Race Roster CRM is the home of organizations. An organization is a company or entity responsible for a set of events, and summarizes the registration, revenue and contact data stemming from those events. As a user, you may have access to one or more organizations, comprising some or all of your events.
For each contact that gets pulled into an organization, you may assign one or more contact tags. A contact tag is a label that sorts contacts together. There are two types of contact tags: system tags and user-defined tags.
By assigning a contact tag (e.g., "Participant", "Volunteer", "Legacy Runner", "Club Member", etc), you:
- (upcoming release) sort similar contacts under a single label that can feed into custom reports for later exports and data management tasks
- (upcoming release) can trigger contacts with the same contact tag to receive a given CRM email campaign
This article explains the types of tags, how to create a tag and how to manually assign a tag.
Types of contact tags
System tags are standard labels built into the CRM tool, corresponding with common types of contacts for the events on our platform. They are:
|
Tag Name |
Tag Description |
|
Fundraiser |
A contact within your organization who has participated in a peer-to-peer fundraising campaign at one or more of your events. |
|
Organizer |
A contact within your organization who coordinates one or more of your events. |
|
Participant |
A contact who has signed up for one or more events hosted by your organization. |
|
Staff |
A contact within your organization who is employed by the organization. |
|
Vendor |
A contact in your organization who supplies goods and/or services for your event(s). |
|
Volunteer |
A contact in your organization who contributes their time to assist with events. |
As of October 2024:
- the "Participant" system tag is assigned automatically
- any system tag can be manually (un)assigned to/from a contact
- system tag names and descriptions are non-editable
- system tags cannot be deleted
User-defined tags are created and assigned by organization staff members. Like system tags, they can be manually (un)assigned to/from contacts. Unlike system tags, user-defined tag names and descriptions can be edited to fit your preference at any given time, or deleted if no longer relevant.
Some examples of user-defined tags that you could create for your organization include:
|
Tag Name |
Tag Description |
| Subscriber | A contact within the organization who has signed up for an internal newsletter. |
| Member | A contact within the organization who holds an active membership (to a club, co-operative, etc). |
| Loyalty Participant | A contact within the organization who has registered for X number of events and is eligible for rewards. |
| Winner/Elite Competitor | A contact within the organization who is a high-ranking event competitor within elite categories. |
User-defined tags can also be sorted into tag groups. Learn more about tag groups.
How to create a tag
To create a user-defined tag, follow these instructions:
1. From your organization dashboard, use the lefthand navigation menu to select "Contacts".
2. In the contacts search page, click on the "Actions" dropdown menu on the top right and select "Manage tags".
3. In the tag management page, from the "Tags" tab where all existing contact tags are listed, select the green "+ Create tag" button on the top right.
4. Enter a tag name and description. We recommend being precise yet succinct when naming a tag. This way, the tag label will render well in organizational dashboard charts and reports. Descriptions are also recommended to distinguish between similar tags and to communicate the intention of the tag with your fellow organization staff members. Once you're satisfied, click "Save & exit".
5. Once back on the tag management page's "Tags" tab, you will see a chart with all of the organization's contact tags, ready to be assigned as needed. The "Status" column indicates whether a tag has been assigned to a least one contact ("In use") or remains unassigned ("Not used").
How to assign a tag
To manually assign a tag to an organizational contact, follow these instructions:
1. From the contacts search page, use the contact search bar, enter a key word, and locate the desired contact. Once found, click the contact's corresponding "View profile" hyperlink.
2. In the contact profile, navigate to the bottom left corner to find the "Tags" card and click "Assign tags".
3. Inside the small pop-up modal, you will see a dropdown menu, a hyperlink to the tag management page, and two action buttons. Open the "Selected tags" dropdown menu. Choose (or use "x" to remove) the relevant tags. Then, click "Save".
4. After saving, you will be brought back to the contact profile page, where you will see the newly assigned tags. Tags are also visible from the contact search, for a quick glance.
For questions about upcoming releases for contact tags and the CRM email campaign tool, please reach out to our support team.
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