Choose the right record to tag
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 Course Categories and Course Tags.
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 and Apply Discounts.
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.
In this guide
Create and assign tags
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.
Assign 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.
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.
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.
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 Contacts or Manage Organisations and Their Contacts for the surrounding record workflows.
Add or remove tags on Contacts in bulk
The Contacts, Organisations, Orders and Registrations lists show one of two toolbars, set for your whole account. If the toolbar has a View button beside Filter, follow the View toolbar instructions in this guide. If it has no View button, follow the Saved Filter toolbar instructions. On a narrow screen or window, some buttons appear as icons or move into the menu button marked with three dots.
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 on the View toolbar, or Tag on the Saved Filter toolbar. 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.
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.
Edit or delete a tag definition
Change the shared 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 an unused definition
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 a particular tag or any tag
The steps depend on which toolbar the list shows. The View toolbar has a View button beside Filter; the Saved Filter toolbar has no View button.
On the View toolbar:
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 that opens, select the tag. The filter starts with is any of, so you can select more than one tag. Results update as you pick; there is no Apply button. Close the panel.
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.
On the Saved Filter toolbar:
Open Orders or Registrations. Check the selected saved filter and the search first.
Select Filter, then Add Filter if a new condition is needed.
Choose Order Tags on Orders, or Registration Tags on Registrations. Choose Contact Tags instead if you want to match the associated person’s tags.
Choose equals and select the tag, then select Apply. To find records with any tag in that field, use is set instead.
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
The steps depend on which toolbar the list shows. The View toolbar has a View button beside Filter; the Saved Filter toolbar has no View button.
On the View toolbar:
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.
On the Saved Filter toolbar:
Open Contacts and select Filter.
Select Add Filter and choose Tags from the Contact group.
Choose equals, select a tag such as Webinar lead, then select Apply.
Check the matching Contacts. Use is set if you want Contacts with any tag instead.
Use company tags
On Organisations with the View toolbar, select Filter, choose Tags under Suggested and select the tag in the panel that opens. With the Saved Filter toolbar, use Filter → Add Filter, then Tags; choose the condition and tag, then Apply. Either way, this filters company tags, not the tags on each linked Contact.
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 and reuse a tag filter
The steps depend on which toolbar the list shows. The View toolbar has a View button beside Filter; the Saved Filter toolbar has no View button. What you save is called a view on the View toolbar and a saved filter on the Saved Filter toolbar. Each belongs to the list it was saved on.
Save a view on the View toolbar
On the list, apply the filters, sorting and column choices you want to keep. Search text is not part of a view.
Select Save as New View. If Save View is shown instead, select the arrow beside it and choose Save as New View… to create a separate view. These save controls appear after you change the filters, sorting or columns.
Enter a View name, such as Contacts - Webinar leads, and check Who can see it. Only Me keeps it in your own view list. Everyone shares it with your team; only System Admins can choose it.
Select Save View, wait for View Created, then find and reopen the view in the dropdown. Check the resulting records and columns.
Changes saved to a shared view apply to everyone who uses it. To update, rename, share or delete a view, see Save a view on the View toolbar in Filter, Sort and Use Saved Filters.
Save a filter on the Saved Filter toolbar
Apply the tag filter on the relevant list.
Select Save Filter → Create New Saved Filter to make a separate filter.
In Saved Filter Name, enter a clear name such as Contacts - Webinar leads, then select Create. Check Saved Filter Created.
Use the dropdown showing the selected saved filter’s name, or Select a Filter, to switch back to the saved filter later. Check the resulting list.
Every saved filter is shared with your team. To update, rename or delete a saved filter, see Save a filter on the Saved Filter toolbar in Filter, Sort and Use Saved Filters.
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 and Apply Discounts.
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 these 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.