Manage tags: rename, merge, delete

Tags sort your events, contacts and products. You filter lists with them, venues pass their tags on to events, roles only see events with certain tags, and email templates apply depending on the tag. All of these share one catalog: a tag “Wedding” is the same tag wherever it is used.

Under Settings → Tags you manage this catalog in one place.

Where to find your tags

Go to Settings → Tags. You see all tags in alphabetical order. Below each name it says where the tag is used, for example “12 events · 3 contacts · 1 role”. If it says Not used, the tag is not attached anywhere.

The counts cover:

• events, contacts, products and booking pages
• inquiries
• venues
• event templates
• roles that only see events with this tag
• people who only see open shifts with this tag in the staff portal
• email templates that apply to this tag
• automations that use the tag as a condition, filter or action
• newsletter audiences and campaigns not sent yet
• other uses such as documents, notes, line items, event configurators, partial packing lists and readiness checks

Use the search field to find a tag quickly, even if you have many.

Create a tag

1. Click New tag.
2. Enter the name and click Create.

If the name already exists, even with different upper and lower case, Univents tells you instead of creating a second tag. You can still add tags directly while editing an event, contact or product.

Rename a tag

1. Click Rename next to the tag.
2. Enter the new name and click Save.

The new name shows up everywhere right away: on events, contacts and products, on inquiries and venues, in email templates, in automations with a production list filter and in saved views of the events overview. Changing only the spelling, for example from “wedding” to “Wedding”, works too.

If another tag already has that name, Univents offers Merge instead.

Merge two tags

You need merging when the same term exists twice, for example “St. Gallen” and “St.Gallen”.

1. Click Merge next to the tag that should disappear.
2. Pick the tag that should stay.
3. Click Merge.

Everything that carried the first tag carries the second one afterwards: events, contacts, products, inquiries, venues, roles, people with a portal restriction, email templates, automations, readiness checks and newsletter audiences. If something carried both tags, it keeps it once. The first tag is deleted afterwards. Roles, people with a portal restriction and newsletters that were limited to the first tag apply to everything with the second one afterwards: they then also see or reach events and contacts that so far only carried the second tag. The dialog points this out.

In two cases Univents stops and tells you what to adjust first:

• Two email templates would end up with the same tag combination.
• Two active event configurators would end up with the same occasion.

Possible duplicates

At the top of the page, Univents shows tags that only differ in spaces, punctuation, accents or upper and lower case, for example “St. Gallen”, “St.Gallen” and “st-gallen”. The most used tag is preselected. Pick a different one if you like, click Merge and confirm. All other tags in the group are merged into the chosen one in one step.

The list is a suggestion. If two similar tags are meant to stay separate, simply leave them.

Delete a tag

1. Click the trash icon next to the tag.
2. Check in the dialog where the tag is used.
3. Click Delete permanently.

The tag is removed from all events, contacts, products, inquiries and venues and from roles, automations and other settings where it sits next to other tags. An email template with several tags, however, keeps the deleted tag and stops applying, instead of quietly covering more events. Adjust it if needed.

Why a tag sometimes cannot be deleted

Some settings mean something entirely different once their last tag is gone. In that case Univents does not delete the tag but lists the affected places:

• A role that only sees events with this tag would see all events without it.
• A person who only sees open shifts with this tag in the staff portal would see all of them.
• An email template that only applies to this tag would become the default template for all events.
• An automation whose tag condition, production list filter or tag action only contains this tag would no longer do anything.
• An event configurator with this tag as its occasion could no longer be reached.
• A readiness check whose tag condition only contains this tag would never apply again.
• A newsletter audience or unsent campaign that only uses this tag would go to all contacts without it.

Adjust these places first, for example by giving the role a different tag, and delete the tag afterwards.

Who can manage tags

Creating, renaming, merging and deleting is available to everyone who can manage roles, usually the workspace owner. Everyone else sees the list with the counts for reference.

With the AI assistant

You can ask the AI assistant which tags exist, where they are used and which ones look like duplicates. It can create and rename tags. Before merging or deleting, it shows you a card first; nothing happens until you confirm.