Tag management
Create, rename and delete tags in one place, and agree a consistent naming convention with your team.
2 min read
Tags are the easiest way to group patients quickly: language, source, treatment type, special status. But without rules, within a few months you'll have dozens of tags meaning the same thing — "german", "German", "DE", "de-patient". The Settings → Tags page lets you manage every tag centrally.
To add or remove tags on a patient record, see Tags; this article covers the management side.
Manage tags
- Open Settings → Tags. Use the search box to find a tag quickly.
- For a new tag, click New Tag in the top-right corner, type the name and save.
- To rename a tag, click the pencil icon on its row. The new name also appears on the patients who have the tag.
- To delete a tag, click the bin icon and confirm. The tag is removed from every patient; the patients themselves aren't deleted.
Heads up
If a tag is used in smart lists or filters, deleting or renaming it can leave those lists empty. Check your smart lists after any change.
Naming convention: prefix:value
We recommend writing every tag as a prefix and a value. The prefix says which group the tag belongs to, so when the list is sorted alphabetically, related tags sit together.
| Prefix | Meaning | Examples |
|---|---|---|
lang: | Patient's language | lang:de, lang:en, lang:fr, lang:ar |
src: | Where the lead came from | src:facebook, src:instagram, src:google, src:referral |
treat: | Treatment of interest | treat:implant, treat:veneers, treat:hair, treat:rhinoplasty |
status: | A special status | status:vip, status:returning, status:no-show |
country: | Country (if you have no field for it) | country:uk, country:nl |
Rules:
- Use lower case and hyphens instead of spaces:
treat:gastric-sleeve. - Avoid accented or local characters so everyone can type them on any keyboard.
- Keep it short — a tag isn't a sentence.
- Agree with the team before adding a new prefix.
Tip
For structured information you want to filter and report on (e.g. arrival date, number of implants), use a custom field instead of a tag. Tags are for quick grouping, not for storing numbers or dates.
Clean up messy tags
If your panel already has several tags meaning the same thing:
- In Contacts, filter by the old tag (e.g. "german") and select all patients.
- Add the correct tag (
lang:de) with a bulk action. More: Bulk actions. - Go back to Settings → Tags and delete the old tag.
Doing this once a month keeps your lists reliable.
Who can create tags
Letting everyone create new tags is the most common cause of tag sprawl. You can adjust users' Tags permission on Roles and permissions and leave tag creation to one person.
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