Reporting Tags

NOTE This feature is available only for certain plans of Zoho Payroll. Visit our pricing page to check if it’s available in your current plan.

Reporting Tags are custom labels that let you group employees for easier filtering, reporting, and data management in Zoho Payroll. They help you customize reports, streamline imports and exports, and gain deeper insights into your workforce.

Let’s look at an example to see how reporting tags can be helpful.

SCENARIO Zylker Corp. requires certain employees to hold certifications like CPA, SHRM, or PMP based on their roles. The payroll administrator wants to track certified employees and generate compensation reports for them when needed. To simplify this, they create a reporting tag called Certification with options for each certification. Now, they can easily filter reports by certification type and export data for certified employees as required.

Create a Reporting Tag

NOTE You can create up to 10 reporting tags, each with a maximum of 500 options. If your organization is connected to other Zoho Finance applications (like Zoho Books or Zoho Expense), the tag count is shared across those applications.

To create a reporting tag:

Go to Settings and click Reporting Tags.
Click + New Tag.

Create a New Reporting Tag in Zoho Payroll

Enter a Name for the tag (e.g., Certification or Shift Type).
Add the relevant Options under the tag (e.g., CPA, SHRM, PMP).

INSIGHT

You can add more options by clicking + Add Option.
You can delete an option by clicking next to it.
You can sort the options alphabetically by clicking Sort Alphabetically.

Add Reporting Tag Details in Zoho Payroll

Click Save.

The reporting tag will be saved, and you can associate them with your employees.

Associate Reporting Tags With Employees

You can associate reporting tags:

While Adding an Employee

Go to the Employees module.
Click Add Employee.
Under Associate Tags, select the required tags.

Associate Reporting Tags to Employees While Creating Their Profile

Choose the relevant tag options for that employee.
Click Save and Continue.

While Editing an Existing Employee

Go to the Employees module.
Click an employee.
Under the Basic Information section, click .
Under the Associate Tags, select or update the relevant tag options.
Click Save.

INSIGHT To remove a reporting tag from an employee, click the Close icon next to the tag.

While Importing Employee Data

PREREQUISITE Ensure that the header row in your import file contains the exact name of the reporting tag. Each employee row must include the correct tag option.

NOTE Reporting tags can be imported only with Employee Basic Details or Complete Employee Details.

To import employee data with reporting tags:

Go to the Employees module.
Click at the top right and select Import Data.
Choose either Employee Basic Details or Complete Employee Details.
Upload your file with reporting tags assigned to employees and proceed with mapping the fields.
Click Import.

The employee details will be imported with the reporting tags.

Export Employee Data Using Reporting Tags

To export employee data based on tags:

Go to the Employees module.
Click at the top right and select Export Data.
Click the Filters dropdown. The available reporting tags will be listed.
Select your filter and click Export.

The exported file will contain only the employees matching the selected reporting tag filters.

Manage Reporting Tags

Edit a Reporting Tag

To update the tag name or modify its options:

Go to Settings and click Reporting Tags.
Click next to a tag and select Edit.

Edit a Reporting Tag in Zoho Payroll

Make the necessary changes and click Save.

Mark a Reporting Tag as Inactive

If a reporting tag is no longer in use but may be needed later, you can mark it as inactive instead of deleting it permanently. Here’s how you can mark a reporting tag as inactive:

Go to Settings and click Reporting Tags.
Click next to the tag and select Mark as Inactive.

Mark a Reporting Tag as Inactive in Zoho Payroll

The reporting tag will be marked as inactive. You can mark it active again from the same menu if needed.

Delete a Reporting Tag

PREREQUISITE Tags can only be deleted if they are not associated with any employees.

WARNING Deleting a reporting tag is a permanent action, and cannot be undone.

To delete a tag:

Go to Settings and click Reporting Tags.
Click next to the tag and select Delete.

Delete a Reporting Tag in Zoho Payroll

The reporting tag will be deleted permanently from your organization.