Tags let you organize and segment your client database so you can target the right customers with the right messages. If you need to tag a large number of clients at once, the tag upload tool in Clientbook lets you do it in bulk using a simple .csv file.
This is especially useful when you want to pull data from your Point of Sale system and tag hundreds or even thousands of clients all at once, for example, before a big marketing campaign or event.
For general information about creating and managing tags, see the Tags User Guide. To learn how to add tags to individual client profiles one at a time, see How to Add Tags to Client Profiles.
For our Edge customers, this article will walk you through how to identify and export customers from the Edge POS to use as a .csv for a tag upload. For more information, see Edge Utilities: Customer Export
Step 1: Prepare Your .csv File
Your upload file must be in .csv format. Most spreadsheet programs (Excel, Google Sheets, Numbers) can export to .csv.
Your file needs to include the following columns:
| Column | Required? | Notes |
| Client Name | Yes | The full name of the client as it appears in Clientbook |
| POS ID | Yes | The Point of Sale ID that matches the client record in Clientbook |
| Tag Name | Yes | The exact name of the tag you want to apply |
| Phone Number | Optional | Helps match records if there are duplicate names |
| Optional | Helps match records if there are duplicate names |
Example file:
| Client Name | POS ID | Phone | Tag Name | |
| John Martin | 1 | 888-888-8888 | john@email.com | VIP Event |
| Jack Smith | 2 | 888-888-8889 | jack@email.com | VIP Event |
| Justin Jones | 3 | 888-888-8890 | justin@email.com | VIP Event |
Tips for preparing your file:
- Make sure the first row contains column headers (Client Name, POS ID, Tag Name, etc.).
- Each row should represent one client and one tag. If you need to apply multiple different tags, you will need to do a separate upload for each tag, or include multiple rows per client with different tag names.
- Double-check that the POS IDs in your file match the POS IDs in Clientbook. This is the primary field the system uses to match your upload to existing client records.
- Remove any extra blank rows at the bottom of your file before saving.
Step 2: Navigate to the Upload Tool
- Log into your Clientbook Dashboard.
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Click on Setup in the top navigation bar.
- In the left-hand menu, scroll down and click on Data.
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Click Upload.
Step 3: Upload Your File
- Select the option to upload tags.
- Click to browse for your .csv file, or drag and drop it into the upload area.
- Select the .csv file you prepared in Step 1.
Step 4: Map Your Columns
After uploading, Clientbook will ask you to map the columns in your spreadsheet to the correct data fields.
- For each column in your file, use the dropdown to select the matching Clientbook field (for example, match your "Tag Name" column to the "Tag" field).
- If your file contains columns you do not need to import, select Ignore for those columns.
- Review the preview to make sure your data looks correct.
- Once everything is mapped correctly, click Next.
Step 5: Review and Confirm
- Review the final preview of your data to make sure everything looks right.
- Click Confirm to start the upload.
- Once the upload completes, the tags will be applied to the matching client profiles.
After the Upload
Once your tags are uploaded, you can use them right away to:
- Filter your client list by the tag to see all clients who have it. Learn more about filtering in the How to Filter Your Client List in Clientbook article.
- Send a Mass Message to clients with a specific tag. When creating a Mass Message, use "Add Criteria" and select the tag to target your audience. See the Mass Messaging User Guide for more details.
- Set up tag automations such as auto-messages or reminders that trigger when the tag is applied. See How to Add Automations to a Tag & Best Practices.
Helpful Tips and Things to Know
You can also add tags in bulk from the client list. If you do not have a .csv file and just want to quickly tag a group of clients you can see on your client list, you can use the Bulk Actions feature on the Clients page instead. See How Do I Quickly Add Tags to a Large Amount of Clients? for a walkthrough.
Duplicate handling. If your .csv file contains duplicate entries, Clientbook will skip the duplicates. The tag will only be applied once per client.
Auto-message attachments will not send with bulk uploads. If the tag you are uploading has an auto-message with an image attachment, the image will not be sent when tags are applied through the uploader. The text of the auto-message will still send, but images are only included when a tag is added manually to a single client profile. If you need to send an image-based message to a large group, use Mass Messaging instead.
Be careful with auto-messages on large uploads. If your tag has an automated message attached to it, that message will go out to every client who receives the tag through the upload. For a large upload of several hundred clients, this can look similar to a mass message and could risk your messaging number being flagged. For large-scale marketing sends, we recommend using the Mass Messaging feature, which is designed to handle high volumes while keeping you compliant with messaging regulations.
Frequently Asked Questions
Can I upload tags for clients who are not yet in Clientbook?
No. The tag upload tool matches your .csv data against existing client records in Clientbook using the POS ID. Clients must already exist in your Clientbook database before you can tag them through an upload.
What file format does the upload tool accept?
The upload tool only accepts .csv files. If your data is in an Excel (.xlsx) format, open it in your spreadsheet program and use "Save As" or "Export" to save it as a .csv file.
Can I remove tags in bulk using the upload tool?
No. The tag upload tool only adds tags. To remove tags in bulk, use the Bulk Actions feature on the Clients page. Select the clients, click Bulk Actions, then Edit Tags, and deselect the tag you want to remove from Client Profiles.
My upload did not seem to work. What should I check?
First, make sure the POS IDs in your file match exactly with the POS IDs in Clientbook. This is the most common reason an upload does not apply correctly. If you are still having trouble, reach out to support@clientbook.com with your .csv for assistance.