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    Donorfy 101: Tags & Auto Tags

    What we covered

    1. What Tags are (and why they matter) 
    • Tags are flexible labels used to store information that doesn’t naturally fit into standard fields.
    • They help you:
      • identify supporter characteristics and statuses
      • segment records for lists, reporting and communications
      • support automation (particularly on the Professional plan)
    • Tags work across individuals, organisations, trusts and can also be applied to campaigns to group activity and income.
     

    2.  Understanding Tag Categories, Tags and States

    • Tags live within Tag Categories, which act as headings (e.g. Availability, Interests, RFM Segments).
    • A Tag can be:
      • Green (applied) – the condition is true
      • Grey/inverted (excluded) – the condition is explicitly false
      • Absent – the data is unknown
    • Joel demonstrated how this works particularly well for things like volunteer availability, skills and preferences.
    3. Inverting Tags and adding context to Tags

    • When you open a Tag on a record, you can:

      • Exclude (invert) the tag

      • Add start/end dates

      • Associate it with a Campaign

      • Add internal notes visible to your team

    • Tags can also have custom extra fields (date, text, yes/no, numeric) to capture more detail – for example preferred start time or half‑day/full‑day availability. 

    4. Creating and Managing Tags (Admin Users)

    • Tags and tag categories are managed under Settings → Configuration → Tags & Tag Categories (Admin access required).
    • Joel demonstrated:
      • Creating a new Tag
      • Creating a brand‑new Tag Category
      • Controlling which record types the tags apply to (e.g. constituents, campaigns)
    • Important reminder: creating a tag category alone isn’t enough – you must also create the tags within it for anything to appear on records.  

    5. Using Lists to apply Tags at scale

    • Manually applying Tags works well for one‑to‑one updates.
    • For larger groups, Lists are the engine that power bulk tagging.
    • Joel demonstrated:
      • Creating a Transaction Payment List to identify supporters who made a single £150+ donation in the last 12 months
      • Keeping date ranges open‑ended so the list stays live
      • Using the list to apply a tag to all matching constituents

    6. Auto‑Tags: keeping data accurate over time

    • Auto‑tags automatically add AND remove tags based on list conditions.
    • Key points:
      • Auto Tags are driven entirely by lists
      • When someone no longer meets the list criteria, the tag is removed
      • Auto Tags run overnight (or can be applied immediately)
    • Joel demonstrated:
      • Linking a list to a tag
      • Applying the tag overnight
      • Removing tags before reapplying (best practice to keep data tidy)
    • He also showed how to pin important Tags, so they appear at the top of constituent profiles (e.g. “Mid‑Value Donor”).

    7. Combining Tags with Constituent Lists

    • Once Tags exist, they can be reused across different list types.
    • Joel demonstrated:
      • Creating a Constituent List based on an active tag
      • Layering in consent filters (e.g. Email = Yes)
      • Using tags as a bridge between transactional data and communication‑ready segments
    • This approach allows you to move cleanly from behaviour → tagging → segmentation → communication.

    Useful resources

    Tags & Tag Categories
    Lists (The engine behind Auto Tags)

    Try this next

    To put today’s session into practice, we recommend:

    1. Audit your existing Tags
      • Remove duplicates or unclear tags
      • Agree internal naming conventions (e.g. prefixes for auto‑tags)
    2. Review your Tag Categories
      • Ensure categories are meaningful (e.g. RFM, Engagement, Volunteering, Preferences)
      • Avoid creating categories without clear purpose
    3. Set up one Transactional Auto Tag
      • e.g. “Single Gift £250+ in last 12 months”
      • Keep date ranges open so it stays live
    4. Pin one Strategic Tag
      • Make key statuses visible at a glance for fundraisers
    5. Reuse that Tag in a Constituent List
      • Layer in consent filters
      • Use it for targeted communications or journeys
    6. Document your Tagging Rules
      • Especially for RFM or value‑based tags
      • Ensure new starters understand how tags are used and maintained

    Frequently Asked Questions

    • Do Auto Tags remove a Tag when someone no longer meets the criteria?

       Yes, if you select “Delete this Tag before reapplying” in the auto‑tag rules.


      If this option is not selected, the tag will remain on the constituent unless it is removed manually.       The Product Team has been given feedback that users would like a configurable area to store this. 

    • How many Tags is too many?

       There’s no universal number, it depends entirely on your charity.

      The key test is: how will you use this Tag?
      If you don’t know how it will be used for segmentation, reporting or automation, it probably isn’t needed.

    • Can we delete, merge or tidy up existing Tags and Tag Categories?
      • You can delete tags and tag categories.
      • You cannot merge tags directly.

      If you want to merge Tags:

      1. Use Lists or the File Uploader to apply the new tag to all relevant records.
      2. Once confirmed, delete the old tag.

      Always check whether a tag is in use before deleting it, as deleting removes it from all records permanently.

    • Should I run a List before deleting a Tag?

      Yes - absolutely recommended.

      Run a List to check which constituents currently have the tag so you don’t lose important historical information unintentionally. 

    • If someone no longer meets an Auto Tag rule, is the tag end‑dated?

       No. The tag is removed, not end‑dated (assuming you’ve chosen to remove it when criteria are no longer met).

      End dates are informational only and do not control whether a tag appears in Lists or Mailchimp. 

    • Does an Auto Tag List need to be run manually?

      No. Once set up, auto‑tags run automatically overnight. There’s no need to fetch results manually for the tag to update.

    • Can Donorfy Tags sync automatically to Mailchimp?

      Yes, if the tags are mapped in your Mailchimp settings.

      When you run the Mailchimp sync, mapped Donorfy tags will be added or removed in Mailchimp accordingly. 

    • If someone gives £150 in September, will they fall off the tag the following year?

      Yes, if your Auto Tag is based on “last 12 months”, once that donation falls outside the rolling date window, the supporter will no longer meet the criteria and the tag will be removed (assuming removal is enabled). 

    • Can we add WhatsApp (or other custom channels) as a consent option?

      Not currently.

      Additional communication channels (such as WhatsApp) are being considered, but at present you can only use the standard consent channels provided in Donorfy. 

    • How do I create an Auto Tag: via the List or via Tags?

      Auto Tags are created from the Tag, not from the List.

      The correct process is:

      1. Build and test your List.
      2. Go to Settings → Tags & Tag Categories.
      3. Open the Tag and use Set Auto‑Tag Rules to link the List.

      You can bulk‑add tags from a List manually, but that is not auto‑tagging.

    • Will a Pinned Tag disappear if the constituent no longer meets the criteria?

      Yes.

      Pinned Tags only appear while the tag exists on the record. Once the tag is removed, the pin disappears automatically. 

    • How can I tell if a List is linked to an Auto Tag?

      You can’t see this from the List itself.
      To check, go to Settings → Tags, open the Tag and review its Auto‑Tag Rules.

      If the List filters are changed, this will affect the Auto Tag.

      Best practice is to:

      • Lock the List
      • Document its purpose in the List description.
    • What happens if I bulk‑add a tag to someone who already has it?

      Nothing - Donorfy simply ignores it.
      It won’t overwrite data or notify you; the tag is already present.       

    • Can Tags be applied to Opportunities?

      No. Tags can currently be applied to Constituents and Campaigns, but not Opportunities.

      Opportunities have their own built‑in structure and customisation options. Tagging Opportunities is not currently on the roadmap.

    • What do green, grey (excluded) and missing Tags actually mean?
      • Green Tag: this definitely applies.
      • Grey / excluded Tag: you definitely know it does not apply.
      • No Tag: the information is unknown.

      Excluded tags are optional - use them only where it’s important to explicitly record that something does not apply.

    • Do Archived / Inactive Tags still appear when tagging records?

      No. If a Tag is marked inactive, it will no longer appear in tag dropdowns and cannot be added to records. 

    • Should we have multiple “Tags for organising Lists” Tags?

      No, you should only have one. If you see multiple versions of this tag, contact Donorfy Support and the team will help clean this up. 

    • Can Tag Categories be customised or are they fixed?

      You can create your own Tag Categories in Settings → Tags & Tag Categories.
      Once created, you’ll need to add tags within the category for them to appear on records.       

    • Can I build a single List using availability Tags and their Custom Fields (e.g. Monday AM + Tuesday PM)?

      Not currently.

      While you can filter by multiple tags, custom fields linked to different tags cannot yet be combined into a single List view. 

    • If a Tag no longer applies, should it be deleted or removed from the record?

      Yes, simply remove the tag from the record.
      Tags are not automatically archived against a constituent’s history once removed.       

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