Using Smart Tags

Overview: Automatically assign (or unassign) people who match a given filter to a tag! You can choose the filter based on profile fields, and then select the tags to which you'd like that filter to be assigned. People that match a given filter will automatically be assigned to a specific tag.
This task runs every hour.

Setting up Smart Tags

  1. Click on the Account Settings (mceclip3.png) > Automations
  2. Click "+ Add Task"
  3. Select "Smart Tag"
  4. Create your filter (or choose an existing saved one) based on profile fields
  5. Select which tag(s) you'd like that filter to automatically assign to
  6. Select whether or not you'd like anyone who does not match that filter to be removed from that tag (if you choose this option, any existing individuals in that tag who do not fit the criteria will be removed and the tag will have a "locked" icon next to it.
  7. "Add Task"

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We know this gif may move too quickly to fully understand - if you need slower step by step directions please view the video at the top of the page

FAQS on Smart Tags

When will this task run (timing)?

Immediately | When the task is first created or when Smart Tag settings are updated.

Every Hour | Thereafter, or when toggling to "enable" a previously "disabled" task (unlike immediately when creating or updating).


Can I update my Smart Tag?

If you wish to edit or update your Smart Tag, click the "gear" icon next to the Smart Tag you wish to update. Click "Filter Selected" to make those changes. Click "Update Task" to save.

Note: this will automatically run the Smart Tag logic again as soon as you click "Update Task" so your Tag should now contain (or remove) those additional people.


Why does my tag have a lock next to it? 

When you select to "remove people from this tag that do not match the selected filter" the tag is now locked. The tag will appear as "locked" on all screens within Breeze, not allowing you to add or remove anyone manually as it is now populated based on profile field filters only. As long as the tag is locked, the task will remove everyone once per hour not meeting the filter criteria. 


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How do I add or remove people from a locked tag?

Adding or removing someone from a locked "Smart Tag" is done through updating profile fields - no manual additions/deletions available.


Can I add people to a smart tag not matching the set filter?

Manually adding people to tags is available on smart tags that aren't locked (based on the remove people selection).

Tip: Want to only remove people once a year (based on filter criteria)? Select "remove people", save the changes, the task will run immediately updating your tags and removing those that don't meet the filter. Then, deselect the "remove people" and you're set to add/remove manual for the rest of the year. 


Can I still "Add People" at check in when the event is tag eligible (to a locked tag)? 

Yes, BUT... the task will still run every hour and if the individual profile fields don't meet the filter criteria, the person will be removed from the tag. Attendance will be retained, just not the tag assignment. 

Best practice: "Specify Add Person Fields" to include the profile fields required in your smart tag filter - that way the new person will meet the smart tag criteria and remain in the assigned tag (this is done on the event settings page). 


What if I want to use a similar smart tag again? (copying tasks)

We know that sometimes you may want to use a very similar search for your smart tags.  While we don't have an exact "copy" method at this point, we do have a suggestion to make duplicating smart tags easy! 

Create saved searches for your similar tasks. 

To create a saved search, follow the directions found in our article here.  After you've created your saved search you can create your smart tag filter and load up the saved search in your filter, make any adjustments needed and you're off! 


Use Cases

Grade level tags | Assign students to specific tags based on grade level using smart tags. Then, let the default grade promotions continue the work for you! When grades automatically promote, your tag updates will follow! Praise! 

If you keep membership status on both profile fields and tags, you can set a filter so that your tags will keep up to date when you update profile fields.

Keeping specific ministry tags is easy, too!  If you'd like all women who are attenders and members to belong to a tag for "Women's Ministry", you can set that up in smart tags!

 

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Comments

13 comments
  • Smart Tags will definitely be helpful but still looking for a better way to use small groups & events more effective & efficient.

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  • Is there a way to create smart tags based on contributions?

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  • @Sraisz at this time there is not a way to create smart tags based on contributions. However, we do have the option to Create Automated Follow Ups with New Givers

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  • Is there a way to create smart tags based on attendance? If not, this is the only thing keeping us from transitioning to Breeze!

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  • @pastordunnw

    Thanks for reaching out to the Breeze Community!

    Is there a way to create smart tags based on attendance? If not, this is the only thing keeping us from transitioning to Breeze! 

    • Great question! I really wish there was a better answer that I could give to you here, but Unfortunately, no. The only Automated Task associated with Attendance is our Task for New Attenders which essentially creates a Follow up for anyone who attends for the first time!
    • Automated Tasks Overview

    Please let us know if there's anything else that we can do for you!

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  • So if I understand it right, you can remove someone but if they meet the filter requirements They will be re-added?  
        I have a men's ministry that wants to hit all the men in the church, but we have had some men that say, "hey that not my cup of tea, take me off list for that."  I am not quite understanding how to remove them and keep them out of that Men's ministry tag.  Even with updating the old list to try to catch new ones, still run into the same issue. I don't think I am understanding the solution to this, unless I create a filed that could be used in the equation to eliminate them from the tag? 

    Scotty 

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  • @scotty

    Exactly! It all depends on what requirements you have for people to be in the Tag. If it's just demographic, then this will work flawlessly. If it's moreso dependent on manual additions/subractions, then you would be best not to use the Smart Filter. 

    I hope this helps!

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  • We have a lot of smart tags set up and it says that it updates them every hour, but I have edited some and it has not been updating them every hour.  Is there a setting I'm missing somewhere that is preventing the update?

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  • Hi @eatonfamily4ks,

    Thanks for reaching out! Great question. I'm going to connect with you via email so that I can help serve you a little bit better.

    Be on the lookout for an email from me!

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  • For some reason one of my smart tag filters isn't working properly. The filter is set to assign 3 and 4 year olds to a smart tag, however only the 4 year olds are being automatically added to the smart tag, not the 3 year olds. Any ideas as to why it's doing this? Has this happened to anyone before? 

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  • Hi @seven795! We definitely want to help troubleshoot this with you further! Be on the lookout for an email from me so we can check this out :)

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  • I have set up a smart tag to add and remove base on a profile filter. I have locked it so it will add and remove. It does not update on it's own every hour like it says. The only way I can get it to update is to manually update the smart tag myself.

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  • Hey @kentcardwell!

    Thank you for reaching out to our team. I am so glad to hear you are using the smart tags! They can be great when they are working properly. This stinks and I am so sorry for the trouble here with them not connecting! We'd love to ensure that everything is set up correctly and that there are no additional filters or fields causing the disconnect. Would you mind to email our team with some more details? (name of account, smart tag, the filters, etc.) We'd love to serve you and resolve this issue for you!

    Looking forward to hearing from you!

    Blessings,

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