Fixed tags

Within ChurchSuite you can group church members together in Tags and then easily communicate with those groupings at the click of a button. Tags can also be used as filters in reports, to help narrow down matching report results to just those in a particular Tag.

In this article

What are Tags
Adding a contact to a Fixed Tag
Managing Tags
Duplicating a Tag
Combining multiple Tags
How to use Tags to communicate
Fixed Tags in the Giving module

What are Tags

Tags are a function of the Address Book, Children and Giving modules that allows you to organise contacts and givers into various groupings. ChurchSuite has two types of Tag: Fixed Tags and Smart Tags.

Fixed Tags are a defined grouping of contacts/givers that remains unchanged over time (unless changed by a user); while Smart Tags automatically update based on contacts/givers that meet the qualifying Tag conditions. With Fixed Tags, contacts/givers must be manually added or removed from the Tag. With Smart Tags, the contacts/givers in the Tag reflect and up-to-date list of people who meet the qualifying Tag conditions.

Contacts/givers can be assigned multiple Tags. For example, you could have a Tag for your "senior leadership team", a Tag for everyone who has been "baptised", or a Tag for the "students" in your church, or a Tag in your Giving module for people who have an active pledge. How you use Fixed and Smart Tags to create bespoke groupings of contacts/givers is only limited by your own imagination! Using Tags in this way also means that you can target very specific groupings of people when communicating.

A separate Support Article is available for Smart Tags - see the related support article at the end of this article. In the remainder of this Article we shall refer to "Address Book" Tags, but the identical functionality exists in the Children module and Giving module.

Adding a contact to a Fixed Tag

There are several ways to assign Fixed Tags to contacts or givers. One way is to edit an individual contact's (or giver's) profile and assign the Tag to just that contact. Here's how...

To add a contact to a Fixed Tag, go to "Address Book" > "Contacts", click on a contact and select "Edit Contact". About half way down the right-hand column, there is a section titled "Tags". As in the example above, a contact may already be part of a number of Fixed or Smart Tags already. In this box, you can simply start typing the name of a Fixed Tag to assign to the contact. ChurchSuite will auto-suggest from your existing Tags as you type. If it doesn't exist yet, it can be created by simply pressing 'enter' once you've typed the new full Tag name. Save your changes before navigating away from the contact's profile page.

Note: By definition you can't add a contact to a Smart Tag. A contact will automatically be assigned to a Smart Tag once they meet the qualifying conditions of the Tag.

Managing Tags

The "Address Book" > "Tags" page lists all your Tags - Fixed and Smart. In the example below, notice how Smart Tags are designated by a blue rotating arrows symbol to the left of the Contacts count. The cog wheels on the right of each Tag allow you to either view, edit, or delete a Tag. Deleting a Tag does not delete the contacts; it simply removes that Tag assignment against each contact in the Tag. Note also that Tags can be colour-coded, perhaps to help you distinguish different types of Tag e.g. Discipleship Tags, Newcomer Tags, Skills Tags etc.

Clicking the name of a Fixed Tag from the list (For Smart Tags, see the separate Support Article) will show you which contacts are in that Tag, together with some statistics about your Tag (see below).

Click "Edit Tag" to make changes, adding contacts to, or removing contacts from the 'Tagged Contacts' box on the right (see screenshot below). Using the Contact Search box, you can filter the list of contacts by name or tag - the list changes as you begin to type in the search. Selecting a name from the list adds them to the tagged contacts in the box on the right. Similarly, ticking "x" on a tagged contact will add them back to the list and untag them when you save the changes. Using the shift key you can multi-select and tag multiple, or even all, contacts from the list.

Provide an optional Tag "Description". Tags can also be colour-coded; allowing you the option to categorise Tags. You can also manage the visibility of your Tag - by default Tags are visible to all Users, but you can also restrict visibility to a particular user group, or just to yourself. Note that Tags are never visible in the member-facing My ChurchSuite; only in your admin-facing system to those users who have permissions for the module and tag.

Remember to save your changes before navigating away from the tag "edit" page.

Please note that a log is not currently maintained for the date a contact is assigned to a tag or removed from a tag. If your workflow requires reporting these types of changes within a range of dates, you might consider assigning a Key Dates for those significant Tag changes so that you can report changes matching within a Key Date range.

Warning - before deleting a User Group!

Before deleting a User Group, consider whether any Notes, 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.

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 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. It's frustrating if you have to create that almost identical Tag from scratch - fortunately you don't have to!

In the Address Book, Children, Small Groups and Giving modules, it's really easy to duplicate an existing tag that you might have. Whether it's a Smart Tag or a Fixed Tag, the "Duplicate tag" option will create a complete replica of Smart Tag conditions or Fixed Tag contacts, including all the other Tag settings - description, colour, and visibility restrictions.

To duplicate any Tag, navigate to the Tags page within the appropriate module. In the example below we're in the Address Book module. Clicking the option cog next to any Tag, select "Duplicate tag" - it's that simple!

A complete carbon-copy of your Tag will be displayed - all you need to do is rename your Tag (Tags must have unique names), and save your changes.

The "Duplicate Tag" option is also available when viewing a Tag page - notice the "Duplicate tag" button below.

Combining multiple tags

It's not possible to merge two or more tags into a single tag, however it is possible to create a new tag that is a combination of two or more tags and then delete the individual tags if they are no longer required.

Begin by adding a new tag. Give your new tag a name, and change the drop-down selector from "Contacts" to "Tags".

A list of all your tags is shown. Select each of the tags you wish to combine, and select whether you want to create a new tag that matches tagged contacts in "Any" one of the tags (a more inclusive list), or contacts who match "All" of the selected tags (a more exclusive list). Click "Apply tags" to build a list of matching contacts that will be added to your new tag.

Remember to save your new tag. Note that duplicate tag names are not permitted. 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 tag" option on the tag list.

How to use Tags to communicate

You can communicate with contacts in any Tag directly from the Tag page. Click "Communicate" to select your communication method - either to "Send email" or "Send SMS". Alternatively you can select "Communication" to 'push' your Tag contacts into "Address Book" > "Communication", where you can select a wider variety of communication options, filters and formats (see later in this section).

Note also the option in the blue shaded box which allows you to filter your Tag against other Tags, or even to "Invert" your tagged list of contacts to show all contacts NOT in your selected Tag.

Another way to communicate with contacts in Tags is in "Address Book" > "Communication", selecting "tag:" in the search will change from listing contacts to listing your Tags. Select the tag(s) you wish to communicate with.

...or you can switch from "Contacts" to "Tags" using the drop-down selector...

Next you can add an optional filter to your recipient list (step 2), perhaps filtering based on sex, or marital status, or a custom field.

Finally, select what you want to do with the contacts in your Selected Tag(s) (see step 3 below).

See additional Support Articles for explanations of each of the above communication formats and options.

Fixed Tags in the Giving module

You can easily group Givers together using Tags, allowing you to easily report on, or communicate with tagged groups of givers more easily. For confidentiality of your  Giver data, Giving module Tags are independent of the Tags in other modules, meaning that they only exist within the Giving module.

Giving module Fixed Tags function in exactly the same way as Fixed Tags in the Address Book or Children module. To create a Tag, go to Giving > Tags and click "Add tag".

Select the names of the givers to be tagged and clicking the "Add" button to move them into the Tagged Givers box (or "Remove" to untag them). Save your changes before closing.

Giving module Tags are visible in each giver's profile (but not in any linked Address Book profile) - see example below.

Click "Edit giver" to assign Tags to an individual giver - as you type a Tag name in the Tags field, ChurchSuite will suggest existing tags as your type, or you can create a new Tag by pressing 'enter' within the Tags field. Save any changes made to the Giver once you are finished.

You can then easily communicate with groups of giver by Tag in "Giving" > "Communication" and selecting "tag:" in the search box to view all your Giving module tags...

...or your can switch from viewing "Givers" to "Tags" using the drop-down selector...

You can also communicate directly from any Tag page in "Giving" > "Tags". Simply select a Tag from the list and click "Communicate" at the top of the page.

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