The complete guide on how to use tags in Learnworlds

I believe that we all got to notice that there's been quite a bit of improvement regarding tags in LearnWorlds. Fortunately, I recently got the chance to attend a webinar that presented a multitude of ways to use them, ranging from data capture to user categorization. While not everyone may have had the opportunity to participate, I'm excited to share my insights so that you can also use tags proficiently.

What are tags?

Before we start, it's essential to set up a good foundation and gain a thorough understanding of what tags represent before unleashing their potential. In short, a tag serves as a powerful tool for categorizing users based on several attributes of your choice that could range from interests, location, or position in a company to any defining term that aids in the successful classification of user groups.

How to use tags in Learnworlds?

There are many approaches to how you could kick-start your tagging strategy, all tailored to the specific objectives behind each tag. Are you maybe interested in pinpointing the geographical location of users accessing your school? Although manual assignment based on login information is an option, I believe that prompting users to select their country upon creating an account might be a better alternative. Similarly, when it comes to gathering insights into users' preferences for future course and product recommendations, you can systematically collect and tag information throughout their journey—from initial sign-up to interactions along the way. Let's explore together the various methods in which you could make use of this amazing feature, beginning with:

How to add tags

Manually - To manually add tags to your users, start by navigating to the Users section on the left sidebar. Click on "All users" to access the complete list of accounts created within your school. Next, utilize the search bar to quickly locate the specific user you intend to tag.
Once you've found the user, hover over their name and click on the "Edit" button that appears towards the end of the row, on the right side. This action will open a sidebar on the right side of the screen.
Within the menu of the sidebar, locate the field labeled 'User tags' and type in the desired tag. Press 'Enter' to add the tag, then click 'Save' to apply the changes.
Please note that tags are key-sensitive, so make sure you use the same spelling all over to avoid duplicates.

In bulk - if you have a couple of users that need to be quickly labeled, there are two paths you can follow. You can either use an Excel file within the 'Users' tab or utilize the 'User Segments' feature to filter and tag them.
To quicken the process of adding or updating tags using an Excel file, begin by navigating to the 'User' section and selecting 'All users.' Reach the top bar and hover over 'Bulk actions'. From the dropdown menu that appears, choose the 'Tag Users' option. This action will trigger the appearance of a sidebar on the right side of the screen. Here, you'll have a green button to download a template. Once downloaded, populate the template with the emails of the users that are to be labeled and fill in the corresponding tags. Finally, upload the completed template to apply the tags to the specified users.

What about the other option of bulk tagging users? If you find yourself with a group of students that have to be tagged based on specific filters available in LearnWorlds, follow these steps:
Navigate to Report Center and choose 'User segments'. From here, you can filter the users that need to be labeled.
Once you've filtered them, move your attention to the topbar and select 'Add tag.' It's important to note that in this section, you can't assign new tags directly. You'll need to create these new tags beforehand in the Tag directory, located within the 'Users' tab.
By organizing your users through filters and utilizing the 'Add tag' option, you can efficiently manage your userbase according to any specific criteria you may have.

How to automatize adding tags in LearnWorlds?

During account creation - the process of adding tags doesn't have to happen separately from the creation of an account. You can easily integrate it into the signup process by creating custom fields in the signup form, allowing user responses to trigger the creation of relevant tags. For instance, if you want to tag users by country, you can add a question inquiring about their location while they're creating an account.
To implement this structure, follow these steps:

1. Navigate to 'Site builder' > 'Sign in/up.'
2. Change tabs from General to LearnWorlds at the top to reveal settings for the native signup form.
3. Look for the fifth field on the page, called Custom Fields.
4. Next to it, find a button that says 'Add field.' Click on this button to start creating your custom question.
5. Make sure to checkmark the 'Active' field and the 'Add user input as a tag to the user profile' option at the bottom before activating the question.

It's important to note that tags can only be enabled if the question has a closed type of answer, such as Dropdown, Checkbox, or Radio Buttons.
By seamlessly integrating tags into the signup process, you can collect valuable information from users in the most efficient way and categorize them based on specific criteria.
Important! Tags generated using this method will only show up in the school when at least an account was created with the specific option. Please keep this in mind if you're planning to use custom navigation or conditional visibility, as you'll need to create dummy accounts to generate the tags first.
Example: You have the following sign-up question 'Where are you from?'. Notice that none of the 196 country options has created a tag. If the user chooses Japan, a label with the form cf_whereareyoufrom_japan will be created.

Through LearnWorlds automation - last year the platform dropped its automation feature and I can only say it was Godsent. This makes things so much easier. You just need a trigger (if the user does X) and a follow-up action (then Y happens). For example, in the context of our topic, if the user enrolls in the XYZ course, then a relevant tag is added. And, of course, you can also add a condition for the follow-up action to happen, a good example being that the tag applies only if the user did not buy any course before.
The automation feature can be used in many ways and, in order to activate it, you'll need to:

1. Navigate to the 'Users' section and select 'User Automations.'
2. Click on the button located at the top called 'Create automation' to trigger a new worksheet.
3. In the pop-up window that appears, you'll find a range of templates designed to automate various tasks. You can pick a tagging template to quickly implement common automation workflows.
4. Alternatively, if none of the templates suit your needs, there's the blank canvas option that allows you to design your custom automation. Here, you have the freedom to experiment and create your unique mixes.
5. Once you've made your selection, follow the prompts to configure and activate your chosen automation.

With this feature, you can streamline a big part of the user management process and maximize efficiency in your LearnWorlds school.

Based on specific answers to questions or forms - although quizzes and forms are fundamentally different when it comes to the purpose they serve, they share the same mechanics when it comes to adding tags. For each and every one of them, we will open the file, go to the questions we wish to tag and hover over the upper side of the question text to reveal the "Edit questions" option that will show on the top right corner of the dotted border. Press on it and move to the right-side menu bar to the Tags tab. In there, we can add, remove and edit tags that will then be dispatched for those accounts who chose the answer to which the label is added.
One additional layer of tagging can be applied if we wish to tag all those who have completed the assesment or form. For that, we will navigate to the Settings in the top right corner of the dashboard and select "After submit" in the dropdown menu that appears. In here, we will then scroll into the pop-up until we find the Tag upon submission area and fill it with the desired label.
Notice that tags can only be added to questions that have predefined answers, as open questions would just create total chaos for the admins.

Qualification forms

Much like forms, qualification questions is a survey meant to assess your user's intent within your school. So whether they wish to take the courses for fun, or for bettering their career, or just because their workplace forced them, you are able to collect that information if you activate Qualification forms. To enable your users to take this survey right after they have created their account, you will need to go to Marketing > Qualifications questions and turn the feature on. Then, right under the activation checkbox, you will have the Edit Questions button, right on top of the Tag users area, which allows you to tag all the users who have completed the survey. Click on the Edit Questions button and hover a bit higher than the text of the question to reveal another Edit Questions button, now on a black background. This action will open a sidebar on the right side where you can find the Tags tab and assign tags to each and every single one of the answer options available for your users.

Custom Payment field

Now, this is a tricky one and I remember reading somewhere about it, but I couldn't believe it until I tried it myself. The platform offers an option to tag all users who have purchased at least one course by going to the Payment page, clicking on the Payment Method area and adding your labels in the Add tag area in the right sidebar that opens. But what if you could tag users based on each and every course they buy? It can be done with the Automations, of course, but if you're not on a higher plan, you do not have that luxury. So how can you do it then? Let's go to a course, but note that this can be applied for a bundle or a subscription as well. We open the layout page of the said course, hide the automatic button that says 'Enroll' from all who do not own this course by clicking on the button, and going to the Actions tab in the right sidebar to edit the visibility of the element to 'Enrolled users'. We then add another button underneath the 'Enroll' button by hovering over the are where we need to place it and pressing the plus button that shows. This new button should have its visibility set to 'Unerolled users' by following the same steps as before. On top of this change, in the same Actions tag, a bit higher than the visibility we will have the On click action, which will tell the system what the button does, and it should take the users to 'Scroll into the page' to a section where we will add a payment portal. So now, instead of taking the user to a different payment page, we can have the payment on the same page and label the users who have purchased this course aka those who completed the checkout from this page.
Setting up the tags for the payment page is simple. We will add a new payment section where your button is pointing or we can add the section and solve the pointing problem at the end, we will then click on the Payment Method area and add the tags from the sidebar on the right.

I would say you can also set up tags using features like Seat offerings and User groups, but those are rather specialized and they're pretty intuitive to use. What we have touched upon today was more or less the hidden gems of how to add tags in LearnWorlds. I hope this will give you a better understanding of how to apply tags. For me, some parts were eye-openers, as I could see so many scenarios unfolding in my mind with how I could use them to their full potential. I'm not sure I discovered the ultimate way to use labels, but I might be almost there with this guide I've put together.

Bonus - How to manage tags in LearnWorlds

This was such a long ride I almost forgot to tell you how to manage your tags. It could be that you wish to repurpose and rename a label or you wish to merge 2 tags together. That's all possible in the Manager tab. So open your Dashboard once more and go to Users > Tags. Here, you can Edit, View the usage, and Delete each element or, if you select 2 or more tags, you can bulk Delete or Merge them.

That's all! Hope this will come in handy. Until next time 👋