Fixed tags

In this article

What are fixed tags?
Assigning people to a fixed tag
Managing tags
Duplicating a tag
Merging fixed tags
Using tags to communicate

What are fixed tags?

Tags are a feature of the Active section of ChurchSuite's "people" modules - the Address Book, Children and Giving modules - enabling you to organise people into your own custom groupings. For example, you might group together all your 'members', or those who have 'opted in to receive missions communications'. Tags are module-specific, which means you have a separate Tags section in each module - it's not possible for a tag to include Address Book contacts, children and givers - that would require three tags, one in each module.

Tags are ideal for targeted communications to just those within certain tags, but they're equally helpful when used as filters in reports to see matching results for just those in particular tags.

Tags are a feature of your admin-facing ChurchSuite modules only, and are not surfaced in the member-facing My ChurchSuite platform. Tags can only be assigned to people in the Active section of a module - tags are removed from people when they are archived or deleted.

Within ChurchSuite you'll see two types of tag: Fixed Tags and Smart Tags. Fixed Tags are a fixed list of people that remains unchanged over time, unless the tag is edited/updated by a module User. Smart Tags working using conditions, so that only those who meet the tag conditions are tagged. This means Smart Tags remain up to date as people's data changes over time - with tags being assigned or removed based on the tag conditions.

People can be assigned to multiple tags. For example, you might have a tag for your "Senior Leadership Team", a tag for everyone who has been "Baptised", a tag for the "Students", or a tag in your Giving module for people who have an active pledge. How you use Fixed and Smart Tags to create groupings of people is only limited by your own imagination!

We've produced a separate support article for Smart Tags - see the related support article links at the end of this article. In the remainder of this article we'll focus on Fixed Tags in the Address Book, but the identical fixed tag functionality exists in the Children module and Giving module.

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 persons's profile page. Select Add to tag from the action button at the top of the profile.

On the Add to tag pop up, select the tag - either select from the list, or type a new tag name and press <Enter> to add it to the list. You can select and assign multiple tags if you wish, and optionally use the contact search to assign the tag(s) to others. Click Add to Tag to apply the changes.

You can also assign tags when editing a person's profile. Locate the Tags section on the 'Edit' pop up - any existing Fixed Tags will be listed, but further tags can be assigned by searching and selecting from the list, or by typing a new tag name and pressing <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 'Edit' 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 from Smart Tags depending on whether they meet the conditions of the Smart Tag.

Managing tags

Tags can also be assigned in the Tags section of the module. In this section you can manage all your existing tags - Fixed Tags and Smart Tags. Smart Tags are distinguished by a blue rotating arrows symbol. The Action menu for each tag provides options to View, Duplicate, Edit or Delete the selected tag. Deleting a tag does not delete the tagged people; it removes the tag assignment from all tagged people. Colours can optionally be assigned to tags, perhaps as a way of distinguishing different types of tags e.g. 'Discipleship' tags, 'Safeguarding' tags, 'Newcomer' tags. New tags can be added by clicking Add tag.

On the Add tag page, add 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. Optionally assign a Colour, and set which Users the tag is Visible to (see the related support articles for restricting visibility of certain features). Choose the appropriate tag Type - we'll stay with Fixed Tag for the purpose of this article.

You can save a tag without selecting people to be tagged, 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 list in the box on the right. Similarly, tagged people can be 'untagged' by clicking the X next to their name in tagged people box. Click Save to apply the changes before navigating away from the page.

From the tag's View page you can 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, and you can Invert the tag to see people Not in the tag. Click Filter to apply the filter changes.

You can return to a tag's View page at any time in the future to Edit and make changes to the tag, perhaps to assign or un-assign people from the tag.

Finally in this section, notice 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.

A Changes log is maintained at the bottom of each Fixed Tag's 'View' page showing people who have been added to or removed from a Fixed Tag by a User. Fixed Tag changes are not recorded on the person's profile Changes log. However, when a person is archived, a Changes log is added to their profile to show all Fixed Tags that they were removed from.

Warning - before deleting a User Group!

Before deleting a User Group, consider whether any Notes, Key Dates, Tags or Flows have their visibility restricted to just that User Group. If you proceed with deleting the User Group, no users or administrators will be able to view those tags, notes or flows - they will be hidden from view. This is intentional in order to respect the original visibility restrictions that were intended to ensure privacy of those items.

Therefore, before deleting a User Group, update the visibility restrictions of your Notes, Tags and Flows - either to "All Users", "Just me" or to an alternative User Group; then proceed with the user group deletion. Once a User Group is deleted, only the ChurchSuite support team can restore the visibility of those hidden tags/notes/flows.

Duplicating a tag

You've worked hard to set up your tags, but now you want to create a new tag for another purpose that's similar to a tag you already have. Fortunately, you don't have to start from scratch!

Working within the Tags section of the Address Book, Children or Giving module, select Duplicate from the Action menu of a tag in the list (or select Duplicate from a tag's View page). This will create a complete replica of the tag, including the tagged people (for Fixed Tags) or the tag conditions (for Smart Tags) and all the other tag settings - description, colour and visibility restrictions.

Remember to change the tag's Name, which must be unique.

Merging fixed tags

While it's not possible to select and merge two or more 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 - they'll only be tagged once in the final combined tag. Note, you can only combine tags from the same module - it's not possible for contacts, children and givers to be in the same tag.

Working with the Tags section of a module, select to 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 tags - are 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. If you no longer need the individual tags that you have just combined, you can now safely delete each unwanted tag manually using the Delete action on the Tags list.

A Deleted Tags report exists in each "people" module.

Using tags to communicate

You can communicate with tagged people directly from a Tag 's View page. Click Communicate and select the communication method - either to Send email or Send SMS. Alternatively you can select Communication to 'push' the tagged people into the module's Communication section where you can select a wider variety of communication options, filters and formats.

Another way to communicate with people in tags is within the module's Communication section, switching from Contacts to Tags. Select the tag(s) you wish to communicate with, which will add the tagged people to the box on the right.

...and then Choose what you want to do with them.

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