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Tags! Tags! Tags! And about the contact list . . .

Discussion in 'ClubRunner Nova Feedback' started by Rick Liftig on Jun 23, 2025.

  1. Rick Liftig

    By:Rick Liftig-  Jun 23, 2025
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    As I ponder how our Club will be fully utilizing the features of Nova, I realize that something big is missing: tag management and contact list management.

    First, I would like to be able to edit tags, delete tags and merge tags. It would also be helpful to slice and dice tags into subcategories i.e. "Fundraising Event 2022", "Fundraising Event 2023", "Fundraising Event 2024" could all be listed under "Fundraising Event" with a submenu for year. Otherwise, the list of tags will keep growing and become more confusing over time.

    Similarly, I should be able to merge contacts, delete contacts, or archive contacts (We also have a fair number of deceased contacts\members that we would like to archive!) Note that some members that were originally listed as contacts are now duplicated as members. (they did not go through the prospect\membership system).

    And looking to the future, we need to keep the system simple, yet flexible. Future keepers of the data may not be well-versed in organizational concepts and there should be some tools to clean the accumulated junk out.

    Thanks for listening.

    Rick Liftig
    Rotary Club of West Hartford District 7890
    (and one who has spent too much time in front of a computer screen during his life)
    ____________________________________
    Some Background - We have been accumulating names in our database for some time through LittleGreenLight and its companion app Mailchimp. These are very robust databases meant for non-profits, but more than what our Club usually needs, and more than what the average Rotarian in our Club wants to tackle.

    With those programs, we have tracked attendance at events, sponsorships\spending, and of course e-mail interaction. When we finally import these names into our ClubRunner database, I want to retain as much critical information as possible without making further data entry onerous.

    It's tricky trying to determine what hoops we want to make Nova jump through and what hoops are better handled by an external program.
     
  2. Marina

    By:Marina-  Jun 25, 2025
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    ClubRunner Team

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    Hello Rick,

    Thank you very much for posting a detailed feedback, we really appreciate it!

    We certainly understand your concern regarding Tags, as they cannot be deleted by clubs at this time, or merged. I am not sure if it will be possible to have Tags sub-categories, but I will share all of this feedback with the team.

    At this time, Contacts cannot be merged since we have email duplication prevention set in Nova, and two records cannot share the same email. If there have been any duplicate contacts before the club was switched to Nova, their email addresses would not be copied over, only one record would retain email information. Thank you for suggesting the “Archive” option for contacts, while we don’t have such functionality at this time, I’ll also share it with the team.


    Can you please provide more information on the data you would like to keep if external contacts were to be uploaded? At this time, our team is working with clubs on the contact upload, and this article will provide necessary information on this process:

    https://www.clubrunnersupport.com/kb/articles/how-do-i-import-contacts

    Please note if you check within any contact, now there is the ability to store notes and documents for every single individual contact. We hope these two new features will help you further organize your information.



    Thank you,
    Marina.
     
  3. Rick Liftig

    By:Rick Liftig-  Jun 28, 2025
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    Thanks for getting back to me on this Marina. I have been giving this a lot of thought over the last several days. As background, I have been involved in the merging of databases many times during my career - rarely has it been seamless! And it's a danger to import too much information. As I alluded to, many of the items in our database would be best relegated to an external program. I understand that ClubRunner has to serve many roles and many levels of expertise, so often you have to set a lowest common denominator. And I have to remember that the ClubRunner database's primary function is for communication.

    So in regards to my data, I think that two fields of information would help organize the resulting database: One would be a tag corresponding to the segment that was imported. In our case, that might be "Vines of March Wine Tasting Attendee - 2024" or "Volunteer at Event".

    The second would be a field that imports into the Notes section. It would be free-form text and defined by the user.

    In a previous posting I made this suggestion: make the Notes searchable. This would allow tremendous flexibility and utility to the ClubRunner contacts function. It would achieve my suggestion asking for the "ability to slice and dice" the contact list. Plus, I would like to see this coupled with a "Make notes visible" option. When you have to click on each record to see the notes, their use becomes severely limited. When you can see a list with all of the notes visible at once, your brain can do some quick sorting work.

    I appreciate all of your, and the team's, hard work. Thank you!
     
    Dianne Paron likes this.
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