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What are tags?
Tags are one of the most commonly used and versatile features in ChurchSuite, enabling you to group people within a growing database of Address Book contacts, Children module children and young people, and Giving module givers.
Tags enable you to send targeted communication to specific groupings of people and to filter reports to just see results for a selected grouping of people. The 'people' modules in ChurchSuite will likely contain people from a wide variety of contexts with varying levels of engagement with your church or charity - Tags will help you categorise those people and stay organised! For example, you might use tags to group your members or parents or those in small groups or leaders. How you use Tags to group or categorise people is only limited by your imagination!
Tags are module-specific - a tag cannot include contacts, children and givers - this requires three tags, one in each module. Tags must be uniquely named within a module, although the same tag name can be used in other modules. It's not uncommon for the list of tags to grow over time, so it will help if you use a consistent tag naming convention, perhaps choosing different colours to distinguish tags that have a similar purpose.
Tags are a feature of your admin-facing ChurchSuite modules only and are not surfaced in the member-facing My ChurchSuite. You can optionally restrict tag visibility - only permitted users will see restricted visibility tags.
Tags can only be assigned to people in the Active section of a module - people are removed from tags when they are archived or deleted. People can be assigned to multiple tags.
Within ChurchSuite you'll see two types of tags: Fixed Tags and Smart Tags. Fixed Tags are a fixed list of people that remain unchanged over time unless the tag is edited/updated by a module User. Smart Tags work using conditions so that only those who meet the tag conditions are tagged. This means that Smart Tags remain up to date as people's data changes over time - with smart tags being assigned or removed as people begin to meet or cease to meet the tag's conditions. Smart tags update every minute and when the tag "view" page is opened.
We've produced a separate support article for Smart Tags. In the remainder of this article, we'll focus on Fixed Tags in the Address Book, but the same principles and tag functionality exist in the Children and Giving modules.
Assigning people to a fixed tag
There are several ways to assign people to Fixed Tags depending on where you are working. One way is from a person's profile page. Either select Add to tag from the Add drop-down button at the top of a person's profile, or click the Add to tag pill in the tags section of a person's profile Details tab.
On the Add to tag pop-up select a tag - either select from the list of existing tags as you type in the Tags box, or type a new tag name and press <Enter> to add it to the list. You can assign multiple tags if you wish. Search and select the People to be tagged and click Add to Tag to apply the changes.
You can also assign tags when adding or editing a person's profile. Locate the Tags section on the pop-up - any existing Fixed Tags are listed but further tags can be assigned by typing a tag name in the box and selecting from the list as you type, or type a new tag name and press <Enter> to add it to the list. Fixed tags can also be removed by clicking the 'x' next to an assigned tag name. Remember to Save the pop-up to apply the changes made.
Note: You will only see Fixed Tags listed when assigning tags to a person. By definition you can't assign people to or remove people from Smart Tags - a person is automatically tagged or untagged depending on whether they meet the Smart Tag's conditions.
Tags can also be assigned when working in the Tags section of a module. In this section, you can manage all your existing Fixed and Smart tags. Smart Tags are distinguished by a blue rotating arrow symbol. The tag Actions enable you to View, Duplicate, Edit or Delete a tag. Deleting a tag will not delete the tagged people; it removes the tag assignment from all tagged people. You can assign colours to tags, perhaps to distinguish different types of tags e.g. Discipleship tags, Safeguarding tags, and Newcomer tags. New tags are added by clicking Add tag.
On the Add tag page give the tag a suitable tag Name, perhaps adding an optional Description to help module Users understand what the tag is for - a consistent tag-naming convention will help keep long lists of tags better organised and avoid users creating the same tags with different names. Optionally assign a Colour and set to which Users the tag is Visible to - see the related support article for further information on restricting visibility of certain features. Choose the appropriate tag Type - we'll stay with Fixed Tag for this article.
You can save a Tag without selecting people - perhaps if you intend to assign people to the tag at a later date - or you can use the Contacts section to search and select people from the list. The list of names is scrollable, but for long lists, the Search by name/tag will auto-filter the list as you being to type. As you select names they are added to the tagged people in the box on the right. Similarly, tagged people can be untagged by clicking the X next to their name in the tagged people box. Click Save to apply the changes before navigating away from the page.
From the Tag View page, you'll see some basic demographic information about the tagged people. The list of those tagged can be further filtered by other tags using the drop-down Tags filter. You can even Invert a tag to see people Not in the tag. Click Filter to apply filter changes.
You can return to a Fixed Tag View page at any time in the future to Edit and make changes to the tag, perhaps to assign or unassign people from the tag.
Finally in this section, note the options to Communicate with the tagged people - perhaps to send an email or SMS to just those people. You can also Print badges, which will be formatted to the label size specified in the module's settings.
Finally, a Changes log is maintained for each Fixed Tag - select View changes from the More actions. Note that Fixed Tag changes are not shown on a person's profile page Changes logs, however, a log of all removed fixed tags is added to a person's profile page if they are archived.
Merging fixed tags
While it's not possible to select and merge Fixed Tags into a single tag, it is possible to create a new Fixed Tag that is a combination of two or more tags, and then optionally delete the individual tags if they no longer serve a purpose. Since people only exist once in a tag, it doesn't matter if people are in several of the tags being merged in this way - they'll only be tagged once in the final combined tag. Note, you can only combine tags from the same module - contacts, children and givers can't be in the same tag.
Working with the Tags section of a module, select Add tag.
On the Add tag page give your new tag a unique Name, optionally add a Description, assign a Colour and set to whom the new tag is to be Visible to. Set the tag Type as Fixed Tag. Next, switch the Search from Contacts to Tags.
The list of all your tags - Fixed and Smart - is shown. Use the tick and cross options to select the tags to be combined, selecting whether to match people in Any of the selected tags (a more inclusive list) or people who match All of the selected tags (a more exclusive list). Click Apply tags to add the matching people to the tagged people box on the right.
Click to Save the new combined tag. You can optionally delete unwanted tags using the Delete action in the Tags list.
A Deleted Tags report is maintained in each module where tags feature.