SOURCE: Vacation Tracker TITLE: How Can I Categorize Users (Adding Labels)? URL: https://vacationtracker.io/knowledge-base/how-can-i-categorize-users-adding-labels/ LANG: en PUBLISHED: 2021-10-04 UPDATED: 2026-07-03 READING: 3 min SUMMARY: How Can I Categorize Users (Adding Labels)? # How Can I Categorize Users (Adding Labels)? # How Can I Categorize Users (Adding Labels)? Labels are a flexible way to group Users beyond Departments and Locations — Full-Time, Contractor, Manager, Project Atlas, Cohort 2024, anything you want. Labels show up as colored chips on the User profile and become filters on Calendar, Wallchart, Reports, and the Users page. Plan requirement Labels are a Complete plan feature. Core-plan accounts won't see the Add Label option on User profiles. ## Adding a Label to a User - Sign in at app.vacationtracker.io (https://app.vacationtracker.io/signin) as an Admin. - In the left-hand menu, click Users. - Click the User you want to label to open their profile. - At the top of the profile (next to the User's name), click + Add Label. - Type a new label name to create one, or pick an existing label from the suggestions. - Press Enter. The new chip appears next to the User's name. ![User profile header with the + Add Label dropdown open, suggested labels visible, and existing label chips next to the User's name](https://cms.vacationtracker.io/uploads/helpdesk_artikal_how_can_i_categorize_users_adding_labels_first_image_place_ccb80bd7d3.png) You can add multiple labels to one User. Each label is a chip with an × to remove it. ## Manage Existing Labels When you click + Add Label on a User profile, the dropdown that appears includes a Manage Existing Labels option at the bottom. That opens a pop-up listing every label that exists in your workspace, with controls for editing each one. - From any User's profile, click + Add Label. - At the bottom of the dropdown, click Manage Existing Labels. - In the pop-up, you'll see a list of every label in your workspace. Each row shows the label name, its color, and how many Users currently carry it. - Use the controls per row to edit: - Edit (pencil icon) — change the label's name. The new name applies to every User carrying it, immediately. - Color swatch — pick a different color from the palette. Affects how the label chip renders everywhere (profiles, calendar, wallchart, reports). - Delete (trash icon) — remove the label entirely. The pop-up shows how many Users are affected before you confirm; deletion removes the label from every User at once. - Close the pop-up when you're done — changes save as you make them. Manage Existing Labels pop-up showing the list of workspace labels with name, color swatch, user-count, and edit/delete actions per row Renaming vs deleting If your goal is to consolidate two near-identical labels (e.g. "Manager" and "Managers"), rename one to match the other — the chip on every User who had the old name now displays the new name. There isn't a merge action, but rename has the same practical effect when the destination label already exists on different Users. ## What Labels Unlock Once Users have labels, the label filter appears on every page that supports filtering — Calendar, Wallchart, Users, and Reports. Combine labels with Department and Location filters to drill into very specific slices (e.g. Engineering × US × Manager). Common patterns Use labels for cross-cutting attributes that don't fit into a Department or Location: Full-Time / Part-Time / Contractor, Manager / IC, Project / Cohort / Pod, On-Call / Off-Hours. Anything you'd want to slice by but isn't already a Department or Location. ## Common Questions Who can create and apply labels? Admins can create it, while Approvers and regular Users can see labels on profiles they have access to, but can't create new labels or apply them. Can a User have multiple labels? Yes — any number. Each label is an independent chip on the profile, and the User shows up in filter results for every label they carry. There's no limit, though too many labels per User typically means the labels are too narrow. What happens to leave automations that target a label when the label is renamed or deleted? Renaming a label preserves automation targeting — the Entitlement by Role automation, for example, just sees the new name on the same Users. Deleting a label that's used by an automation breaks the targeting; the automation either falls back to its default behavior or stops applying. Edit the automation's label-target field after deletion to point at a different label. ### What's Next? Filter Dashboard by Location/Department (https://vacationtracker.io/knowledge-base/can-i-filter-my-dashboard-view-based-on-locations-or-departments/) Wallchart with Label filters (https://vacationtracker.io/knowledge-base/how-can-i-use-wallchart-to-view-upcoming-leaves/) Core vs. Complete Plans (https://vacationtracker.io/knowledge-base/guide-what-are-the-differences-between-our-core-complete-plans/) Need help? Contact our Support team via email (mailto:hello@vacationtracker.io) or chat (#), Monday to Friday, 9 AM – 5 PM EST.