Add Tags to Help Sort Contacts

Overview

Tags are flexible labels that help you categorize and sort your contacts with detailed precision. Unlike Categories and Sources, which allow only one assignment per contact, Tags enable you to assign multiple labels to a single contact for highly specific grouping and filtering. This powerful feature makes it easy to create targeted marketing campaigns, organize follow-up activities, and quickly find contacts based on specific criteria.

Tags can be customized with names, colors, and icons to create a visual organization system that makes sense for your business. The AI Tag Wizard can automatically suggest relevant tags based on your industry, or you can create them manually to fit your exact needs. Once assigned, tags integrate seamlessly with workflows, advanced search, and automation features to streamline your contact management process.

Tags Video:

Adding Tags Step-by-Step Instructions

1. Create Tags Using the AI Wizard (Recommended)

Navigate to Settings Go to Settings, then click Tags.

Launch the AI Tag Wizard Click the AI Tag Wizard button to begin the automated tag creation process.

Enter Your Industry Information In the text field, enter keywords related to your industry or specialty (for example: "real estate," "insurance agent," "fitness trainer"). Click Generate Tags.

Review and Select Tags The system will suggest tags with appropriate icons. Review the suggested tags and select the ones you want to add to your library. You can add all suggested tags or click on specific tags you don't want to turn them grey and exclude them.

Save Your Selection Click Add Selected Tags to complete the process.

2. Create Tags Manually

Access Tag Settings Navigate to Settings, then click Tags.

Add New Tag Click the Add Tag button.

Configure Tag Details In the tag creation window:

• Enter a descriptive Name for your tag
• Choose a background color from the color palette
• Select an icon that represents your tag category
• Click Save

Tip: Icons can be reused across multiple tags if you want to group related categories with the same visual identifier.

3. Assign Tags to Individual Contacts

Open Contact Record Navigate to the contact you want to tag and click the Tags link.

Select Tags A window will appear showing your available tags. Click on any tag to assign it to the contact. You can assign multiple tags to the same contact.

Remove Tags (If Needed) To remove a tag, click the 'X' in the corner of the tag. You'll need to click once to highlight it, then click again to confirm the removal.

4. Assign Tags to Multiple Contacts

Access Group Actions Hover over Contacts and click Group Actions.

Add Contacts to Workgroup Use the Add Contacts tab to select the contacts you want to tag. You can add contacts individually or use advanced search results.

Apply Tags in Bulk

1. Click the Actions tab
2. Select Group Edit
3. Find the tag options and add or remove specific tags for the entire group
4. Click Apply Changes

5. Edit or Delete Existing Tags

Edit Tag Properties From the Settings > Tags screen, click on the name of any tag to edit its name, color, or icon. Changes will update everywhere the tag is currently used.

Delete Tags To delete a tag, check the box to the left of the tag name and click Delete Selected Tag at the bottom of the list.

Warning: Deleting a tag permanently removes it from the system and from all contacts it was assigned to. This action cannot be undone, but it does not delete the contacts themselves.

Using Tags to Find Contacts

Quick Tag Search

From the Settings > Tags screen, click the number in the "Contacts with this Tag" column to see a filtered list of all contacts with that specific tag.

Advanced Search with Tags

Navigate to Contacts and click the Advanced Search tab. You can:

• Filter for contacts that have a specific tag
• Exclude contacts with certain tags
• Search for contacts with combinations of multiple tags
• Create complex searches mixing tags with other criteria

Save Frequently Used Tag Searches

Use the Save Search feature to save your most common tag-based searches for quick access from your dashboard.

Adding Tags Questions and Answers

Q: How are Tags different from Categories and Sources?

A: Categories and Sources are for broader classifications, and each contact can only have one of each. Tags allow for more detailed sorting because a single contact can have multiple tags assigned, enabling much more specific filtering and organization.

Q: Can I use both the AI wizard and manual creation for Tags?

A: Yes. The AI wizard is an excellent starting point that can create industry-relevant tags quickly. You can then add, edit, or delete tags manually to perfectly match your business needs.

Q: How can I add or remove a Tag for a large group of contacts at once?

A: Use the Group Actions feature. Add your contacts to a workgroup, navigate to the Actions tab, select Group Edit, and you can add or remove specific tags for the entire group.

Q: What's the best way to search for contacts using Tags?

A: The Advanced Search feature provides the most flexibility. You can filter for contacts that have specific tags, exclude contacts with certain tags, or search for contacts with combinations of multiple tags.

Q: What happens if I edit or delete a Tag?

A: Editing a tag's name, color, or icon updates it everywhere it's currently used. Deleting a tag permanently removes it from the system and from any contacts it was assigned to, but does not delete the contacts themselves.

Q: How do Tags work with automation?

A: You can use Workflows to automatically add or remove tags from contacts. This can be triggered by events like landing page submissions, email link clicks, or other contact actions.

Q: Can I import contacts with Tags already assigned?

A: Yes. During the import process, you can either assign one tag to an entire batch of imported contacts or map a column in your CSV file to the "Tag" field. If a tag in your file doesn't exist in your settings, it will be automatically created.

Q: Is there a limit to how many tags I can create or assign?

A: No, you can create as many tags as needed for your business, and each contact can have multiple tags assigned. However, it's best practice to keep your tag system organized and avoid creating too many similar tags that could cause confusion.