# Set up tags ## Overview Tags are an effective way to organize, identify and manage clients, services, products and your waitlist. They help you categorize information, filter lists, and give staff quick visual context when working with records. This guide shows you how to create and use tags in Caspen. *** ## **Create a tag** 1. Go to **Settings** → **Tags** 2. Select the tag category you want to create a tag for: * Client tags * Service tags * Product tags * Waitlist tags 3. Click **Add \ tag** (e.g. *Add client tag*).
4. Enter a **Tag name,** select a **color,** then Click **Create.**
Your new tag is now available to use throughout the platform. *** ## **Manage tags** For existing tags, click **Actions** next to a tag to: * **Edit**: Update the name or colour * **Delete**: Permanently remove the tag > Deleting a tag removes it from all records where it has been applied. *** ## **Tag types and how to use them** ### **Client tags** Client tags let you label clients with relevant attributes so staff can easily identify key details at a glance. **How to apply client tags** 1. Open the client profile. 2. Click **Edit client** button (top-right).
3. Select one or more tags under **Tags.**
3. Click **Save.** Tags appear on the client list and inside the profile, making it easy to filter clients and quickly understand important information.
**Common ways to use client tags**
PurposeExamples
Client statusDischarged, Inactive, Deceased, Blocked
Funding typePrivate Health, NDIS
Risk or behavior flagsHigh risk, Requires supervision
Age groupChildren, Teenagers, Adults
📝 **Tip:** Archiving a client removes them from active workflows. If the client still has outstanding tasks (e.g. unpaid invoices), use a status tag instead of archiving so the team knows their progress state. *** ### **Service tags** Service tags categorize your services for reporting, scheduling, or internal organization. **Where they are used** * Apply service tags when creating or editing a service:\ **Settings** → **Services** → **Actions** → **Edit service.** **Examples** * *Telehealth only* * *Paediatric services* * *Group sessions* *** ### **Product tags** Product tags help staff identify special product characteristics or handling requirements. **Where to apply product tags** * Go to **Catalog** → **Products** → **Actions** → **Edit product**, select your tags and click **Save**. **Examples** * *Fragile* * *Requires refrigeration* * *Promotion item* *** ### **Waitlist tags** Waitlist tags let you prioritize or categorize clients waiting for appointments. **How to use** 1. Create tags under **Settings** → **Tags** → **Waitlist tags** 2. Go to **Waitlist** 3. Click **Actions** → **Edit** next to a waitlist entry 4. Add or remove tags, then **Save**. **Examples** * *High priority* * *Awaiting documents* * *New referral* * *Initial contact made* These tags help you sort, filter and move waitlist entries through your intake process more efficiently. *** ## **Automatic tagging** Client tags can be applied automatically through form submissions when tag actions are configured in the form template settings. This allows you to classify clients without manual steps, ideal for onboarding workflows (e.g. new client intake, referral received). See [Set up form templates](/using-caspen/settings/templates/set-up-form-templates.md) → **Form template settings** section for how to set this up. *** ### **Summary** Use tags to add structure and meaning to your data. They help keep your workspace organized and help staff quickly understand what matters, without opening every record. --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://support.caspen.com/using-caspen/settings/set-up-tags.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.