If your community lives in Commsor, you know how fast things get messy. You’re staring at a wall of member profiles, each one a potential goldmine—or a total black hole—depending on how you organize the data. This guide is for community managers, ops folks, and anyone who wants to actually use their member data, not just collect it.
Tagging and segmenting in Commsor can be powerful, but only if you avoid the common traps. Here’s how to set yourself up for clarity, not chaos.
Why Tag and Segment At All?
Before you start clicking, ask yourself: what’s the point? Tags and segments are only useful if they help you find, group, or act on members in a way that matters to your work:
- Want to see who’s engaged? Tag them.
- Need to send a message to just your power users? Segment them.
- Running events and need RSVP tracking? Tags save the day.
If your tags and segments don’t support an actual workflow or decision, skip them. Don’t build a system for its own sake.
Step 1: Nail Down Your Goals (Don’t Skip This)
It’s tempting to just start tagging everyone with everything—don’t. Before you do anything, answer:
- What decisions do you want to make with this data?
- What groups do you need to communicate with often?
- Are there behaviors or traits that matter for your goals?
Example:
If you run an ambassador program, you might want to tag members as “Ambassador” and segment by region or activity level. If you never sort by job title, skip tagging it.
Pro tip:
Write these goals down. Seriously. It’ll keep you honest when the urge to add “just one more tag” strikes.
Step 2: Build a Tagging System That Won’t Collapse
Here’s the harsh truth: most tagging systems fall apart because they get too big, too fast, or too vague. Here’s how to avoid that:
2.1. Keep Your Tags Simple and Predictable
- Use plain language. “Speaker” instead of “Event_Speaker2023”.
- Avoid tags that overlap (“Customer” and “User” mean the same thing? Pick one.)
- Don’t get cute—consistency beats cleverness.
2.2. Make Tags Actionable
If you wouldn’t filter by it, don’t tag it. “Met at SaaStr 2022” sounds nice, but will you ever search for that? Probably not. Stick to things you’ll use, like:
- Role (“Mentor”, “Moderator”, “Member”)
- Program participation (“BetaTester”, “Ambassador”)
- Status (“Alumni”, “Active”, “Churned”)
2.3. Document Your Tags
Have a basic “tag glossary”—a Google Doc or Notion page works fine. List the tag, what it means, and when to use it. Share it with your team. Otherwise, you’ll end up with “VIP” and “vip” and “V.I.P.”—three tags, one meaning, endless confusion.
2.4. Limit Tag Creators
Not everyone needs to create new tags. Decide who can add them and stick to it. Otherwise, you’ll drown in duplicates and weird one-offs.
Step 3: Segment Like You Mean It
Segments are saved groups based on specific filters (tags, activity, location, etc). This is where you get real value—targeted emails, reports, and event invites.
3.1. Use Segments for Real-World Actions
Don’t create segments for every possible combo. Instead, ask:
- Who do I actually need to reach out to regularly?
- What recurring reports do I want?
Example segments that work well:
- “Active Ambassadors in APAC”
- “New Members Joined Last 30 Days”
- “Churned Customers in Enterprise Plan”
3.2. Make Segments Dynamic
If possible, set up segments that auto-update as members change. This is where tagging shines: change the tag, and the segment updates itself. No more manual sorting.
3.3. Name Segments Clearly
Be brutally clear. “Q2 Event RSVPs” is better than “Event Group.” If someone else joined your team tomorrow, would they know what this segment is for?
3.4. Don’t Over-Segment
Just because you can slice your data 20 ways doesn’t mean you should. Too many segments = analysis paralysis. Focus on the few that actually help you do your job.
Step 4: Make Tagging and Segmenting a Habit
The best tagging system is useless if you only use it once. Build tagging and segmenting into your regular workflow:
- Tag new members during onboarding.
- Update tags after key events (joined program, changed status).
- Review and clean up tags/segments quarterly. (Yes, actually do it.)
Pro tip:
Set a recurring calendar reminder for tag cleanup. Otherwise, you’ll blink and find 67 abandoned tags you don’t remember adding.
Step 5: Clean Up Regularly—Don’t Be Precious
Old, unused tags and segments are dead weight. Delete them. If you’re nervous, export them first, but don’t let the list grow wild. A good rule of thumb: if a tag or segment hasn’t been touched in six months, it’s probably safe to go.
Things that don’t work:
- Letting every team member create their own tags with no oversight.
- Never deleting anything (“just in case!”)
- Using tags as a dumping ground for every possible data point.
What to Ignore (And What to Watch Out For)
- Ignore tags that duplicate existing member fields. If “Location” is already a profile field, don’t tag “US” or “Europe” too.
- Watch out for inconsistent spelling or capitalization. “Partner” and “partner” = two tags, not one.
- Ignore tags or segments with no clear use. Clutter kills.
Troubleshooting: When Things Get Messy
Already buried in a mess of tags and segments? Here’s the rescue plan:
- Export your tags and segments. See what you’ve actually got.
- Group and consolidate. Merge duplicates, kill off the unused ones.
- Re-document. Update your tag glossary.
- Train your team. Even a 10-minute walkthrough helps.
Don’t be afraid to cut aggressively. The less you have, the easier it is to keep up.
Quick Tips for Sanity
- Start small. You can always add more tags—removing them is harder.
- Involve your team in setting up the system, but have one person own it.
- Use automation when you can, but don’t trust it blindly—check your segments now and then.
- Always ask: “Will I actually use this tag/segment for something?”
Keep It Simple, Keep It Useful
Tagging and segmenting in Commsor isn’t magic—it’s just organizing your people so you can actually do something with the data. Don’t fall for the trap of building a system so complex nobody wants to touch it.
Start with your real needs, keep your tags and segments tight, and don’t be afraid to clean house. The best system is the one you’ll use—and improve—over time.