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Understanding Tags in ClubSoft

Tags in ClubSoft allow your club to organize members and contacts dynamically. Tags can be automatically assigned based on activity or manually added by administrators. They are used to control permissions, automate workflows, send communications, and manage billing.

Tags make it easy to group users based on status, assignments, participation, or other criteria — without manually maintaining lists.

Who Can Create & Manage Tags?

Tags can be created and managed by:

  • Site Admin

To manage tags, navigate to:

Configuration → Member Settings → Tags

Types of Tags

Tags are organized into three categories:

1. Member Tags

Used to group active club members based on status, assignments, roles, or activity.

2. Contact Tags

Used for non-member contacts such as prospects, vendors, or other external individuals.

3. Event Tags

Automatically or manually applied based on event participation or RSVP status.

Automatic Tagging

ClubSoft automatically assigns and removes tags based on user activity within the system.

A Member Will Automatically Be Tagged When:

  • They are assigned a moorage spot
    • (Includes automatic tagging for spot size)
  • They add a registered item
    • (Includes tagging based on boat size)
  • They are placed on a waiting list
  • They are assigned to the board
  • They are assigned to a committee
  • They RSVP for an event (Event Tags)

Automatic Tag Removal

Tags are automatically removed when:

  • A member is unassigned from a moorage spot
  • A registered item of a specific size is removed
  • A user is removed from the board or committee
  • A waiting list assignment changes

This ensures tag lists remain accurate without manual updates.

Manual Tagging

Administrators can manually:

  • Add tags to members
  • Remove tags from members
  • Add tags to contacts
  • Use tags for custom groupings (e.g., “Volunteer Interest,” “Donor,” “Newsletter Only”)

Manual tagging is useful for temporary groupings or internal organization.

How Tags Are Used in ClubSoft

Tags are integrated throughout the platform and support multiple operational workflows.

1. Document Permissions

You can restrict document access to users with specific tags.

Examples:

  • Board-only documents
  • Committee-specific files
  • Moorage-holder agreements

2. Billing & Invoicing

Invoices can be generated and sent to specific tag groups.

Examples:

  • Only members with a specific slip size
  • Members on a waiting list
  • Committee dues or special assessments

3. Email & Communication

Email announcements can be sent to users based on tags.

Examples:

  • All board members
  • 40-foot slip holders
  • Event participants
  • Waiting list members

Tags eliminate the need to manually build distribution lists.

4. Automation & Custom Workflows

Tags can trigger automated workflows inside ClubSoft.

Examples:

  • When a user is assigned a tag, automatically generate an invoice
  • Add a tag when a user completes a custom form
  • Send a welcome email when a new member tag is applied
  • Assign a workflow when someone joins a waiting list

Tags can both:

  • Trigger actions
  • Be added as a result of actions

This creates powerful automation opportunities.

Tags for Members vs Contacts

Tags can be applied to:

  • Active Members
  • Contacts (non-members)

This allows clubs to manage communications and workflows for both internal and external individuals.

Best Practices for Using Tags

  • Keep tag naming consistent
  • Use automatic tagging when possible
  • Avoid duplicate tag meanings
  • Periodically review unused or outdated tags
  • Use tags for grouping — not as permanent status replacements

When to Use Tags vs Membership Types

Use:

  • Membership Types for official status (Full, Social, Associate)
  • Tags for dynamic grouping (Slip 40ft, Board Member, Event RSVP, Waiting List)

Tags are flexible and activity-driven. Membership types are structural.

Need Help?

If you need assistance creating advanced workflows or designing a tag strategy for your club, a ClubSoft Admin can help guide setup and best practices.