This guide serves as the definitive source of truth for the Linku2 CRM architecture. It establishes the "Golden Rules" for categorizing contacts via Lists (which define broad relationships) and Tags (which segment specific details) to ensure your system remains clean, scalable, and automated.

This page contains the comprehensive index of all approved Lists and Tags, operational rules for managing contacts, and the mapping logic for integrating these with your website forms, newsletters, and board automations. Refer to this whenever adding new contacts or refining your automated workflows to maintain system integrity.

PART 1: The Master Index (6 Lists & 53 Tags)

The 6 Core Lists (Where They Live) Every contact should live on only one (or rarely two) of these broad buckets:

1. Active Clients: Paying businesses on SMART plans.
2. Business Leads: Businesses with free listings, or prospects you are trying to sell to.
3. Community Groups & Clubs: Non-profit, sporting, and local community organizations.
4. Past Clients / Cancelled: Businesses that used to pay but stopped.
5. Public Users / Subscribers: General Hibiscus Coast locals (including your holiday-only readers).
6. Competition Entrants: A temporary holding list for public users entering a specific giveaway.

The 53 Segmentation Tags (What They Do / Buy) These are the granular filters you apply to the lists above using organized prefixes.

The "Plan & Term" Tags (Billing) 7. Plan: Essential 8. Plan: Growth 9. Plan: Accelerator 10. Term: 12-Month 11. Booster: School Holidays 12. Booster: Community 13. Booster: Classifieds - Standard 14. Booster: Classifieds - Featured

The "Sector" Tags (Directory Categories) 15. Sector: Babies & Kids 16. Sector: Dining & Hospitality 17. Sector: Education & Training 18. Sector: Health & Beauty 19. Sector: Industry & Manufacturing 20. Sector: Marine 21. Sector: Motor 22. Sector: Pet & Animal Services 23. Sector: Professional Services 24. Sector: Property 25. Sector: Retirement 26. Sector: Shopping & Retail 27. Sector: Sport & Recreation 28. Sector: Travel & Tourism 29. Sector: Weddings

The "Community" Tags (Local Clubs/Groups) 30. Community: Sports & Recreation 31. Community: Arts & Culture 32. Community: Health & Support Services 33. Community: Education & Youth 34. Community: Schools 35. Community: Churches & Religious Services

The "Feature" Tags (Campaign Targeting) 36. Feature: A Gift from Santa 37. Feature: And Then She Said ‘I Do” 38. Feature: Feel Great Inside and Out 39. Feature: Flavours of the Coast 40. Feature: Help! I Need it Fixed 41. Feature: Home Sweet Home 42. Feature: It’s All About the Kids 43. Feature: Nappies and Paws 44. Feature: School Holidays 45. Feature: The Golden Years 46. Feature: Time Out 47. Feature: Water Wonderful Water 48. Feature: Who You Gonna Call

The "Location" Tags (Out-of-Area) 49. Location: North Shore 50. Location: Rodney

The "Classifieds" Tags (User Tracking) 51. Classifieds: Active User (or Active Poster) 52. Classifieds: Past User

The "Role, Status & Preference" Tags (Admin) 53. Role: Event Organiser 54. Status: Active Conversation 55. Status: Donation Programme Participant 56. Status: Donation Opt-Out 57. Preference: School Holidays Only

The "Trigger" Tags (Board Automations) 58. Trigger: Mid-Term Due 59. Trigger: Renewal Due

PART 2: How the System Works Together (The Operating Guide)

1. How it works with Newsletters (Email Targeting)

Your email strategy is built on the rule: Lists dictate who receives the email, Tags dictate who is excluded or targeted.

• Standard Monthly Newsletters: You send this to your "Public Users / Subscribers" list, but you set a rule to exclude anyone with the "Preference: School Holidays Only" tag so you don't bother them.
• Feature Sales Pitches: When launching "Home Sweet Home," you select your "Business Leads" and "Active Clients" lists, and filter by the tags Sector: Property OR Sector: Trades. It instantly builds a laser-targeted sales list.
• The "Double Exclude" Method: If you are pitching the Donation Programme to the community, select the "Community Groups & Clubs" list. You then exclude Status: Donation Programme Participant (to avoid spamming current partners) AND exclude Status: Donation Opt-Out (so you don't bother ineligible groups like the library).

2. How it works with Fluent Boards (Automations & Tracking)

• The Triggers: By entering start dates into the CRM, your automated "Wait" timers will eventually run down and automatically apply the Trigger: Mid-Term Due or Trigger: Renewal Due tags.
• The Board Action: Once Fluent Boards sees one of those trigger tags applied, it physically moves that client's Master Task out of "Live and Scheduled" and directly into the relevant "Due" stage.
• Sales Pipeline: For hot prospects you are currently talking to, apply the Status: Active Conversation tag in the CRM, but track them visually by placing them as a task in the "New Set Up" stage on your Master Client Pipeline board.

3. How it works with Website Forms (Data Entry)

Your forms act as the automated sorting hat.

• Free Listing Sign-Ups: When you set up your registration forms, you will connect specific form fields directly to your new CRM tags. If a business selects "Marine" from the industry dropdown, the system automatically applies the Sector: Marine tag and puts them on the "Business Leads" list.
• Competitions: When a public user fills out a form for a giveaway, the form places them only on the "Competition Entrants" temporary holding list. Once the draw is over, you clear the list out, and anyone who ticked the "Subscribe to newsletter" box gets moved permanently to the "Public Users / Subscribers" list.

PART 3: The Automated Sorting Hat (Form Integrations)

Your website forms are the "gatekeepers." They should do the data entry work for you. Every time a form is submitted, the system should automatically assign the correct List and Tags based on the user's input.

Workflow A: New Business Sign-Ups (Directory & Features)

When a business registers via a registration form, the form mapping should be configured as follows:

1. List Assignment:
   • If they are a new paying client, the form automatically places them on the Active Clients list.
   • If they are signing up for a free listing, the form places them on the Business Leads list.
2. Sector Tagging:
   • Your form must include an "Industry/Sector" dropdown menu.
   • Mapping: The form should be set to automatically apply the corresponding Sector: tag based on their selection (e.g., Selecting "Professional Services" applies Sector: Professional Services).
3. Campaign Tagging:
   • If the business signs up through a specific Feature landing page (e.g., a "Nappies and Paws" page), the form should be hidden-field tagged with Feature: Nappies and Paws automatically.

• Result: You now have a contact who is categorized by their business type (Sector) and their active campaign interest (Feature), all without you touching a button.

Workflow B: Community Groups & The Donation Programme

Community groups require a specific logic to handle the "Donation Programme" participation status dynamically.

1. The Initial Entry:
   • When a community group registers, they are automatically placed on the Community Groups & Clubs list.
2. The Donation Opt-In Form:
   • Create a simple "Donation Programme Opt-In" form on your site.
   • If they submit the form: The CRM automation applies the Status: Donation Programme Participant tag.
   • If they are ineligible/opt-out (e.g., Library): You can manually update their contact record to add the Status: Donation Opt-Out tag.
3. Targeting (The "Double Exclude" logic):
   • When you need to send a solicitation email for the programme, your "Send To" criteria in FluentCRM is:
     • Include: List: Community Groups & Clubs
     • Exclude: Tag: Status: Donation Programme Participant (They are already in).
     • Exclude: Tag: Status: Donation Opt-Out (They are ineligible/declined).

The Master Summary Table for Your Manual

Entity Type	Core List	Key Segmentation Tags
Paying Business	Active Clients	Plan: X, Sector: X, Add-On: X
Prospect/Lead	Business Leads	Sector: X, Location: X (if out-of-area)
Community Group	Community Groups & Clubs	Community: X, Status: Donation Participant
Public Subscriber	Public Users / Subscribers	Preference: School Holidays Only
Competition Entrant	Competition Entrants	(Temporary holding, cleared post-draw)

Operational Rules for the Manual

• Forms = Automation: Never manually tag a contact if a form can do it. Always map form fields to tags during setup.
• Lists = Relationship: Never add a person to a list unless it defines their broad relationship with you (e.g., "Are they a paying client?").
• Tags = Detail: Use tags for everything else (what they do, what they like, their sector, their participation status).

Switching Current Clients to their New Automation for Reporting

The "Master Card" Concept

Because we had to pivot to the "Task Spawner" method (since FluentCRM can only create new tasks, not move existing ones ), your board strategy has slightly shifted.

That original task card you manually created now becomes your client's permanent Master Reference Card. It stays in "Live and Scheduled" permanently so you always have a visual roster of every client currently paying you.

How to Handle the Transition

When an existing client finishes their manual cycle, renews, and you apply the Status: Automation Ready tag to hand them over to the automation, here is what you do with their card:

1. Clear the Old Date: Simply open their Master Card in the "Live and Scheduled" stage and remove the manual "Due Date" entirely. This stops it from ever showing as overdue.
2. Leave it Be: Leave the date-less card sitting in "Live and Scheduled" as a static reference. The Master Card never has to be touched again!
3. Process the New Tasks: When the automation timer hits (e.g., at 130 days), the CRM will automatically create a brand new task directly in the "Mid-Term Report Due" column. You will do the work on that new task, and then mark that specific spawned task as "Completed" (or delete it).