Tags answer the question: who is this person in the context of my business right now? A tag can mark someone as a lead, a current client, a program alumnus, or someone who clicked a specific link. Tags drive your smart lists, automation triggers, and campaign segmentation.
Build a Tag System First
Before creating tags, decide on categories. A simple starting structure:
- Status: Lead, Hot Lead, Client, Past Client, Unsubscribed
- Program: One tag per program or offer
- Source: Instagram, Referral, Webinar, Organic
- Action: Discovery Call Booked, Purchased, Refunded
Keep naming consistent — title case or lowercase throughout, not both.
Steps
1
Create your tags
Go to Settings → Tags. Click Add Tag and enter the name. Create all tags in your system before applying them.
2
Apply tags to contacts
Manually: open a contact record and click the Tags field. In bulk: select multiple contacts in the contact list and use the Add Tag bulk action.
3
Apply tags via workflow
In any workflow, add an Add Tag action. This fires automatically when the workflow runs — for example, when someone fills in your discovery call form.
4
Use tags as automation triggers
In the workflow builder, set a trigger of Tag Added and select the specific tag. The workflow fires any time that tag is applied.
Common Mistakes
- Inconsistent naming. "hot lead", "Hot Lead", and "HotLead" are three different tags. Decide on a convention and stick to it.
- Too many one-off tags. Tags that apply to one or two contacts are probably notes, not tags. Keep tags meaningful at scale.
- Never removing stale tags. A contact tagged Lead who bought six months ago is misclassified. Build workflows that remove old tags and add new ones on purchase.
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