Best Practices for Using Group ID Tags in Qflow
Plan Your Tag Strategy Before Importing Guests
Decide how you want to segment your guests before you build your list. A clear plan upfront saves time during import and check-in.
Choose meaningful categories - Identify the groups you need: VIP, GA, Staff, Press, Backstage, Sponsors, Plus-Ones.
Keep names short and consistent - Use "VIP", not "Very Important People" or "V.I.P". Avoid abbreviations that could be misread.
Tag entrances and sessions - If your event has multiple entry points or sessions, create tags for those too (e.g., "Main Entrance", "Breakout A", "Afterparty").
Clean tag structure leads to fast filtering and accurate reporting.
Put Tags in Your CSV Before Importing
Pre-tagging your spreadsheet reduces manual work after import.
Add a column called Group ID or Tags in your spreadsheet.
Enter tags for each guest. For guests belonging to multiple groups, use comma-separated values (e.g., "VIP, Afterparty").
Import the file and map the tag column to the Qflow Tags attribute.
Use Tags to Guide Staff Operations
Enable tag filters on check-in devices so staff only see guests relevant to their station.
VIP entrance - Show only VIP and Press guests.
General entrance - Show everyone except VIP.
Session scanners - Show only guests eligible for that session.
Filtering by tag reduces check-in errors and speeds up the process.
Use Session and Scan-Point Tags for Multi-Area Events
If your event has multiple rooms, workshops, breakout sessions, zoned access, or spans multiple days, create separate session or scan-point tags for each area.
Track location - See where each guest scans in.
Control access - Prevent wrong-area entry.
Report by session - Generate session attendance reports instantly.
Automate Tagging During Check-In
You can apply tags automatically when a guest is checked in.
Open Settings in the Qflow check-in app.
Tap Tag on check-in.
Toggle on the tags you want applied automatically to every guest at check-in.
This is useful for tracking entry headcount through gates or restricted zones, or applying a security clearance label during wristbanding.
Keep Tagging Minimal but Effective
Avoid creating too many tags. Aim for meaningful categories only. Too many tags can cause filtering confusion for check-in staff.
Use Tags for Reporting
After the event, tags let you generate reports on:
Arrivals by tag - How many attendees arrived in each group.
Session attendance - How many attended each session.
Arrival timing - Which groups arrived early or late.
Standardise Tag Names Across Events
If your organisation runs events regularly, use the same tag set every time and document the naming conventions. This makes future imports and staff training easier.
Be consistent - Use "VIP", not "Vip" or "vip-level1".
Avoid special characters - They can complicate exports and filters.
Document your tags - Keep a reference sheet for your team.
Using Tag Trees
Tag trees let you organise tags into parent-child hierarchies. Plan your hierarchy before tagging.
Map it out first - Sketch your categories on paper or a spreadsheet before creating them in Qflow.
Use logical relationships - Only create child tags that make sense under the parent (e.g., Merchandise > T-Shirt > Blue > M).
Limit depth - 3-4 levels are usually sufficient. Too many levels make tagging tedious and reporting confusing.
Tag at the leaf level - Apply tags as specifically as possible (e.g., "T-Shirt > Blue > M" rather than just "Merchandise") for accurate filtering.
Test first - Apply tags to a few profiles before mass tagging to verify that filters, reports, and exports behave as expected.
Common Mistakes to Avoid
Duplicating tags - Creating multiple branches for the same concept (e.g., "Red" under two different paths) breaks filtering logic.
Overcomplicating the tree - Adding too many levels or unnecessary subcategories slows down check-in and reporting.
Not updating the hierarchy - If your tree does not match the actual event offerings, tags lose their usefulness.
Inconsistent tagging - All staff must follow the same tagging rules, or analytics will be inaccurate.