

   • To 'Show Time Until Expiration,' move the toggle to the ON position.

6. Click the export icon, then select to download a CSV or PDF.

   • If exporting a PDF, select the page orientation and paper size.

7. Click Export CSV or Export PDF.