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 will cover:
What client, service, and waitlist tags are
How to set up each type of tag
Practical ways to use tags for filtering, reporting, and workflows
How to automate tag assignment using embeddable referral forms
Here’s a breakdown of the different tag types and how to use them.
Client tags
Client tags let you organise and filter your client list.
Go to Settings → Tags → + New tag to create custom client tags.
Assign tags to individual client profiles by clicking Edit on the client's page and assigning the tags. Once assigned, it will appear on the client's list:
Use them to filter through the client list.
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 are used to categorise services- not clients.
After creating them in Settings → Tags, add them under Settings → Services when creating or editing your appointments or support activities.
Service tags are primarily used to filter through Reports, including (but not limited to) the Practitioner Performance report and the Appointments report.
A handy use case for service tags is grouping services that don’t share the same type.
Example: Tag Initial Assessment - OT, Initial Assessment - Speech, Initial Assessment - Psychology, and Initial Assessment - Physio with a shared tag like Initial Assessment for easier reporting.
📝 Service tags are currently available for use in reports only.
Waitlist tags
Waitlist tags help you organise and prioritise clients on your waitlist.
Set them up under Settings → Tags
Use them to label clients as High, Medium or Low priority from the waitlist
Easily filter the waitlist and manage follow-ups by using the filter
To add or edit the tag assigned to a waitlist entry, simply click the Actions button by the entry you'd like to edit, click Edit and select the tags you'd like to add/remove from the entry
✨You can also 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.
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.
We’re always improving, so stay tuned for future updates!
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.