Best Practices for Tags and Lists

Intro

Tags and Lists are tools in Splash for organizing people.

We use Tags to organize contacts in our account. This makes it easy to add the right people to an event’s guest list.

We use Lists to organize guests within a guest list. This allows us to filter our guest list and send guests personalized emails.

In being able to differentiate clients from prospects, VIPs from GA, and speakers from sponsors, we’re empowered to work faster and make better decisions.

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Key Terminology 

  • Contact - Anyone who has ever appeared on one of your event’s guest lists or been added/uploaded to your Contacts section.

    As a rule, all contacts must have an email address. It’s how a contact is uniquely identified in Splash.

  • Contacts Section - The place in your account where you’ll find a full list of all your Contacts.

  • Guest - Someone associated with a specific event by way of registration, ticket purchase, or a host action, such as an emailed invitation or manual addition.

  • Guest List - Any single event’s complete list of guests.

  • Tag - A tool for grouping the contacts in your account.

    When a Contact is tagged as a VIP, that tag can be seen on their contact record (called the “contact card”) and on any guest list they appear on.

  • List - A way of grouping a guest within any one event’s guest list

    When a Guest is added to an event’s VIP list, for example, that VIP distinction is only true for that one event.

    The guest will not automatically be on the VIP list for future events, and their VIP designation is not visible on their contact card or in the Contacts Manager.

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Using Tags

There are two main reasons to apply tags to your contacts:

  1. So you can easily build targeted guest lists

    “Hey, let’s invite all Influencers to our upcoming Premiere party!”

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  2. So it’s easier to report on guest activity

    “How many C-Level contacts were checked in to our VIP Dinner?”

    Or

    “How many C-Level contacts are in the room right now?”

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Important right?

 

So, how do you get Tags into Splash?

There’s a few different ways and they’re all very easy!

  1. Via Tag Manager - In the Contacts, create a new Tag, within the Tag Manager, and upload a list of people into it. This will automatically assign the tag, in bulk, to every contact you import.

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  2. Via CSV Import - Upload a list to the Contacts Manager or an event's Guest List, and include a “Tags” column in your spreadsheet. This will both create and assign the tags, in bulk.

    That's right: Using the "Tags" column, you can bulk tag guests, via spreadsheet, from within Contacts or when working on an individual event!

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  3. One by One - Tag guests, individually, in Contacts

    Just check 'em off, use the Tag button, and tag away.

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  4. One by One - Tag guests, individually, in any event's Guest List

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What happens when a guest is tagged?

Within Contacts:

  1. You’re able to view the tag on the guest’s contact card

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  2. You’re able to view contacts, organized by tag, as a list in the Tag Manager

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  3. You’re able to filter your full list of contacts, by tag(s)

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Within an event’s Guest List:

  1. Any tag ever assigned to a guest with will show on their guest card

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  2. You’ll also be able to filter your guest list, by tag(s)

    "Let me see all the C-LEVEL guests who are on the guest list"

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  3. You can use tags to add new guests to the guest list

    "Let's build a guest list comprised of Influencers and C-Level contacts"

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With an event’s Email Sender:

  1. When adding recipients to an email, you’re able to select all contacts that have been assigned a certain tag.

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Is there a way to remove a tag from a contact?


Yes! By removing a tag, it means that tag will no longer be visible on that person’s contact record or when they appear on an event’s guest list.

Here’s a few ways to do it:

  1. In the Contacts Manager, go to the Tag Manager, enter a Tag, and remove the guest from that list.

    In the example below, we're removing the US tag from Buckaroo Banzai.

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  2. In Contacts, open up a contact card, remove the tag, and save.

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  3. On an event’s Guest List, open a guest card, and delete the tag.

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All three of these options are viable!

 

Is there a way to delete a tag from my account permanently?

Let’s say you tagged a bunch of contacts as INFLUENCERS, only to later realize that it’s no longer a tag that your organization uses.

Simply go to Contacts and head into the Tag Manager.

You can delete the tag, which will mass remove it from all contacts who have been tagged as such.

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I want to rename a tag. Can I do that, too?

Yep, just click into the tag within the Tag Manager. Editing the name will update the tag across all of your contacts.

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Let’s say I tagged 100 contacts in Splash as MEMBER. Then a week later, 18 of those guests are no longer MEMBERS.
Can I upload a new spreadsheet that allows me to remove that tag from those 18 in bulk?

Currently, this is not possible. While you can always apply additional tags to contacts using a spreadsheet upload, you can not un-tag guests using the same function.

The only way to remove tags are:

1. Removing the tag from contacts, one by one
2. Deleting the tag from Splash

As a workaround, you can delete the tag from Splash (in the Tags Manager), and then re-apply it to an updated list of contacts using a spreadsheet upload.

 

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Using Lists

We use Lists to organize guests within an event’s guest list. 

Reminder: The way a List differs from a Tag is that Lists are applied on the “event level.” 

That means if you add someone to a VIP List for your upcoming Happy Hour event they will NOT automatically appear on VIP Lists for your other events. 

Lists are an event by event distinction. 


How Lists are used

There are a few reasons for adding guests to a List:

  1. To filter by a segment of guests on an event’s Guest List

    Example: You want to view (or export) a list of Clients who are yet to register

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  2. To send targeted, event emails

    Example: You need to send Clients a differently worded email than you will Prospects, Press, and Internal employees. Lists make this easy!

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  3. As a reporting tool for on-site staff using the Splash Host App

    Example: At any given point during the event, staff will need to know how many guests from the Clients list are currently in the room.


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  4. To add guests, by List, from one event's guest list to another event's guest list.

    Example: You want to invite all VIPs from last month’s Happy Hour to this month’s Happy Hour 

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How does a guest get onto a List?

  1. For any event, simply perform a standard guest list upload, either uploading to your Guest List tab or as recipients to an email. 

    By adding a "Lists" column to the spreadsheet, Splash will automatically create the list segments within the Guest List. 

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    You'll know you've done it right when Splash automatically maps the Lists field in your spreadsheet to the Lists in your guest list. This is very easy, but always satisfying :)

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  2. Guests can be manually added to Lists.

    The first way is using the Add to List button in the Guest List.

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The other way is inside the guest's Guest Card.

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This is a great tactic for on-the-fly organization: you just had a great conversation with a customer and want to add them to the "Follow Up list.


How do I remove a guest from a List?

To remove a guest list from a list, click into the Guest Card, find the LISTS section, and "X" out the List(s) you'd like to remove them from.

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Can a guest belong to more than one list?

Yes! This is a very common use-case.

Speakers are often VIPs. Employees are often Speakers. And so on.

You can add guests to as many Lists as you need to — either manually within the Guest List or by comma separating within your "Lists" column when doing a spreadsheet import.

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Can I delete a list without deleting all my guests?

Yes, very easily!

From the My Lists manager in the Guest List tab, you can remove the list without removing guests.

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But if necessary, this is same feature give you the option to delete the list AND remove those guests from your guest list. 

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Is there a way to make it so a guest is always on the same list(s) across all of my events?

Remember: By design, a List is an event-level distinction. 

If you need a guest to be consistently categorized by the same distinction — across ALL events — then you should use a Tag.


Can you schedule emails to Lists? Are they dynamic?

One of the most powerful parts of Lists is how easy they are to email, allowing for highly targeted an personalized sending.

When loading up an email in Splash, just choose the My Lists option.

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This will allow you to choose any or all of the Lists you've created for this event.

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Important note: Unlike status-based "Quick Lists" — such as Attending or Awaiting Reply — your Custom Lists are NOT dynamic.

What's the difference? 

Quick example: The day you create your event, you have 0 RSVPs, because you haven't sent out your invitations. But to finish your routine early, you schedule a Reminder email to your Attending "Quick List" to be sent the day before the event. 

Since "Quick Lists" are dynamic, this message will be sent to all people who will be on the Attending list at the time the email is scheduled to go out. Hopefully by then, lots of people!

Custom Lists — like "VIPs" — are static. That means the email will be only sent to those who are on the list at the time you hit "Schedule" — NOT the time the email sends.

In other words, if there is only one VIP on the List at the time you schedule the email, only that one VIP will receive that email. 

 

Can I use Lists on-site in the Host App?

Lists are also extremely helpful when you’re using the Host App, on-site:

  1. You can filter your entire guest list by an segment(s)

    This is great for identifying “how many Clients are in the room?” at any given moment.

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  2. You can show List as a secondary label, enabling you see List affiliation beneath the guest's name on the main guest list.

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  3. You can view List affiliation when opening a guest’s RSVP card, along with all other pertinent information. 

    List affiliation can also be shown on a guest's name badge.

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