How to Use Guest Tags

Guest tags are colored labels you can attach to any guest — think "Family", "VIP", "Colleagues", "Plus-ones", "Instagram". Once a guest has tags, you can filter the guest list by them, bulk-assign them across many guests at once, and even auto-apply them to people who self-register through a specific registration link.

Use tags for:

• Segmenting your guest list (e.g., see only family, only vendors, only declined guests who had a VIP tag)
• Attribution — know which registration link or channel each RSVP came from
• Prep work — tag guests by table group, dietary needs, or accessibility requirements
• Bulk actions — send reminders to only one segment without leaking everyone else's contact info

Creating Your First Tag

1. Go to your event dashboard at dashboard.fotify.app
2. Select your event and click "RSVP" in the sidebar
3. Click the "Guests" tab
4. In the tag filter row above the status filters, click "Manage tags" (or the dashed "+ New tag" chip)
5. A modal opens. In the "Create tag" card:
   • Type a Name (max 50 characters, e.g., "Family")
   • Pick a Color from the palette
   • Click Create tag

The new tag appears in the list below. You can keep creating more without leaving the modal.

Editing & deleting tags

In the manager modal, every existing tag shows:

• A pencil icon to rename and change color inline
• A red trash icon to delete

Deleting a tag removes it from every guest instantly (their other tags stay). Any registration link that had the tag in its auto-apply list is also cleaned up. RSVPs registered before the delete keep the other tags they had — only the deleted one goes.

Tags are scoped to a single event. Creating a "VIP" tag for one wedding doesn't make it show up on another event.

Applying Tags to Guests

You can attach tags four ways — pick whichever matches the moment.

1. Inline on a guest row

On any guest row (desktop table or mobile card), look at the Tags column. Click the + Add tag button to open a small dropdown:

1. Tick the tags you want to apply
2. Click the green Save button

Existing tags show as colored chips on the row alongside the button. Click the button again to modify them.

2. Bulk-apply to many guests

When you need to tag dozens of guests at once:

1. Select guests using the checkboxes on the left of each row
2. In the red selection toolbar that appears, click "Apply tags"
3. Choose a mode:
   • Add — attach the selected tags on top of what each guest already has
   • Remove — strip the selected tags from each guest
   • Replace — wipe each guest's tags and set exactly the selected list
4. Tick the tags
5. Click the green Save button

The toolbar shows how many guests will be affected (Apply to 23 selected).

3. Via CSV import

When uploading a guest list, add a Tags column with pipe-separated tag names:

Name,LastName,Email,Phone,Guests,Tags
Maria,Garcia,maria@example.com,+34612345678,3,Family|VIP
John,Doe,john@example.com,+14155551234,2,Colleagues

Any tag name that doesn't already exist for your event is created automatically with a default color — you can customize the color later. See Manage Your Guest List → CSV Format for the complete column reference.

4. Automatically via a registration link

The most powerful workflow: give each registration link its own tag. Every guest who self-registers through that URL is automatically tagged. This is how you get clean per-channel attribution without manual work.

See Registration Form → Auto-Applying Tags for the full setup.

Filtering the Guest List by Tags

The tag filter row sits above the status filters (Accepted / Declined / Not Answered / Attended) in the Guests tab.

1. Click any tag chip to turn the filter on — only guests with that tag show in the list
2. Click multiple chips to filter on several tags
3. When more than one tag is active, the Any / All toggle appears:
   • Any — match guests who have at least one of the selected tags
   • All — match guests who have every selected tag
4. Click "Clear tag filter" to remove all tag filters at once

Tag filters stack with the status filter and the search bar, so you can quickly answer questions like "show me all accepted VIPs who came from Instagram".

Exporting & Backing Up Tags

Tags are included in both export formats:

• CSV export — a pipe-separated list in a Tags column (e.g., Family|VIP). You can re-import the CSV to restore tags on a different event, or in a spreadsheet edit the tags column and re-upload
• PDF export — a comma-separated list in a dedicated Tags column of the printed guest list, handy for a door-check sheet at the event

Best Practices

Keep your tag list short

A handful of well-chosen tags beats dozens of overlapping ones. Good starter sets:

• By relationship — Family, Friends, Colleagues, Plus-ones
• By channel — Website, Instagram, Family list, Work list (pair with per-link registration tags)
• By logistics — VIP, Vendor, Kids, Accessibility
• By travel — Local, Flying in, Staying at hotel

Create tags before sharing registration links

If you plan to auto-apply tags to a registration link, create the tags first — otherwise the registration-link editor shows an empty picker and you'll have to come back and edit the link after creating the tag.

Combine with filters to drive communications

Filter the list to one tag + one status (e.g., "Family + Not Answered"), then use the Copy or WhatsApp buttons on each guest row to send tailored reminders. The filtered list is what you act on.

Think twice before deleting a tag

Deleting is instant and permanent. If you're just cleaning up naming (e.g., "vip" → "VIP"), use the edit icon to rename in place — that preserves every guest's assignment.

Frequently Asked Questions

Q: How many tags can I create per event? A: Up to 50 per event.

Q: Is there a character limit on tag names? A: Yes — 50 characters. Short names look better as chips and keep the filter row tidy.

Q: Can two tags have the same name? A: No, names are unique within an event. Creating a second tag with an existing name shows an error so you don't accidentally duplicate.

Q: What happens when I delete a tag? A: It's removed from every guest that had it, removed from any registration link's auto-apply list, and gone permanently. Other tags on those guests are untouched. There's no undo.

Q: Do self-registered guests get tagged automatically? A: Yes, if the registration link they used has tags configured. See Registration Form → Auto-Applying Tags.

Q: Can a guest have more than one tag? A: Yes, a guest can carry any number of tags. They all render as chips on the row.

Q: Can I rename a tag without losing its assignments? A: Yes. Click the pencil icon in the Manage tags modal, change the name, and save. Every guest keeps the tag and the color stays consistent.

Q: Do tag colors mean anything? A: No — colors are purely visual. Pick what helps your eye scan the list fastest. We recommend high-contrast colors (pink, gold, green) for tags you'll filter on often.

Q: Can I use the same tag on multiple events? A: No, tags are per-event. This keeps one event's cleanup from affecting another, and lets you tag by event-specific things like "Welcome dinner" or "After-party".

Q: Does the CSV import create tags if they don't exist? A: Yes. Any tag name in the Tags column that isn't already on the event is created with a default gray color. Rename or recolor it later in the manager.

Q: Are tags visible to guests? A: No. Tags are organizer-only. Guests never see the tags attached to them on invitations, registration pages, or confirmation emails.

Q: Can I filter guests on "does not have tag X"? A: Not directly, but you can approximate it: turn on every OTHER tag in All mode — no wait, that gets messy. The simplest path today is to export the CSV and filter in a spreadsheet.

Q: What's the difference between a tag and an RSVP status? A: Status is a fixed set (Accepted / Declined / Not Answered / Attended) that reflects the guest's response. Tags are free-form labels you invent — anything from "Family" to "Needs wheelchair access". You can filter on both together.