Introduction to Tags

Tagging is a useful feature that allows you to categorise and organise various pieces of information related to People or Companies. This guide will explain what are tags used for and how to set up the Permissions of a Team Member to enable them to use tags.

What are Tags used for?

What you want to tag can vary depending on your specific business needs, but here are some common items you may want to tag:

Customer Type:

• You can tag customers based on their type, such as "VIP," "New Customer," "High-Value," or "Low-Value." This helps in customising your interactions and marketing efforts for different customer groups.

Lead Source:

• Tagging leads with their source, like "Website Form," "Trade Show," or "Referral," helps you track the effectiveness of your lead generation channels.

Product or Service Interest:

• If your CRM is used for sales, tagging leads or contacts with their specific product or service interests can help your sales team tailor their pitches.

Geographic Location:

• Tagging based on location can be helpful for businesses that have regional or global operations. It can aid in targeting local marketing campaigns or assigning sales representatives.

Communication Preferences:

• Tagging preferences like "Email," "Phone," or "SMS" can guide your team in choosing the best communication channels for different contacts.

Sales Stage:

• In sales pipelines, tagging leads or opportunities with their current stage (e.g., "Prospect," "Negotiation," "Closed-Won") helps in tracking and managing the sales process.

Customer Satisfaction:

• Tagging customers with satisfaction levels, such as "Satisfied," "Neutral," or "Dissatisfied," can help identify areas for improvement and prioritise customer support efforts

Event Attendance:

• If you organise events or webinars, tagging contacts who have attended these events can be valuable for follow-up and future event planning.

Custom Tags:

• Create custom tags that are specific to your business needs. For example, if you're a real estate agent, you might tag properties with features like "Swimming Pool" or "Mountain View."

Lead Scoring:

• Assigning numerical values as tags to leads based on their likelihood to convert can be useful for prioritising sales efforts.

Customer Behaviour:

• Tagging based on specific behaviours, such as website visits, email opens, or purchase history, can inform your marketing and sales strategies.

Compliance and Legal Status:

• For businesses with regulatory or legal considerations, tagging for compliance status or document submission can be essential.

Tagging Permissions

• It's crucial for system administrators or those responsible for user management to carefully configure user permissions to strike a balance between usability and data protection.
• Access controls ensure that sensitive data remains secure, and data management tasks, like tagging, are performed correctly.
• To view, create, edit, or delete tags within a system, it's typically essential to have a user profile set up with the appropriate permissions.
• User profiles and permissions help ensure that only authorised individuals can perform specific actions related to tags and other data management tasks.

Tag Permission Types

View:

• To see existing tags in a system, a user profile must grant permission for tag viewing.
• This ensures that individuals have access to the relevant information they need for their roles without compromising data security.

Create:

• Creating new tags usually involves making changes to the system's data structure. Hence, users must have permission to create tags.
• This control prevents unauthorised individuals from adding tags that could disrupt data consistency.

Edit:

• Editing tags can impact the accuracy and organisation of data.
• User profiles with tag editing permissions allow designated personnel to update or modify tags as needed while maintaining data integrity.

Delete:

• Deleting tags is a powerful action that can affect data categorisation and reporting.
• To prevent accidental or unauthorised deletion of tags, user profiles should restrict tag deletion to authorised users only.