Tags, labels, and notes transform your CRM from a contact list into a powerful customer intelligence system. Quickly identify VIPs, track preferences, and never forget important details about your customers.
Understanding Tags vs Labels vs Notes
Tags
Quick identifiers for grouping and filtering. Examples: "VIP," "Hot Lead," "Referral"
Labels
Category-based organization. Examples: "Industry: Restaurant," "Service: Haircut," "Location: Newark"
Notes
Detailed information about the customer. Examples: "Prefers morning appointments," "Allergic to certain products"
Creating Custom Tags
Access Tag Management
Go to CRM → Settings → Tags
Create a New Tag
Click + New Tag and configure:
- Tag Name: Keep it short (1-2 words)
- Color: Choose a color for visual identification
- Description: What this tag means (optional)
Recommended Tags
- Priority: VIP, Hot Lead, Cold Lead
- Status: Active, Inactive, Churned
- Source: Referral, Instagram, Google, Walk-in
- Behavior: No-Show, Always Late, Perfect Customer
- Value: High-Value, Budget-Conscious
Start with 5-10 tags. You can always add more later. Too many tags becomes overwhelming.
Applying Labels to Contacts
Tag a Single Contact
Open any contact and click Add Tag
Select from existing tags or create a new one on the fly.
Bulk Tagging
To tag multiple contacts at once:
- Go to CRM → All Contacts
- Select checkboxes next to contacts
- Click Bulk Actions → Add Tag
- Choose the tag to apply
Bulk tagging is perfect for seasonal campaigns. Tag all summer customers, then filter by that tag next year.
Keeping Detailed Notes
Add a Note to a Contact
Open the contact and scroll to the Notes section
Click + Add Note
Write Effective Notes
Good notes include:
- Preferences: "Likes stylist Maria," "Prefers 10am appointments"
- Important dates: "Birthday: June 15," "Anniversary: Sept 3"
- Restrictions: "Allergic to shellfish," "Gluten-free only"
- History: "Complained about wait time on 3/15"
- Opportunities: "Interested in premium package"
Note Templates
Create templates for common note types:
First Visit Template:
First visit: [Date]
Service: [Service Name]
Feedback: [Notes]
Follow-up: [Action needed]
Pin Important Notes
Click the 📌 Pin icon on critical notes to keep them at the top.
Perfect for allergies, special requests, or VIP status.
Never put sensitive information (credit cards, passwords, medical details) in notes. Use secure fields for that data.
Organizing with Labels
Labels are like folders—they categorize contacts into groups:
Create Label Categories
Go to CRM → Settings → Labels
Create categories like:
- Service Type: Haircut, Color, Styling
- Customer Type: New, Returning, Loyal
- Industry: Restaurant, Retail, Healthcare
Apply Labels
Labels can be applied manually or automatically:
- Manual: Select label from dropdown on contact
- Automatic: Set rules (e.g., "If books haircut, apply 'Haircut' label")
Searching by Tags
Filter Contacts by Tag
In the CRM, click Filter → Tags
Select one or more tags to view only those contacts.
Create Saved Searches
Frequently filter by the same tags? Save the search:
- Apply your filters
- Click Save Search
- Name it (e.g., "VIP Customers" or "Hot Leads")
- Access it anytime from the sidebar
Create a "Follow-up Needed" saved search combining tags like "Hot Lead" + "No Response" for your daily to-do list.
Tag-Based Automation
Automate actions based on tags:
Auto-Tagging Rules
- When booking confirmed: Add "Active Customer" tag
- When no-show occurs: Add "No-Show" tag
- When spends over $500: Add "High-Value" tag
- When refers a friend: Add "Referrer" tag
Tag-Triggered Actions
- VIP tag added: Send welcome message, assign account manager
- Cold Lead tag added: Start re-engagement email sequence
- Birthday tag: Send birthday discount 1 week before
Best Practices
- Tag immediately: Add tags right after interactions while details are fresh
- Be consistent: Use the same tag names (not "VIP" and "Very Important")
- Review monthly: Remove outdated tags, merge duplicates
- Train your team: Everyone should use tags the same way
- Use colors wisely: Red for urgent, green for good, yellow for caution
- Note the source: Always note how customers found you
Frequently Asked Questions
How many tags can I add to one contact?
Unlimited, but 3-5 tags per contact is ideal. Too many tags defeats the purpose of quick identification.
Can I see tag history?
Yes. Click "Activity" on any contact to see when tags were added or removed and by whom.
Can customers see their tags?
No. Tags and notes are internal only. Customers never see them.
How do I export contacts with specific tags?
Filter by tag, then click "Export" at the top. You'll get a CSV of only those tagged contacts.
Can I delete a tag?
Yes, but it removes the tag from ALL contacts. Consider archiving instead if you might need it later.
Troubleshooting
Tags not saving
Solution: Check your internet connection. Ensure you clicked "Save" after adding tags. Refresh and try again.
Can't find a tagged contact
Solution: Clear all other filters first. The tag filter may be conflicting with another active filter.
Duplicate tags appearing
Solution: Go to Tag Settings and merge duplicates. Select both tags and click "Merge."
Notes disappeared
Solution: Check if you're viewing the right contact. Notes are never deleted unless you explicitly delete them. Contact support if truly missing.