Should you use a tag, a custom field or a category? Here are some guidelines, but you may find that you need to deviate at times.
- If the information is intended to be for “internal use” only and is used to segment records into groups. For example: Minority owned, Hot Prospect, Ice-cream lovers
- If you wish to track information “temporarily”. For example: You may have a tag called “Hot Prospect”, but would remove this tag if the contact because a member.
- If the information is unique to a particular record. For example: number of employees, organization license number, established date, birthdate.
- If you wish to merge the fields into documents, emails etc.
- If you wish to create membership types with pricing based on formula. For example: Number of employees, annual revenue heads of cattle
- If you wish to display the information publicly, in the Info Hub, and/or allow members to edit this information
- If you wish to allow for advanced filtering on your directories
- Is intended for public or internal use and is used to segment records into groups
- If you wish to allow visitors to your directory, web content, events, etc. ability to filter to specific categories
- If you wish to display the information publicly, in the Info Hub, and/or editable in the Info Hub use a custom field.
See the table below for further comparison of tags, custom fields and categories
|Collect on Membership Application||Individual & Organization custom fields can be collected on the Membership Application||Category can be collected on the Membership Application|
|Membership Types||Can be used to calculate formula based pricing|
|Membership Invoices||Can be included on membership invoices|
|Contact/Member||All contact member reports can pull tags||All contact/member reports can pull custom fields||All contact/member reports can pull categories|
|Billing||Some Billing Reports can pull tags||All Billing reports can pull custom fields||All Billing reports can pull categories|
|Event||Some Event reports can pull Individual and Organization custom fields|
Public Display on website
|Can be used as a filtering option in the Directory If Directory Listing is using Advanced Search Options||May display for filtering purposes on public website|
|Member Only Directory||Can be viewed on Info Hub Directory||Can be viewed on Info Hub Directory|
|Visible to Staff||Can be viewed in the back office||Can be viewed in the back office||Can be viewed in the back office|
|Visible to Public||Can be viewed in the Info Hub, if configured as Member Viewable||Can be used as a filtering option if the directory is using the Advanced Search Options|
|Ease of Access||Can be viewed and created on the top of profile tab||On a separate tab (More Info)||On the profile tab, but lower on the screen|
|Creation/Deletion Control||Any staff member can create tags||Staff are able to control restrictions on who of their staff can create/delete custom fields||Staff are able to control restrictions on who of their staff can create/delete categories|
|Event Registration||Visible on Event registration pages or can be staff only fields (i.e. table numbers|
|Visibility||Can be included in forms, and responses can automatically update a contacts record|
|Available for Certificates||As a merge field can be included on certificates|
|Available for Roster||As a merge field can be included on the roster|