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Working with Tags

Overview​

Learn how to create, manage, and use tags to organize your Constituents for better segmentation, filtering, and targeted communications. Tags are flexible labels that help you categorize and find Constituents quickly.

Time to complete: 3-5 minutes
Difficulty: Beginner​

Quick Start​

  1. Open the AI Assistant panel by pressing Ctrl + K or clicking the Assistant icon
  2. Ask to work with tags in natural language:
    • "Add 'volunteer' tag to Sarah Johnson"
    • "Create a new tag called 'board member'"
    • "Show me all Constituents with 'major donor' tags"
    • "Remove the 'inactive' tag from John Smith"
  3. The Assistant handles tag creation and application automatically
  4. Ask for tag management: "Take me to tag settings" or "Show me all available tags"

Method 2: Manual Management​

From Constituent Profiles:

  1. Open any Constituent profile
  2. Find the Tags section (left sidebar)
  3. Click the "Select a tag" dropdown
  4. Choose existing tags or type to "Create New"

From Settings:

  1. Navigate to Settings in your main menu
  2. Click the "Lookups" tab
  3. Select "Tags" from the left sidebar
  4. Use "+ Create New" button to add tags

🤖 AI Assistant Tip: The Assistant can create and apply tags in one step! Just say "Tag Maria as volunteer coordinator" and it will create the tag if it doesn't exist and apply it immediately.

Understanding Tags​

What Are Tags?​

Tags are flexible labels you can apply to Constituents to:

  • Categorize by role, interest, or behavior
  • Filter lists for targeted outreach
  • Track specific attributes or statuses
  • Segment for reports and analytics

Tag Types​

Manual Tags (shown in Settings):

  • Created and managed by users
  • Applied manually to Constituents
  • Examples: "volunteer", "board member", "major donor"

System Tags (automated):

  • Generated automatically by the system
  • Based on behavior or system events
  • Examples: "email-bounced", "event-attendee", "new-this-month"

Creating Tags​

Method 1: From Constituent Profiles (Quickest)​

  1. Open any Constituent profile
  2. Click the tag dropdown ("Select a tag")
  3. Type your new tag name (e.g., "volunteer coordinator")
  4. Click "Create New" when it appears
  5. Tag is created and applied to this Constituent immediately

Method 2: From Settings (Bulk Management)​

  1. Navigate to Settings → Lookups → Tags
  2. Click "+ Create New" button
  3. Enter tag details:
    • Name: The tag label (e.g., "Group Leader")
    • Description: Optional explanation ("Leader for one of our small groups")
  4. Save the tag

Method 3: AI Assistant (Most Flexible)​

Create and apply in one step:

  • "Create and add 'newsletter subscriber' tag to John Smith"
  • "Tag all volunteers as 'active volunteers'"
  • "Create a 'board member' tag and add it to Sarah Johnson"

Create tags for future use:

  • "Create a new tag called 'event coordinator'"
  • "Set up tags for 'major donor', 'regular donor', and 'first-time donor'"

Applying Tags to Constituents​

Single Constituent Tagging​

From their profile:

  1. Open the Constituent's profile
  2. Use the tag dropdown to select existing tags
  3. Type to create new tags on the fly
  4. Tags appear immediately in their profile

Using AI Assistant:

  • "Add 'volunteer' tag to Tracy Brown"
  • "Tag John as both 'donor' and 'volunteer'"
  • "Remove 'inactive' tag from Sarah Johnson"

Tag Management in Settings​

Tag Overview Page​

The Settings → Lookups → Tags page shows:

ColumnPurposeExample
NameTag identifier"2026 Conference"
DescriptionExplanation of tag purpose"2026 Conference."
CreatedWhen tag was first created"06/24/2025"
ActionsEdit, delete, or view usage"⋮" menu

Tag Categories by Purpose​

Looking at the example tags, common categories include:

Event-Based Tags:

  • "2026 Conference"
  • Event-specific identification

Role-Based Tags:

  • "Group Leader"
  • "Remote Member"
  • Organizational responsibilities

Preference Tags:

  • "Prefers SMS"
  • "ESL - Spanish"
  • Communication and accessibility preferences

Status Tags:

  • "New Believer"
  • Current engagement or lifecycle stage

Technical Tags:

  • "Email Styles Test"
  • "Email Test - Travis"
  • Internal testing and technical purposes

Best Practices​

✅ Do This​

  • Use consistent naming (e.g., "volunteer-active" not "Active Volunteer")
  • Add descriptions to clarify tag purposes in Settings
  • Create tags as needed from Constituent profiles for quick workflows
  • Use AI Assistant for bulk tagging operations
  • Review tag usage regularly to maintain clean organization

❌ Avoid This​

  • Creating too many similar tags ("volunteer", "volunteers", "volunteer-member")
  • Using tags for data that should be in profile fields (like addresses)
  • Applying tags without clear purpose or strategy
  • Forgetting to remove outdated tags (like "2024-conference" in 2025)
  • Creating personal tags that other team members won't understand

Tag Strategy Examples​

By Organization Role​

  • board-member: Board of directors
  • volunteer-active: Currently volunteering
  • volunteer-inactive: Former volunteers
  • staff: Paid employees
  • contractor: Contract workers

By Giving Level​

  • major-donor: $1,000+ annually
  • regular-donor: $100-999 annually
  • occasional-donor: Under $100 annually
  • first-time-donor: New to giving
  • lapsed-donor: Gave before, not recently

By Communication Preferences​

  • prefers-email: Email communication preference
  • prefers-phone: Phone communication preference
  • prefers-mail: Postal mail preference
  • no-solicitation: Do not contact for fundraising

Using Tags for Targeting​

Email Campaigns​

Target specific groups:

  • "Send newsletter to everyone tagged 'newsletter-subscriber'"
  • "Email volunteer appreciation to 'volunteer-active' tags"
  • "Send donation appeal to 'major-donor' and 'regular-donor' tags"

Event Invitations​

Relevant audience targeting:

  • "Invite 'board-member' tags to board retreat"
  • "Send volunteer event invite to all volunteer tags"
  • "Invite 'local-chapter' tags to regional meeting"

Reports and Analytics​

Segment analysis:

  • "Show giving totals by donor level tags"
  • "Report on volunteer activity by volunteer tags"
  • "Analyze email engagement by communication preference tags"

Troubleshooting​

Can't Find a Tag​

  • Check spelling: Tags are case-sensitive in some searches
  • Use Settings view: Browse all tags in Settings → Lookups → Tags
  • Ask AI Assistant: "Show me all tags with 'volunteer' in the name"

Tag Not Applying​

  • Check permissions: Ensure you can edit Constituent profiles
  • Refresh the page: Sometimes tags take a moment to appear
  • Try AI Assistant: "Add [tag name] to [Constituent name]"
  • Verify tag exists: Check Settings to confirm tag was created

Duplicate Tags​

  • Review in Settings: Look for similar tag names
  • Consolidate tags: Move Constituents to preferred tag, delete duplicates
  • Use AI Assistant: "Help me merge duplicate volunteer tags"
  • Establish naming conventions: Prevent future duplicates

Advanced Tag Techniques​

Hierarchical Tagging​

Use consistent prefixes:

  • volunteer-active, volunteer-inactive, volunteer-coordinator
  • donor-major, donor-regular, donor-first-time
  • event-2025-conference, event-2025-gala, event-2025-workshop

Temporary Tags​

For specific campaigns:

  • holiday-2025-mailing
  • capital-campaign-prospect
  • survey-2025-participant

Remember to clean up after campaigns complete!

Video Walkthrough​

[Placeholder for 4-5 minute video showing tag creation, application, and management strategies]

Need Help?​

  • Email Support: support@FundiFI.app
  • AI Assistant: Ask "How do I work with tags?" for specific guidance