How do I setup my User Directory's labels?

Every organisation needs to categorise their workforce for effective compliance management. This guide shows you how to create labels (roles, departments, locations and custom labels) in your user directory. Once configured, you can assign these labels to users and easily assign activities to users with the same labels (e.g. assign safety training to all Melbourne office staff).


What You'll Need:

  • Administrator access to the Kinatico Compliance portal
  • List of organisational structures you want to create (see categories below)
  • Understanding of your organisation's role names, department names and locations

Time Required: 1 minute per label

Understanding Organisational Labels

Before creating labels, understand how each category supports your compliance structure.


Role Label examples:

  • Job titles and positions (e.g., Safety Officer, Project Manager, Supervisor)
  • Functional responsibilities (e.g., Site Coordinator, Compliance Lead)

Department Label examples:

  • Operational divisions (e.g., Operations, Human Resources, Finance)
  • Functional areas (e.g., Safety & Compliance, Quality Assurance)

Location Label examples:

  • Physical sites (e.g., Head Office Perth, Site 1)
  • Geographical location - Country, State or City (e.g., Australia, New South Wales, Sydney)
  • Remote locations (e.g., Mobile Team, Home Office, Client Sites)

Custom Label examples:

  • Project-based teams (e.g., Construction Team A, Maintenance Crew)
  • Segment your workforce anyway you like

Step-by-Step Instructions


Step 1: Access the User Directory Settings

  • Navigate to User Directory in your administrator portal dashboard.

Step 2: Select Label Category

  • Click the +Add button
  • Select the appropriate category from the dropdown menu Roles, Departments, Locations or Custom Group

Step 3: Create New Label

  • Enter the label name in the text field

Step 4: Configure Label Details

  • Label Name: Enter the exact name as it should appear in user profiles
  • Description (optional): Add context for other administrators

Step 5: Save

  • Click Add

To verify the label is now available for user assignment:

  • Navigate to User Directory → Add User
  • Check that your new label appears in the relevant dropdown menu
  • Return to complete any additional labels needed

Recommended next steps:

  • Test label functionality by creating a sample user profile
  • Add your app users to the user directory

Common Questions

Q: Can I add an app user before setting up organisational labels? A: At a minimum, you must have an individual's department label setup before you can add them to the user directory.

Q: How many labels should I create initially? A: Start with the essential labels your organisation uses most frequently. You can add more labels as your compliance program expands and requirements become clearer.

Troubleshooting

Issue: New label not appearing in user creation dropdown

Solution:

  • Refresh your browser page
  • Check you've saved the label correctly

Need Additional Help?

Still have questions? Our team has over 17 years of experience in people screening and verification. Contact us by selecting Support from the main navigation, then Email to send us a message. Alternatively, email our support team at cxsupport@kinatico.com

Last updated: May 2025 | Reviewed by: Technical Support Team

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