Tags and notes on client profiles serve different purposes, but they often get mixed up in practice. This article helps you decide when to use which.
The core difference
Tag -- a short label for categorizing and quickly filtering clients (e.g. VIP, corporate client, prospect).
Note -- a detailed record on a client: communication history, individual arrangements, specific requirements.
Best practices
Keep the number of tags limited (ideally 10-15 active ones).
Name tags briefly -- one or two words.
In notes, include clear context: what happened, what the next step is.
Common scenarios
I want to quickly filter clients for follow-up communication
Use a tag. Searching and segmentation will stay consistent for you and your colleagues.
I need to pass operational info about a client to another instructor
Use a note. Write a brief summary of the decision, the reason, and the date.
Important: Tags are for categorization, notes are for recording context.
FAQ
How many tags should I have?
For most studios, 10-15 active tags works well. More than that tends to become hard to maintain over time.
Where should I put a one-off piece of information about a client?
In a note, not a tag.
Can I edit tags and notes later?
Yes. You can update or remove both tags and notes at any time.
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