Tags and categories are the classification tools that keep your records consistent, filterable and easy to identify at a glance. They are managed centrally in Settings → Data & records → Tags & categories, giving administrators a single place to control how records are classified and tagged across the account.
Permissions required
Managing tags and categories requires the Manage Tags permission on one of your user groups. Without it, the Tags & categories settings area will not be visible. Permissions are configured under Settings → Users & access → User groups.
Where to manage tags and categories
Go to Settings → Data & records → Tags & categories. The subtitle at the top of the screen reads Manage the tags and category types used to classify contacts and records within features. Nine tabs cover the different tag and category types:
- Address tags
- Case tags
- Email tags
- Event tags
- Organisation category
- Person category
- Post tags
- Circle tags
- Restriction reasons
Every tab's list has a Name column and an Actions column; some tabs add a further column, as noted in the sections below. Use the Add button to create an entry, and the controls in the Actions column to edit or remove one.
Adding or editing an entry
- Open the tab for the tag or category type you want to work with.
- Select Add to create a new entry — or use the controls in the Actions column beside an existing entry to edit it.
- Enter the Name for the entry. It is required: saving without one returns the validation message Title cannot be empty.
- Where the tab offers it, set the entry to apply automatically for chosen user groups. The Case tags, Post tags and Event tags lists each show a Defaults for user groups column; on each of those three tabs the drawer field is Auto-apply to user groups, so records created by those user groups carry the tag by default.
- Select Save to keep the entry, or Cancel to discard it.
Every account organises its own tags and categories, so the entries on each tab are the ones your account has created rather than a standard set.
Address tags
Tag specific addresses with additional information — commonly used for field visits and location-based workflows. You can add, edit, or delete address tags.
The list has Name and Actions columns, with edit and delete controls on each row. The Add drawer has a single required Name field; finish with Save, or Cancel to discard.
Case tags
Categorise and organise cases. You can add, edit or delete case tags, and default them by user group so cases are tagged consistently. The Case tags list shows a Defaults for user groups column, and the Add drawer offers Auto-apply to user groups, so cases created by those user groups carry the tag by default.
Email tags
Internal labels applied to email campaigns and messages. Email tags support filtering, reporting and organisation of email activity.
The list has Name and Actions columns, with edit and delete controls on each row. The Add drawer has a single required Name field; finish with Save, or Cancel to discard.
Event tags
Categorise events into reusable groupings or types — for example webinars, training sessions, or campaigns. Event tags let you group multiple events under a single category and are used for filtering, reporting and segmentation.
- Event tags can be selected when creating an event.
- Event tags can be used in list conditions and reporting.
- Event tags can be defaulted by user group. The Event tags list shows a Defaults for user groups column, and the Add drawer offers Auto-apply to user groups, described on screen as Events created by these user groups will have this tag applied by default, together with an Add default value control. Finish with Save, or Cancel to discard.
Organisation category
Define category types for organisations. The list has Name, Badge and Actions columns, with each row's Badge cell showing that entry's badge text. A Use as SwiftBadge control sits above the list, which is what shows these categories as badges on organisation cards and in Swift Search results. The entries are the ones your account has organised — for example Branch, Donor or Member.
In the Add or edit drawer, enter the Name — it is required, and saving without one returns the validation message Title cannot be empty. Each category can also be given a colour, chosen from a swatch picker whose two tabs are Default and Saved; Reset clears the colour selected for that category. Finish with Save, or Cancel to discard.
Person category
Define category types for people. The list has Name, Badge and Actions columns, with each row's Badge cell showing that entry's badge text. A Use as SwiftBadge control sits above the list, which is what shows these categories as badges on profile cards and in Swift Search results.
In the Add or edit drawer, enter the Name — it is required, and saving without one returns the validation message Title cannot be empty. Each category can also be given a colour, chosen from a swatch picker whose two tabs are Default and Saved; Reset clears the colour selected for that category. Finish with Save, or Cancel to discard.
Post tags
Reusable labels applied to posts across the system (for example Incoming Call or Member Complaint). Defining them centrally keeps wording consistent and posts reliably filterable.
- Open the Post tags tab.
- Create, edit, or delete post tags as needed.
- Default post tags by user group. The Post tags list shows a Defaults for user groups column. In the Add or edit drawer, Auto-apply to user groups is described on screen as Posts created by these user groups will have this tag applied by default, together with an Add default value control. Finish with Save, or Cancel to discard.
Once defined, post tags let you segment and categorise posts, and filter them in Lists and the Posts Action Centre.
Circle tags
A tab in the Tags & categories catalogue. Its list has two columns, Name and Actions, so you can add, edit or delete the circle tag entries your account has organised. There is no Defaults for user groups column on this tab. The Add drawer has a single required Name field; finish with Save, or Cancel to discard.
Restriction reasons
Restriction reasons are the labels used when applying a contact restriction to a person or organisation, so you can record why someone should not be contacted. Add, edit or delete the reasons your organisation uses. They work alongside Campaign periods (temporary contact restrictions) — see Campaign periods & contact restrictions.
The list has four columns:
- Name — the reason as it appears when a restriction is applied (for example Deceased, Opted out or Wrong contact; your account sets its own).
- Restriction type — whether the reason is Permanent or temporary.
- Campaign action — connects the reason to campaign periods. It is blank for reasons that are not connected to one.
- Actions — edit and delete controls for each reason.
Adding or editing a restriction reason
- On the Restriction reasons tab, select Add — or the edit control in the Actions column beside an existing reason.
- Enter the Name. It is required: saving without one returns the validation message Title cannot be empty.
- Optionally add a Description.
- Tick Temporary restriction reason if the reason should apply for a limited time rather than permanently. Leave it unticked for a permanent reason.
- For a temporary reason, optionally tick Show as a button in calls and visits so the reason is offered as a button while working in Calls and Visits. This option is only available once Temporary restriction reason is ticked.
- Select Save to keep the reason, or Cancel to discard it.
How restrictions behave once applied — including channel restrictions and SMS opt-outs — is covered in the Text messages and contact restriction guides; this section covers setting the reasons up.
Context and relationships
- Custom fields capture structured data, while tags and categories support classification, filtering, segmentation and reporting — see Custom fields.
- Swift badges (set on Person and Organisation categories) give visual identification on cards and in Swift Search results.
- Default tags (case tags, post tags and event tags) reduce manual tagging for specific user groups.
- All changes apply across the account once saved.
FAQs
Where do I manage tags and categories?
Settings → Data & records → Tags & categories.
Where do I manage event tags?
Settings → Data & records → Tags & categories → Event tags.
Why can't I see these settings?
Your user group does not have the Manage Tags permission enabled.
What are Swift badges used for?
Visual identification of people or organisations on profile/organisation cards and in Swift Search results.
Can tags be applied automatically?
Yes. Case tags, post tags and event tags can each be defaulted by user group, so records created by a chosen user group carry the tag automatically.
Do changes affect existing data?
Yes. Changes apply across the account and affect how data is displayed and managed going forward.