Using Tags Effectively

Tags provide a flexible way to categorize and filter entries. Regular tags don’t affect positions, but Priority Tags can automatically move entries to the front of the queue.

What Are Tags?

Tags are labels you can apply to entries for organization:

• They’re visual identifiers
• Multiple tags can be applied to one entry
• They don’t affect positions or workflow
• They’re great for filtering

Creating Tags

1. Go to Configure → Tags
2. Click Add Tag
3. Enter tag details:
   • Name — Short, descriptive label
   • Color — Visual identifier
4. Click Save

Common Tag Examples

Relationship Tags

• Sibling — Has sibling enrolled or on waitlist
• Staff Child — Employee’s child
• Referral — Referred by existing contact

Priority Tags (Auto-Positioning)

Priority Tags are a special feature that automatically moves entries to the front of the waitlist when tagged. This is ideal for VIPs, staff children, or other entries that should skip ahead in the queue.

How Priority Tags Work

1. Mark a tag as Priority — In Configure → Tags, toggle the “Priority Tag” option
2. Set priority order — Use the up/down arrows to set which tags have higher priority (top = highest)
3. Auto-positioning — Priority entries move to the front of the queue when:
   • A priority tag is added to an entry
   • An entry with a priority tag moves to a new group (manually or via age-based auto-progression)

Key Behaviors

• One-time repositioning — Entries move when a priority tag is first added, or when moving to a new group
• Auto-progression — When children age into new groups, priority is respected and they move to the front
• Multiple priority tags — If an entry already has a priority tag, adding a lower-priority tag won’t move it again
• Higher priority wins — Adding a higher-priority tag to an entry with existing priority tags WILL reposition it
• Removing tags — Removing a priority tag from an entry does NOT change its position
• Order matters — Entries with the same priority tag are ordered by when they joined the waitlist

Creating a Priority Tag

1. Go to Configure → Tags
2. Click Add Tag or edit an existing tag
3. Fill in the tag name and color
4. Toggle Priority Tag ON
5. Click Save
6. Use the arrow buttons to set priority order (higher in list = higher priority)

Administrative Tags

• Scholarship — Applying for financial aid
• Special Needs — Requires accommodations
• Part-Time — Looking for part-time care
• Bilingual — Bilingual program interest

Source Tags

• Website — Signed up online
• Phone — Called in
• Walk-In — Came in person
• Event — Met at open house

Applying Tags to Entries

When Adding an Entry

1. In the Add Entry form, find the Tags section
2. Select one or more tags
3. Save the entry

To an Existing Entry

1. Click on the entry to open details
2. Find the Tags section
3. Add or remove tags
4. Changes save automatically

Filtering by Tags

Use tags to find specific entries:

1. Go to Waitlist
2. Click the Tags filter
3. Select one or more tags
4. View only matching entries

Tags in Table View

Tags appear in the Tags column:

Editing Tags

1. Go to Configure → Tags
2. Click Edit on a tag
3. Change name or color
4. Click Save

Changes apply to all entries with that tag.

Deleting Tags

To delete a tag:

1. First remove the tag from all entries that have it
2. Then go to Configure → Tags
3. Click Delete on the tag

You cannot delete a tag that is assigned to entries.

Tags vs Statuses

Best Practices

• Keep tags concise — Short names are easier to scan
• Use consistent naming — “Sibling” not “sibling” and “Siblings”
• Don’t over-tag — Too many tags reduces clarity
• Review periodically — Remove unused tags

Related Articles:

• Using Filters and Search
• Creating Custom Statuses
• Adding Entries Manually