Overview
User Labels allows Admins to create custom labels and assign them to users in their team. These labels are visible only to admins and are not accessible by regular users. Labels help you organize, filter, and group users for purposes like internal reporting, cost splitting, or team management.
The availability of this feature may depend on your subscription plan.
How to Enable User Labels
The feature is disabled by default.
To enable it, go to the Administration / Settings / General / User labels, click on the “Enable” checkbox and Save your setting.
Once enabled, the labels will appear in the Users section and you will be able to manage them.
Creating and managing labels
Create a new label
You can create a new label directly using the 3 dots menu of a user, clicking “Labels”, then “Create new label”. This will also directly assign the label to the user.
Assign labels to a user
You can then assign your labels to users individually using their 3 dots menu, or via bulk actions (selecting the checkboxes of multiple users) once the labels are created.
Update multiple users at once
Bulk action
To update multiple users at once, click their checkboxes and then click “Edit labels”.
You can then select the labels you want to add to all your users, or unselect those you want to remove.
If labels are assigned to some users and not all, a partially checked checkbox (with a “-” sign in it) will be displayed.
If you don’t click on them, those labels will stay assigned to their users without any change.
CSV update
You can also update all your users labels at once using the update via CSV.
Click on “Add users” then “Update via CSV”
Then select the file that contains your users (you can use an export of your users as a starting point).
By default, update ignores labels, so on the mapping screen select the column you are using for the labels in your CSV. Note that you can add multiple labels to one user by separating them using the pipe symbol “|” within your CSV cell.
Edit or delete labels
Once you have created your first label, you can access the “Manage labels” menu within the 3 dots menu of any users.
Within the “Manage labels” setting you rename your labels, delete them or access their statistics
Where can you see users’ labels?
In the Users table
Assigned labels are listed in a Labels column in the Users list.
In case several labels are assigned to one user, hover over the label count (“+X”) to see all labels assigned to this user.
You can also filter your Users list using the labels.
In the Users export
Assigned labels are listed in a column.
Multiple labels for a single user are separated by a pipe symbol “|”.
In the “Manage labels” view
All existing labels for the team are listed here for each team.
Labels statistics
To access the Labels statistics, choose a user, click on their 3 dots menu, hover “Add label” then click on “Manage labels”, then on the “Statistics” tab on the left.
“Pro” and “Free” columns show the number of Pro and Free active users with that label (invitations and deactivated users do not count here).
“Total” column is the sum of Pro and Free active users.
The “Participations” column counts the number of participations that happened during the last 30 days. A user who has participated in two activities will be counted twice. A user who has participated in the same activity twice on two different days will be counted twice as well. It gives a quick overview of the labels having the more active users.
Managing labels for Company admins
Differentiate between teams
Company Admin can manage several teams, each with their own labels.
To differentiate, you can see the corresponding team:
On top of the “Manage labels” menu
Next to the labels in the filter
Using CSV update feature with multiple teams to update labels
To create and update labels on a large number of users, we recommend that you use the CSV update feature.
You can start with a Users list export from Klaxoon, or with an export from another tool.
Add a column with the labels you want to use. If users have several labels, use the pipe (“|”) as a separator.
Updating users with CSV will not affect their team or license, so it can be used to update all labels across all teams at once very easily. It will create the necessary labels in each team and will automatically clean unused labels.
To learn more about user management, check out the resources in our Help Center.