Managing Tags - Settings screen

Managing Tag's - Settings screen

Tags are unique labels you can add to family records to help you search, sort, categorise, filter, and segment information more efficiently. You can choose an existing tag or create a new one at any time.

Important to note: Tag's are only visible for the Service; they are not visible to Families.

Tag's are defined by:

Heading	Description	Actions
System	Xap Default Tag's, unable to be edited/archived	Automatically applied by Xap e.g. Child YES for Asthma = Asthma Tag applied
User defined	Tag created by the service.	Manually applied by the service as required e.g. Family on Payment Plan

To assist you further with Tag's see: Applying Tag's and Removing Manual Tag's

Tag's can be created:

via the Settings screen - recommended for consistency for services
via the child/family screens

Creating new Tag's

To create new Tag's:

Select Settings from the left-hand menu bar.
Select the Tag's icon.

The Tag's are grouped by categories. Select the category to view existing created Tag's.

System = Xap Default Tag's (automatically applied as required eg. YES, child has Asthma - Asthma Tag applied)
Userdefined = Tag by the service (will need to be applied manually to eg. Child)

Select the green +Add button

Add in the Tag name e.g PP (Payment Plan)
Select the category to assign the tag to, in this example this is a Family Tag so will be available to assign to a Family/Account name.
Add a description as required (internal for reporting)
Select the Service/s to assign the Tag to
Select High priority as required (will display as RED when applied or Orange if not selected)
Select Save

Deleting Tag's

If you are no longer using a Tag, this can be deleted from the settings screen. When a Tag is deleted, you will need to assign a new Tag to any records that used it. This only applies to user‑defined (user‑created) Tags.

Apply Filters or search on the Tag
Expand the Category
Expand the Userdefined heading
Select the 3-dot menu next to the Tag
Select Delete

Tick Assign another Tag
Select the new Tag to assign
Select Confirm Delete

All places the Deleted Tag was assigned to will be updated to the NEW assigned Tag.

Making a Tag Inactive

If you are no longer using a Tag, and don't want to assign a new Tag, this can be managed from the settings screen. This only applies to user‑defined (user‑created) Tags.

Apply Filters or search on the Tag
Expand the Category
Expand the Userdefined heading
Select the 3-dot menu next to the Tag
Select Edit

Untick Active status
Select Save

The status will change from Active to Inactive

Updated on: 16/01/2026

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