How to Use and Import Private Tags

Private Tags allow institutions to securely manage sensitive or internal user information within Vygo.

Unlike Public Tags, Private Tags are only visible to authorised administrative users and are not visible to students or other platform members.

Private Tags can be used to:

Track at-risk students
Manage internal support workflows
Identify pilot cohorts
Group students for outreach campaigns
Support retention and engagement programs

Public Tags vs Private Tags

Public Tags

Public Tags are visible across the platform and may be used for:

User onboarding
Program filters
Matching workflows
Visible on Public Profiles

Examples may include:

Faculty
Course
Study area
Campus

Private Tags

Private Tags are internal-only tags designed for administrative and support workflows.

Examples may include:

At-risk status
Retention category
Advisor assignment
Internal support groups

Private Tags:

Are only visible to authorised administrative users
Cannot be viewed by students
Cannot be used publicly within the platform experience

Setting Up Private Tags

Private Tag configuration is managed by Vygo and must be set up in collaboration with your Vygo Partner Success Manager.

To implement Private Tags, institutions should work with their Partner Success Manager to:

Identify the information they want to manage within Vygo
Define the required tag groups and tag values
Determine naming conventions and workflows
Configure field mapping requirements for imports or integrations

Common examples of Private Tag Groups include:

At-Risk Status
Retention Categories
Advisor Allocations
Pilot Cohorts
Internal Support Workflows

What Institutions Need to Decide

Before setup, institutions should determine:

What information should be tracked internally
Which user cohorts need segmentation
What tag values should exist within each tag group
Who will manage and maintain the data
Whether the tags will be updated manually, via CSV import, or via API integration

Field Mapping Names

Each Private Tag Group requires a field mapping name.

The field mapping name is used for:

CSV imports
API integrations
User data updates

Field mapping names should be:

Clear
Consistent
Unique

Important Information on Private Tags

Once a tag group is created as a Private Tag:

It cannot later be converted into a Public Tag
The privacy setting is permanent

This ensures sensitive information remains protected within the platform.

Private Tags can still be:

Hidden
Disabled
No longer used

However, they cannot be made public after creation.

Using Private Tags in the User Dashboard

Private Tags can be used as filters within the User Dashboard.

For example, administrators may filter users by:

At-risk status
Support category
Internal pilot groups
Advisor allocations

These filters can then be used to:

Create segments
Send bulk messages
Add users to programs
Connect users with supporters

Importing Private Tags via CSV

Private Tags can be imported and updated in bulk using CSV uploads.

Who Can Import Private Tags?

Only Owners can import Private Tags via CSV.

How to Import Private Tags

To import Private Tags:

Navigate to the User Dashboard
Select Options
Select Import Tags via CSV
Choose the Private Tag Groups you want to update
Download the CSV template
Populate the CSV file with user data and tags
Upload the completed CSV
Review validation results
Confirm the import

The platform will then process and update the selected users.

Downloading the CSV Template

When importing tags, Vygo provides:

A CSV template
A downloadable list of accepted tag values

This helps ensure uploaded values match the configured tag labels within the platform.

Reviewing Validation Results

Before completing the import, Vygo displays a validation summary showing:

Users to be updated
Unchanged users
Errors or invalid entries

Examples of validation issues may include:

Invalid tag values
Missing users
Incorrect field mappings
Email addresses that do not match existing users

Import Errors and Missing Users

If a user cannot be found during import:

The user will not be updated
The platform will flag the error
Error lists can be downloaded for review

Private Tag imports update existing users only.

Processing Time for Imports

Large imports may take time to process depending on the number of users being updated.

Imports can support large cohorts of users and may continue processing in the background after submission.

Best Practices for Private Tags

Recommended best practices include:

Keep tag naming consistent
Use clear field mapping names
Limit Private Tags to operational workflows
Regularly review unused tags
Use segments for recurring cohorts
Validate CSV files before upload

Important Notes

Only Owners can upload Private Tag CSV imports
Private Tags are not visible to students
Private Tags cannot later be converted into Public Tags
CSV imports only update existing users
Invalid or unmatched users will appear in validation errors
Private Tags can be used within dashboard filters and segments