Summary: This guide explains how to use Smart Tags to automatically assign or unassign people to tags based on specific profile criteria. This "set it and forget it" tool ensures your groups remain up-to-date without manual data entry, running automatically in the background.
Before You Begin
How It Works: Smart Tags look at the data in your people's profiles (like Grade, Membership Status, or Gender) and automatically add those people to a specific Tag if they match your filter.
Run Frequency:
Immediately: The automation runs the moment you create the task or update its settings.
Every Hour: The automation runs hourly thereafter to catch any new changes.
The "Locked" Tag Concept: During setup, you will see an option to "Remove people from this tag that do not match the selected filter."
If Selected: The tag becomes Locked. You cannot manually add/remove people from this tag. The system will strictly enforce the rule: if a person doesn't match the profile criteria, they are removed.
If Unselected: You can still manually add people to the tag even if they don't match the filter.
Step-by-Step Instructions
Stage 1: Accessing Automations
Navigate to Account Settings (⚙️) in the top-right corner.
Select Automations from the dropdown menu.
Stage 2: Creating the Smart Tag
Click the + Add Task button.
Select Smart Tag from the list of options.
Create Your Filter: Choose the profile fields that define who belongs in this group (e.g., Status is "Member").
Select the Tag: Choose which existing Tag you want these people assigned to.
Configure Removal (Optional): Choose whether to check the box for "Remove people who do not match this filter." (Review the "Locked" concept above before checking this).
Click Add Task to save and activate the automation.
Stage 3: Updating or Editing a Smart Tag
If you need to change the criteria later:
Click the Gear Icon (⚙️) next to the specific Smart Tag task.
Click Filter Selected to adjust your search criteria.
Click Update Task.
Note: This will immediately run the logic again, adding or removing people based on your new settings.
Troubleshooting & FAQs
Why does my tag have a lock icon next to it? The tag is locked because you selected the option to "Remove people who do not match." This prevents manual errors. To add someone to this tag, you must update their Profile Fields to match the filter criteria (e.g., change their status to "Member"), and the system will automatically add them within the hour.
Can I use Smart Tags for Event Check-In? Yes, but be careful with Locked Tags. If you check a new person into an event that assigns a Locked Tag, and that person's profile data does not match the Smart Tag filter, the system will remove the tag from their profile the next time the automation runs (within one hour).
Best Practice: Configure your event settings to "Specify Add Person Fields" so you can collect the necessary data (like Grade or Status) right at the check-in kiosk.
How do I copy a Smart Tag setup? There is no direct "Duplicate" button, but you can use Saved Searches.
Create a Saved Search in the People section with your desired criteria.
When creating a new Smart Tag, load that Saved Search into the filter.
Common Use Cases:
Grade Level Tags: Filter by "Grade" so that when students are promoted in the system, their tags automatically update.
Membership Management: Filter by "Status: Member" to ensure your voting member list is always accurate based on profile data.
Ministry Groups: Filter by "Gender: Female" and "Status: Member" to auto-populate a Women's Ministry tag.