Automatic tagging rules: Apply tags Based on Student answers

Automatic tagging allows your team to keep records organized without extra manual work. With Answer-Based Autotagging, you can automatically apply a tag when a student or family selects a specific answer on a form.

Use this rule when you want to automatically categorize applications—such as tagging students by program preference, eligibility criteria, enrollment status, grade level, or any other answer-based condition.

When to use answer-based autotagging

You can use this rule any time you want to apply a tag based on what the applicant selects on a form. Examples include:

• Tagging students who indicate they are currently enrolled in the school

• Tagging applicants who select an eligibility factor (e.g., “Lives within attendance boundary”)

• Tagging families who choose a specific program or grade

• Tagging applications that require follow-up based on a selected answer

• Marking forms with staff-specific conditions (e.g., “Parent/guardian works at this school”)

Before You Start

To create an answer-based tagging rule, make sure:

• The form is published

• The tag(s) you want to apply already exist

• The question you want to use is a Single Select, Multi Select, or Grade question

• The question has clearly defined answer options

How to create an answer-based tagging rule

Follow the steps below to set up your automatic tagging rule.

1. Go to Settings → Rules Engine

This is where you manage all your tagging rules, including both dynamic sibling rules and answer-based rules. The form needs to be published (but may remain inactive) before you can automate it with rules.

2. Select “Add rule”

You’ll see the rule editor, where you can name the rule and define the behavior.

3. Choose which tags to apply - you can pick more than one!

Under Which tags do you want to work with?

1. Click Tag

2. Choose the tag group and select the tag you want this rule to apply

4. Select when the tag should be applied

In the dropdown, choose:

“Based on student answer”

This tells the system to look at a specific question and answer to know when to apply a tag.

5. Choose the question

Under Which question should this apply to?

1. Search for the question name

2. Select the question (e.g., “Is the student enrolled in this school?”)

Only eligible questions will appear in this list.

6. Select the answer(s)

If the question is:

• Single Select → choose one answer

• Multi Select → choose one or multiple answer choices

• Grade → choose one or multiple grades

The tag will be applied whenever the applicant selects any of the chosen answers.

7. (Optional) Remove the tag when the condition is not met

Use the box “Remove tag when this condition is not met” if you want the tag to disappear when the answer no longer qualifies.

For example, if a family changes their response from “Yes” to “No”.

8. Save the rule

Click Save to activate the rule.

How answer-based tagging works

Once your rule is active:

• It will check for these conditions when a family submits a response, when the form changes status or sub-status, or when staff saves changed answers.

• If the condition is not met and the tag was previously applied by a rule → It will not be applied again

This ensures your tagging stays accurate even as form responses change.

Use cases

(coming soon)

Example 1: Tag based on enrollment status

Rule: If the student answers “Yes, currently enrolled”, apply the tag Current Student.

Example 2: Tag based on grade

Rule: If the student selects PK3 or PK4, apply the tag Early Childhood.

Example 3: Tag based on eligibility

Rule: If the family selects “Lives in boundary”, apply the tag In-Boundary.

Example 4: Tag based on program interest

Rule: Apply STEM Pathway if the student selects “STEM Program” in a multi-select question.