Set up tags
Learn to tag like a pro! Create and manage tags to organize clients, services, products, and your waitlist.
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
Go to Settings → Tags
Select the tag category you want to create a tag for:
Client tags
Service tags
Product tags
Waitlist tags
Click Add <tag type> tag (e.g. Add client tag).
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
Open the client profile.
Click Edit client button (top-right).
Select one or more tags under Tags.
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
Client status
Discharged, Inactive, Deceased, Blocked
Funding type
Private Health, NDIS
Risk or behavior flags
High risk, Requires supervision
Age group
Children, 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 organisation.
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
Create tags under Settings → Tags → Waitlist tags
Go to Waitlist
Click Actions → Edit next to a waitlist entry
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 → 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.
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