What Are Tags in CiviPlus?
Tags are user-defined labels that you can apply to various types of record in CiviPlus as a way to categorisation. Unlike groups, which are often used for structured segmentation (e.g. mailing lists), tags provide a quick, informal way to classify or flag records.
Tags are:
Flexible – Easily add or remove them from records
Searchable – Filter contacts or activities by tag
Multi-purpose – Can be used on contacts, contributions, events, activities, cases, etc.
Organisable – Can be grouped hierarchically in a tag tree
Tags are particularly useful on a contact record since they can provide easy to spot flags that immediately show the viewer something important about the person or organisation.
How to Create and Manage Tags
Create a New Tag
Navigate to Administer > Customise Data and Screens > Tags (Categories)
You will see a list of existing tags in your CiviPlus system, click “Add Tag” to create a new one
Fill in:
Tag Name (e.g. “VIP Donor”, “2025 Webinar Attendee”)
Description (optional)
Used For (select what entities this tag can be applied to, e.g. Contacts, Contributions, Activities)
Parent Tag (if you want to nest it under a category)
Click Save
Edit or Delete a Tag
Navigate to Navigate to Administer > Customise Data and Screens > Tags (Categories)
Click on the tag and use the edit window that appears to change any of the tag attributes, add a child tag, clone the tag or delete it.
How to Apply Tags to Records
You can add and view tags:
Individually – When editing a contact or activity
In bulk – From search results using “Tag Contacts” under actions
Automatically – Using CiviRules, workflows, or imports
Best Practices for Using Tags
To make tags effective and maintain clean data, follow these guidelines:
Be Descriptive but concise - Use meaningful tag names (e.g. “Lapsed Donor - 2023” instead of just “Lapsed”)
Use Tag Hierarchies - Group related tags under parent tags to keep your tag list organised
e.g.:
Donor Engagement
├── First-Time Donor
├── Major Donor
└── Lapsed DonorAvoid Over-Tagging - Don’t use tags for things that should be tracked as groups or custom fields (e.g. region, newsletter opt-in)
Standardise Tagging Practices - Define who can create tags and when to use them and keep a short tagging policy guide for your team
Clean Up Regularly - Review and consolidate outdated or unused tags annually, or use automation to remove as well as add tags.
Common Use Cases and Examples
Use Case | Example Tags |
Donor segmentation | Major Donor, Monthly Giver, Lapsed Donor |
Event attendance | 2024 Gala Attendee, Webinar |
Volunteer management | Trained Volunteer, Event Helper, DBS Checked |
Campaign response tracking | Responded - Spring Appeal, Ignored SMS |
GDPR / Data use | Opted Out - Email, Consented - Research Use |
Application status (custom) | Reviewed - Awaiting Decision, Declined - Incomplete
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