In This Guide
Which Record to Tag: Contact, Organisation, Order or Registration
Use tags to group records with labels such as Webinar lead or Special requests. This guide covers tags on Contacts, organisations, orders and registrations. Tasks can carry the same tags; see Create and Manage Follow-up Tasks. An order records the booking or purchase; a registration records a person’s place or course access.
The available tag names are shared across these records, but where you add a tag matters. A Contact tag describes the person; an Order tag describes the order; a Registration tag describes that registration. Organisation tags label company records. Settings → Course Tags is a separate course-classification feature; see Add Categories and Tags to Courses.
A Discount can use a Contact tag or an organisation tag as one of its conditions. Adding or removing that tag on a Contact or organisation can then change whether the Discount applies, so check your Discounts before you remove a tag or delete its definition. See Create a Discount or Promo Code.
These instructions use System Admin access to the main Contacts, Organisations, Orders and Registrations pages. Course Owners can create and edit tag definitions, but deleting a definition requires System Admin access. Access to individual course records depends on your role.
Order tags can be copied to the booker’s registration when Cademy creates or updates that registration from the order. A later order update can replace tags edited directly on that registration. This copying applies to the booker’s registration. It does not copy the order’s tags to guest registrations or Contacts. Check the relevant records after changes.
Create a Tag and Add It to a Record
Create a Tag in Settings
Open Settings → Tags and select New Tag.
In Create Tag, enter Tag Name, choose a Colour and optionally add a Description for your team.
Select Create. Check the new tag in the list before assigning it to records.
Example of the Create Tag dialog. The sample name and colour are illustrative.
Add or Remove a Tag on One Record
Open the record’s Tags selector (Add tags... when empty), then choose an existing tag. You can select more than one. To create a name while tagging, type it and choose the create option. That creates the tag definition as well as selecting it.
Example of the Tags selector on a Contact’s record, with a name typed. The sample tag is illustrative.
To remove an assignment, point to its tag label and select the small removal control. This removes that tag from the record; it does not delete the shared tag definition. On the existing records described below, selecting or removing a tag saves automatically. Reopen the record to check the result.
Add a Label to a Booking (Tag an Order or Registration)
For an order: open Orders and select the required order. Expand its Order section if needed, then use Tags.
For a registration: open Registrations, select the required record and use Tags in its Registration section.
After either change: check the saved tag on the correct record. In tables, distinguish Order Tags or Registration Tags from Contact Tags. Tag cells show coloured tag icons; hover over an icon to see its tag name. Open the record to edit its tags.
Example of the Tags row in an order’s Order section. The sample tag is illustrative.
For example, you could manually apply Moved from another date after checking the move. Creating that label does not make it an automatic record of date changes.
Tag a Contact or Organisation
For a Contact: open Contacts, then the person’s full record. Use Tags in the details column. Check Contacts changes saved, then reopen the record.
For an organisation: open Organisations, select the company and use its Tags field. Check Organisation updated, then reopen it.
A tag on an organisation is not automatically a tag on all of its Contacts. See Manage Customer and Learner Records (Contacts) or Manage Company Records (Organisations) for the surrounding record workflows.
Tag Several Contacts at Once (Bulk Tags)
On a narrow screen, some actions appear as icons or move into the menu marked with three dots. Choose the correct Contacts before opening the bulk tag panel.
Open Contacts. Use Search or Filter first if you need a particular group.
Tick individual Contacts, or use the checkbox in the table header to select the current page. To include every result across pages, use Select All with the displayed total. Check the selected count and filter before continuing.
Select Add Tag. In the side panel, choose Add Tags or Remove Tags.
Choose the tags to add or remove. Review the number of Contacts and the action.
Select Tag N contacts or Untag N contacts, where N is the displayed count.
Cademy queues the change and asks you to refresh in a minute. Refresh and check the affected Contacts; the initial message does not mean every record has finished updating.
Example of the tag side panel for selected Contacts, with Add Tags chosen. The sample tag is illustrative.
Use this procedure for Contacts. Do not assume the Orders or Registrations tables offer the same bulk-tagging control. If an error appears or results remain unchanged, check the records before repeating the action.
Remove a Tag From Many Contacts
Follow the same steps, choose Remove Tags in the side panel, pick the tag and select Untag N contacts. This removes the tag from the selected Contacts only; the tag itself stays in Settings → Tags for other records.
Rename, Recolour or Delete a Tag
Change a Tag's Name, Colour or Description
Open Settings → Tags. Open the tag’s row or its gear menu → Edit....
In Edit Tag, change the details and select Save.
Reopen the tag and check the saved values. Check a record using it too: editing the definition changes the name or colour wherever that same tag is displayed.
Delete a Tag You No Longer Use
As a System Admin, find the definition in Settings → Tags and open its gear menu → Delete....
Read the confirmation and select Delete only if you intend to remove the shared definition.
Check the settings list. If Cademy says the tag is assigned and cannot be deleted, remove the unwanted assignments first or keep the tag.
Do not rely on deletion being blocked for every type of record. Check where a tag is used, including organisations, registrations, tasks and the conditions of your Discounts, before deleting its definition. If you only want to remove a label from one record, remove that assignment instead.
Filter Orders and Registrations by Tag
Find Orders or Registrations With a Particular Tag or Any Tag
Open Orders or Registrations. Check the selected view and the search box first.
Select Filter. A list of fields opens.
Choose Order Tags on Orders, or Registration Tags on Registrations. Choose Contact Tags instead if you want to match the associated person’s tags.
In the panel, select the tag. The filter starts with is any of, so you can choose more than one. Results update as you pick. Close the panel; the chosen condition remains as a filter chip above the list.
To find records with any tag in that field instead, select the condition in the filter and choose is not empty.
Check the results and the chosen tag field. A registration with a tagged Contact is not necessarily a tagged registration.
Filter Contacts and Organisations by Tag
Find a Group of Contacts With a Tag
Open Contacts, select Filter, then choose Tags under Suggested. The Tags entries in the Organisations, Bookings and Orders groups match tags on those linked records instead.
In the panel that opens, select the tag, such as Webinar lead. The filter starts with is any of, so you can select more than one tag. Results update as you pick; close the panel and check the matching Contacts.
To find Contacts with any tag instead, select the condition in the Tags filter and choose is not empty. Check the resulting Contacts.
The filter-field list on Contacts, with Tags under Suggested. The sample Contacts are illustrative.
Filter Organisations by Tag
On Organisations, select Filter, choose Tags under Suggested and select the tag. Results update as you choose. This filters company tags, not the tags on each linked Contact. Select the filter chip to change its condition or tag, or use its removal control to remove the condition.
If a tag filter is missing, check that at least one tag definition exists in Settings → Tags and that you are on the intended record list.
Save a Tag Filter as a View and Reuse It
A saved view keeps filters, sorting and columns for the list where you create it. The matching records can change as tags are added or removed. Saving a view does not apply a tag to anyone.
Save a Tag View
On the list, set the filters, sorting and columns you want to reuse. Search text and ticked row checkboxes are not saved.
Select Save View. If you have changed a view you can edit and want a separate version, open More Save Options, the arrow beside Save View, and choose Save as New View….
Enter a View name and choose Who can see it. Only Me keeps the view personal. Everyone shares it with team members who can access that list; only System Admins can choose Everyone.
Select Save View, then reopen the saved view from the dropdown above the list and check the records and columns.
For example, name a Contacts view Webinar leads after choosing that Contact tag. Changes saved to a shared view apply to everyone who uses it. To manage views, see Find Records with Filters and Saved Views.
Reopen a Saved Tag View
Open the view dropdown above the list and choose your saved view, such as Webinar leads. Check Search separately because it is not saved with the view. The current matching records appear.
Frequently Asked Questions
Can I use the same tag name on different types of record?
Yes. The shared definition can be selected on supported records, but each assignment belongs to its record. Check the order-to-booker-registration behaviour above.
Does removing a Contact tag remove it from their orders?
No. Removing a tag from a Contact changes that Contact’s Tags field. Open an order or registration separately to change its own tags.
Can I use several tags on one record?
Yes. Select each tag you need, then reopen the record to check the saved assignments.
Does a tag called Special requests send an alert or change a booking?
A tag’s name does not send an alert or change a booking. A tag can still do more than label a record: a Discount can depend on a Contact tag or an organisation tag. See Create a Discount or Promo Code.
Why is a bulk tag change not visible immediately?
Bulk tagging runs in the background. Follow the refresh message and check the affected records before repeating the action.
Are Contact Tags the same as Course Tags?
No. Course Tags has its own settings page and is a separate course-classification feature.
How can I get help with tags?
Email support@cademy.io with the record type, tag name and what you expected to happen.