Organizing Clients with Tags

Learn how to use tags to organize clients, filter your list, and streamline your workflow. Tags help you categorize clients by location, service type, status, or any custom criteria.

Introduction

Tags are powerful organizational tools that let you group clients beyond basic filters. Whether you're managing 5 or 500 clients, tags keep everything organized and searchable.

Step 1: Understanding Tags

Tags are short text labels you assign to clients for easy categorization and filtering. A tag is just text typed onto a client record; there is no separate tag list to maintain.

Common Tag Uses

• Service Type: yoga, nutrition, pt-sessions, massage
• Location: downtown-studio, mobile-client, online-only
• Status: vip, new-client, on-hold, returning
• Payment: monthly-plan, pay-as-you-go, corporate-account
• Program: weight-loss, injury-recovery, competition-prep

Step 2: Create Your First Tag

1. Open a client's profile and click Edit (tags are managed on the client, not in Settings)
2. Find the "Tags" field
3. Type the tag and press Enter or a comma — it appears as a chip in the field. Tags you have used before are suggested as you type
4. Click "Save"

A tag exists as soon as it is on a client. Each client can have up to 20 tags of up to 50 characters each.

Step 3: Assign Tags to Clients

During Client Creation

1. When adding a new client
2. Scroll to the "Tags" field
3. Type to add a tag, or pick one of the suggested existing tags
4. Save the client

Bulk Tagging

Assign tags to multiple clients at once:

1. Go to Clients list
2. Select multiple clients (checkboxes)
3. In the toolbar that appears, click "Add Tags"
4. Type or pick the tags to add
5. Click "Apply"

Bulk tagging adds tags; it does not remove tags a client already has.

Step 4: Filter Clients by Tags

Single Tag Filter

1. Go to Clients page
2. Open "Advanced Filters"
3. In the "Filter by Tags" field, type or pick a tag
4. The client list updates to show only clients with that tag

Multiple Tag Filter

Add more than one tag to the filter and ClientFlow shows clients who have any of the selected tags. To narrow the list down further, combine the tag filter with another filter, such as status or outstanding balance.

Best Practices

1. Keep Tags Simple - Short, descriptive names work best
2. Use Consistent Naming - Decide on a convention (lowercase, hyphens). Tags are matched exactly, so VIP and vip are two different tags
3. Review Regularly - Tidy up near-duplicates and tags you no longer use by editing the clients that carry them
4. Tag With a Purpose - Only create a tag you will actually filter on or use to target an automation

Next Steps

• Create your tag system - Start with 5 essential tags
• Tag existing clients - Use bulk tagging for efficiency
• Target your automations - In an automation's settings, the Audience section can limit it to clients with certain tags, or skip clients with an excluded tag

Organized tags lead to faster client management!

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Read time: ~4 minutes | Difficulty: Beginner