Using Custom Tags to Organise Your Clients

Custom tags are a flexible way to group and organise your clients. Use them to categorise clients by location, club affiliation, membership type, or any other attribute that helps you manage your business.

What Are Custom Tags?

Custom tags are simple labels you can assign to clients. They're perfect for:

Location-based grouping (e.g., "Lincoln", "Gillingham")
Club or affiliate organisation (e.g., "Poole", "Bournemouth")
Special categories (e.g., "VIP", "Beginner", "Instructor")
Any custom grouping that makes sense for your business

Tags are stored with each client and can be used to quickly filter and find specific groups of clients.

Adding Tags to Clients

When Editing an Existing Client

Go to Admin Dashboard → Clients tab
Click on a client to open their details
Click Edit to enter edit mode
Scroll down to the Tags field
Type tags separated by commas (e.g., poole, vip, beginner )
As you type, you'll see suggestions from previously used tags
Click a suggestion to add it, or type a new tag
Press Enter or comma to add a tag, or click away from the field to save
Click Save Changes

When Adding a Member to a Membership

Go to Admin Dashboard → Memberships tab
Open a membership and go to the Members tab
Click Add Member
Fill in the member's details
In the Tags field, add any tags you want to assign
Click Add Member

How Tags Work

Case-insensitive: Tags are automatically converted to lowercase (e.g., "Poole" becomes "poole")
Auto-complete: Previously used tags appear as suggestions to prevent typos
Comma-separated: Separate multiple tags with commas (e.g., poole, vip )
No duplicates: Duplicate tags are automatically removed
Auto-save on blur: If you type a tag and move away from the field, it's automatically saved

Viewing Tags

Tags appear as small badges next to each client's name in the client list. They're displayed in both desktop and mobile views, making it easy to see at a glance how clients are categorised.

Filtering Clients by Tags

Basic Search (Includes Tags)

When you search in the client list, it searches across:

Client names
Email addresses
Phone numbers
Tags

So typing "poole" will find any client with "poole" in their name, email, or tags.

Tag-Only Filtering

To filter only by tags (and exclude matches in names/emails), use the tag: prefix:

Click in the search box in the Clients tab
Type tag: followed by your search term
Example: tag:poole will show only clients tagged with "poole"
Example: tag:lincoln will show only clients tagged with "lincoln"

Special case: Typing just tag: (with nothing after it) will show all clients that have any tags assigned.

Examples

Filter by location:

Search: tag:poole → Shows all clients tagged with "poole"
Search: tag:lincoln → Shows all clients tagged with "lincoln"

Filter by club:

Search: tag:martial-arts → Shows all clients in the martial arts club
Search: tag:yoga → Shows all yoga clients

Find all tagged clients:

Search: tag: → Shows all clients that have at least one tag

Best Practices

Be consistent: Use the same tag names across clients (the autocomplete helps with this)
Keep it simple: Use short, clear tag names (e.g., "poole" not "poole-location")
Use multiple tags: Clients can have multiple tags (e.g., poole, vip, beginner )
Regular cleanup: Review your tags periodically to merge similar ones (e.g., "poole" and "Poole" will be the same, but "poole-club" and "poole" are different)

Tips

Autocomplete is your friend: Always check the suggestions to avoid creating duplicate tags with slight variations
Tags are shared: Once you create a tag, it appears in suggestions for all clients
Tags persist: Tags stay with the client even if you remove them from a membership
Quick filtering: Use tag: syntax when you need to find clients by tag only, not by name

Need Help?

If you have questions about using tags or need help organizing your clients, contact support with:

Examples of how you'd like to use tags
Any issues you're experiencing with tag filtering
Suggestions for improving the tagging system