Tags help you categorise, filter and manage clients, services and your waitlist, so you can spend less time sorting and more time supporting.
This guide covers what client, service and waitlist tags each do, how to set up and assign each type, practical ways to use them for filtering and reporting, and how to apply tags automatically from embeddable referral forms.
Client tags
Client tags let you organise and filter your client list.
Create a client tag
Go to Settings.
Select Tags.
Click + New tag.
Enter the tag name, type, and colour.
Click Create.
Assign a tag to a client
Open the client's page.
Click Edit.
Select the tags you want to assign.
The tag then appears next to the client in your client list and as a quick reference when you view their appointment from the calendar.
Filter by client tag
Use the tag filter on the client list to show only clients with a given tag.
Navigate to the Clients tab.
Select the Filter icon.
Check the tags you would like to filter by, then select OK.
Your client list will display the clients who match the tags you selected.
Use them as a quick reference when viewing the client's appointment from the calendar.
How businesses use client tags
There's no one-size-fits-all. Some common ways businesses use client tags include:
Location - e.g. Melbourne, Regional VIC, Telehealth
Age group - e.g. Children, Teens, Adults
Services received - e.g. Speech Therapy, OT, Psychology
Manage client status - e.g. Discharged, Deceased
📝 You can archive clients to discharge them, but it's useful to have a client tag instead of archiving them if the client's file still has pending action items like outstanding invoices.Funding type - e.g. Private health
📝 Having the client's funding type as a tag is extra handy for batch invoicing, as it will allow you to create different batches for different funding types.
💡 Client tags can be used in multiple reports as a custom filter, giving you flexible filtering options that work for your team, your clients, and your workflow.
Service tags
Service tags categorise services, not clients.
📝 Service tags currently work in reports only.
Create a service tag
Navigate to Settings → Tags.
Select the Service tag tab.
Select + New tag.
Enter a Name, Type, and Colour.
Click Create.
Assign a service tag to a service
Navigate to Settings.
Under Business, select Services.
Select the Action (•••) menu for the service you would like to attach a tag to.
Scroll to Tags for reporting and select the tags you would like to assign.
Click Save.
Where service tags are used
Service tags are primarily used to filter Reports, including, but not limited to, the Practitioner Performance and Appointments reports.
A useful case is grouping services that don't share a type. For example, tag Initial Assessment - OT, Initial Assessment - Speech, Initial Assessment - Psychology and Initial Assessment - Physio with a shared Initial Assessment tag, so they report together.
Waitlist tags
Waitlist tags help you organise and prioritise clients on your waitlist.
Create a waitlist tag
Go to Settings.
Select under Business, select Tags.
Select the Waitlist tags tab.
Select + New tag.
Enter the name, type, and colour of the tag.
Click Create.
Assign a tag to a waitlist entry
Navigate to the Waitlist.
Select the Waitlist tab.
Select the Action (•••) menu for the waitlist entry you would like to attach a tag to.
Scroll down to Waitlist tags and click inside the box to display your available waitlist tags.
Select the waitlist tags you would like to assign.
Click Update.
Use them to
Label clients as High, Medium or Low priority from the waitlist.
Filter the waitlist and manage follow-ups.
✨ You can create custom waitlist tags to reflect each stage of your process, like New referral, Initial contact made or Awaiting documents, and use them as filters to keep referrals moving smoothly.
Automate tagging with embeddable forms
When you set up an embeddable form template (used for new referrals), you can automatically apply both client and waitlist tags, saving time and sorting clients from the moment they get in touch.
During form setup:
Choose from your existing Client tags and Waitlist tags under the form's Share & Automate section
Tags selected here will be automatically applied when someone submits the form
This automation helps you stay organised from the get-go, which is especially helpful when receiving high volumes of referrals.
Troubleshooting & FAQs
Can I add or remove tags in bulk?
Can I add or remove tags in bulk?
At the moment, splose doesn't support bulk tagging or untagging of clients.
To add or remove a tag, you'll need to open each client profile and update their tags manually.
How do I find tags linked to archived clients?
How do I find tags linked to archived clients?
You can locate tags used for archived clients using the Data export feature.
Here's how:
Go to Settings → Export
Select Clients as the data type
Choose a date range based on the client's creation date
Tick Include archived to make sure archived records are included
Find your export in the table and click Actions → Download
Open the CSV and filter the Tags column to view all tags and the clients they're linked to
This is handy for tracking down tags that no longer show up in your active client list.
Why does a client show (or not show) a "Booked" tag even though they have an appointment?
Why does a client show (or not show) a "Booked" tag even though they have an appointment?
"Booked" is a tag, usually applied automatically by a Form, not a live indicator that the client has an appointment in the calendar. So a client with an appointment but no form won't get the tag, and the tag can stay after it's no longer relevant.
To stop it being applied, remove the "Booked" tag from the Form that adds it; to clear it from a client, remove the tag on their profile.