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Tags, custom fields and segments

Make tags and questions of your own, put them on members one at a time or many at once, filter the members list, and save a filter as a segment for broadcasts and events.

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Three basics sort your members:

  • A tag is a label you put on members, such as "U13" or "Volunteer".
  • A custom field is a question of your own, such as shirt size, kept on every member.
  • A segment is a filter on the members list, saved under a name. It follows the tags and answers as they change.

1. Make a tag

  1. Go to Settings › Members.
  2. Under Tags, click New tag.
  3. Give it a Name, pick a Colour, and click Add tag.

Only your team sees tags. Members never do. Each tag's row shows how many members have it. Deleting a tag takes it off everyone who has it; the members stay as they are.

2. Put tags on members

  • One member: open them under Members, and click Add tag beside Tags (Edit once they have one). Type a name that doesn't exist yet, and you can create the tag right there.
  • Many at once: on Members, tick each member, or the box at the top for the whole page. In the bar that appears, click Add tag or Remove tag.
  • Everyone a filter finds: tick the box at the top, then click Select all 120 (the number is yours). Up to 500 can be picked at once.
  • Importing: a "Groups" or "Hold" column becomes tags on its own. See Import your members from another system.

Join links and choice fields can also tag new members as they join. See sections 4 and 8.

3. Make a custom field

  1. In Settings › Members, under Custom fields, click New field.
  2. Set the Label, such as "Shirt size".
  3. Choose the Answer: Text, Number, Date, Yes or no or Single choice. It can't change once the field exists.
  4. For Single choice, put one option per line under Options.
  5. Switch on Required if a member can't be saved or join without an answer, and Members can edit it if members may fill it in themselves.
  6. Click Add field.

A club can have up to 30 fields, and a choice field up to 30 options. The forms ask them in the order they're listed: use Move up and Move down in a field's menu. Your team fills them in on a member's page, under More details, and every answer is in the members export.

4. Let an answer put a tag on

A Single choice field can tag members by their answer, such as "Which team?" giving each team its tag:

  1. Click Edit on the field, or make a new one.
  2. Under Each answer puts a tag on the member, click Add tag beside an answer and pick its tag.
  3. Click Save.

When a member's answer changes, the old answer's tag comes off and the new one goes on. Answers given before you linked a tag keep the tags they have.

5. Filter the members list

On Members:

  • The tabs at the top filter by status: All, Paid up, Expiring, Lapsed, Pending or Not paid. A member with several memberships shows in a tab when any of them has that status, so they can be in two.
  • All memberships filters by membership type: the members who still hold one, not those who left it before today. With a status tab, the status is that membership's own: Lapsed and "Badminton" gives those lapsed in Badminton, not those lapsed in Football who also play badminton.
  • All tags filters by one tag.
  • All answers filters by an answer to a Yes or no or Single choice field, such as "Shirt size: M".
  • The search box finds a name, email, phone, member number or payment reference.

Filters add up: Paid up and the tag "U13" gives the paid-up players on U13. Clear filters starts over.

6. Save a filter as a segment

  1. Filter the list the way you want it.
  2. Click Save as segment in the page's header.
  3. Give it a Name, and click Save segment.

A segment saves the filter, not today's members: tag a new player tomorrow and they're in it. Segments on Members lists them all with live counts, and from there you can Email them, Rename one, or delete it under More. Deleting a segment removes only the saved filter.

7. Use a segment

8. Let members fill in fields themselves

A field with Members can edit it shows:

  • on the join form, so new members answer it as they join,
  • on the page their update-details link opens, so members can change their answer later. The welcome email has the link, and you can send it again with Send link under More on their page.

A field that's Required but not editable by members is asked on the join form, and then only your team can change it. A field with neither switch is for your team only: members never see it. More on the join form in Join links and the join form.

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