Tags: Setup & Use

Purpose: Tags are flexible labels you can apply to contacts for filtering, segmentation, and automation triggers.

Before You Begin

• Owners and Admins can create and manage tags in Settings, and apply both locked and unlocked tags to contacts.
• Members can create and apply unlocked tags directly from contact records, but do not have access to Tag Management in Settings.

Creating Tags (Owners & Admins)

1. Click Settings in the left navigation.
2. Under Pipeline and Workflow, select Tags.
3. Click + Add Tag (top right).
4. Enter a Tag Name.
5. Choose whether to enable Locked Tag (see below).
6. Click Create Tag.

Your tag is now available to apply to contacts.

Creating Tags (Members)

Members can create new unlocked tags directly from a contact record:

1. Open a contact.
2. In the left sidebar under Details, locate the Tags section.
3. Click + Add Tag.
4. Start typing a tag name.
5. If the tag doesn't exist, you'll see an option to create it.
6. Select the option to create and apply the new tag.

The tag is created and applied to that contact.

Locked vs Unlocked Tags

When creating a tag in Settings, Owners and Admins can choose to lock it:

Tag Type	Who Can Add/Remove
Unlocked	All users (Owners, Admins, Members)
Locked	Owners and Admins only

Why lock a tag? Locked tags are useful for system-critical labels that you don't want team members accidentally adding or removing. For example, tagging a contact as a "Company Lead" and locking it to preserve the original source, ensuring no one can remove it.

You can change a tag's locked/unlocked status after it's been created by editing the tag in Settings.

Locked Tags and Automations

Automations can add locked tags to contacts, but they cannot remove them. Only Owners and Admins can manually remove a locked tag.

This makes locked tags useful for permanent labels set by automations—like tagging a contact as "Company Lead" when they come in from a specific source. The tag gets applied automatically, and no one (including automations) can accidentally remove it later.

Action	Owners/Admins	Members	Automations
Add locked tag	✓	✗	✓
Remove locked tag	✓	✗	✗
Add unlocked tag	✓	✓	✓
Remove unlocked tag	✓	✓	✓

Applying Tags to Contacts

From a contact record:

1. Open the contact.
2. In the left sidebar under Details, locate the Tags section.
3. Depending on your role:
   • Owners and Admins see two options: + Add Tag (unlocked) and Add Locked Tag
   • Members see only + Add Tag (unlocked tags)
4. Click the appropriate button and select from existing tags, or type to search.
5. The tag is applied immediately.

From bulk actions:

1. Go to All People.
2. Select multiple contacts using the checkboxes.
3. Click Bulk Actions.
4. Select Add Tags or Remove Tags.
5. Choose the tag(s) and confirm.

Editing Tags

Owners and Admins can edit a tag's name or locked status:

1. Go to Settings → Pipeline and Workflow → Tags.
2. Find the tag you want to edit.
3. Click the tag or the edit icon.
4. Make your changes (name, locked/unlocked).
5. Click Save.

Using Tags

Tags can be used in several ways:

Use Case	Where
Filter contacts	All People → Filter by Tag
Build Smart Lists	Save a tag-based filter as a Smart List
Routing rules	Lead Flow → Create conditions based on tags
Automation triggers	Automations → "Tag Added" trigger
Automation actions	Automations → "Add Tag" or "Remove Tag" actions

Tips

• Keep tag names consistent. Decide on a naming convention (e.g., all lowercase, underscores vs hyphens) and stick to it.
• Use tags for temporary labels. Tags work well for campaign cohorts, event attendees, or time-sensitive segments.
• Consider locking important tags. If you don't want team members removing a tag, lock it in Settings.

What's Next

Smart Lists: Create & Use →