Manage Tags

The ‘Manage Tags’ feature in the Contacts module of Retention CRM allows Associations, Chambers of Commerce and Nonprofit Organizations to categorize their contacts with relevant labels. These tags help in effective contact management by segmenting their contact list, personalize communication, and gain insights into specific groups within organization.

General Functionality of ‘Manage Tags’ Feature

• Tags: This section displays a hierarchical tree structure (Tag Tree) of all the existing tags. You can categorize tags further by creating sub-tags (e.g., Vendor -> Medical Equipment Vendor).
• Add to Default Shortcuts: This option allows you to add frequently used tags to a readily accessible list for quicker assignment to contacts.
• Error Message: This appears if you try to perform an invalid action, such as deleting a tag that is still assigned to contacts.

Using ‘Manage Tags’ Feature in Association Management

Scenario: Your nursing association manages a database of nurses with diverse specialties and locations.

• Tag Tree:
  • Vendor: Categorize vendors by type (e.g., Medical Equipment Vendor, Educational Resources).
  • Location: Organize nurses based on their practice location (e.g., City, State, Country).
  • Additional Tags (Examples):
    • Specialties: Critical Care, Pediatrics, Oncology.
    • Membership Status: Active, Expired, Pending Renewal.
    • Continuing Education: Completed Courses, Upcoming Events.
• Add to Default Shortcuts: Frequently used tags like “Active Member” or “Critical Care Nurse” can be added for quick assignment.
• Error Message: If you try to delete a tag still assigned to nurses (e.g., “Oncology Nurse”), Retention CRM will prompt you to reassign those contacts to a different tag before deletion.

By utilizing the “Manage Tags” feature effectively, your association can:

• Segment communication: Send targeted emails or newsletters to specific member groups (e.g., oncology nurses about upcoming conferences).
• Track trends: Analyze trends within your membership by filtering reports based on tags (e.g., identify locations with high concentrations of a specific specialty).
• Personalize outreach: Use tags to personalize greetings and tailor content in communication with members.

More Use Cases for Associations

Enhance Search and Reporting

• Assign tags to contacts based on specific characteristics (e.g., “donor”, “volunteer”, “inactive member”).
• Use tags for activities related to specific projects or campaigns (e.g., “fundraising campaign 2024”, “membership drive”).
• This allows for quicker and more targeted searches within your database. You can also use tags to create reports that focus on specific segments of your data.

Track Member Engagement

• Assign tags based on member interactions (e.g., “event attendee”, “website signup”, “donation received”).
• Use these tags to track member engagement levels and identify areas for improvement.
• For example, you can analyze which types of events attract members with the “donor” tag.

Simplify Communication and Outreach

• Assign tags based on interests or communication preferences (e.g., “interested in advocacy”, “prefers email communication”).
• Use these tags when crafting email campaigns or newsletters to personalize content and ensure it’s relevant to the recipient’s interests.

Additional Points about Tags

• Tags are not mutually exclusive. A single contact or activity can have multiple tags assigned.
• Unlike groups, tags are not hierarchical. They offer a more flexible way to categorize data without rigid structures.
• You can create tags that are specific to contacts, activities, cases, or use them universally across all three entities.

Remember, a well-organized tag structure is key to maximizing the benefits of this feature for Associations, Chambers and Nonprofit Organizations. Regularly review and update your tags to ensure efficient data management within your organization.