Tags Management

Organize and categorize your contacts efficiently using Whatify's tag management system.

Overview

Tags help you:

• Categorize contacts into groups
• Filter contacts for bulk messaging
• Organize your contact database
• Track different customer segments
• Manage targeted campaigns

Viewing Tags

Navigate to Dashboard → Tags to view all your tags:

• Tag Name: The label for the tag
• Color: Visual identifier for quick recognition
• Contact Count: Number of contacts with this tag
• Created Date: When the tag was created
• Actions: Edit or delete tags

Creating Tags

Create New Tag

Add a new tag to your organization:

1. Navigate to Tags section
2. Click Create Tag or + New Tag button
3. Fill in the tag details:
   • Name (required) - Tag label (e.g., "VIP Customer", "Newsletter", "Leads")
   • Color (optional) - Choose a color for visual identification
   • Description (optional) - Add notes about the tag's purpose
4. Click Create Tag

Tag Naming Best Practices

• Use clear, descriptive names
• Keep names concise (under 20 characters)
• Use consistent naming conventions
• Examples:
  • Customer segments: "VIP", "New Customer", "Inactive"
  • Campaigns: "Summer Sale 2024", "Newsletter Subscribers"
  • Status: "Active", "Pending", "Follow-up"
  • Location: "USA", "Europe", "Asia"

Editing Tags

Update existing tags:

1. Find the tag in the tags list
2. Click the Edit icon (pencil)
3. Modify tag details:
   • Change tag name
   • Update color
   • Edit description
4. Click Save Changes

Note: Changing a tag name updates it for all contacts that have this tag.

Deleting Tags

Remove tags from your system:

1. Find the tag in the list
2. Click the Delete icon (trash)
3. Confirm the deletion

Important:

• Deleting a tag removes it from all contacts
• This action cannot be undone
• Contact data remains intact, only the tag is removed

Assigning Tags to Contacts

Single Contact Tagging

Tag individual contacts:

1. Navigate to Contacts
2. Click on a contact or click Edit
3. In the Tags section, select tags from the dropdown
4. Click Save

Bulk Tag Assignment

Tag multiple contacts at once:

1. Navigate to Contacts
2. Select multiple contacts using checkboxes
3. Click Add Tags in the bulk actions menu
4. Select one or more tags
5. Click Apply

All selected contacts will be tagged.

Tag from Contact Details

1. Open a contact's detail page
2. Click + Add Tag
3. Select existing tags or create a new one
4. Tags are applied immediately

Removing Tags from Contacts

Remove from Single Contact

1. Open contact in edit mode
2. Click the X next to the tag you want to remove
3. Save changes

Bulk Tag Removal

1. Select multiple contacts
2. Click Remove Tags in bulk actions
3. Select tags to remove
4. Click Remove

Filtering Contacts by Tags

Single Tag Filter

1. Navigate to Contacts
2. Click Filter or use the tags dropdown
3. Select a tag
4. View all contacts with that tag

Multiple Tag Filters

Apply multiple tag filters:

1. Click Filter button
2. Select multiple tags
3. Choose filter mode:
   • Any - Contacts with at least one selected tag
   • All - Contacts with all selected tags
4. Click Apply Filter

Clear Filters

• Click Clear Filters to remove all active filters
• Or click the X next to individual tag filters

Tag Colors

Color Coding

Use colors to visually organize tags:

• Red: Urgent or high-priority contacts
• Green: Active or approved contacts
• Blue: General categories or informational
• Yellow: Pending or requiring attention
• Purple: VIP or special groups
• Gray: Inactive or archived

Changing Tag Colors

1. Edit the tag
2. Click the color picker
3. Select a new color
4. Save changes

Tag Statistics

View tag usage statistics:

Tag Dashboard

Navigate to Tags to see:

• Total number of tags
• Most used tags
• Recently created tags
• Tags with most contacts
• Unused tags

Contact Count per Tag

Each tag shows:

• Number of contacts assigned
• Percentage of total contacts
• Growth over time

Tag Limits

Depending on your subscription plan:

Using Tags for Campaigns

Targeted Messaging

Send messages to specific tag groups:

1. Navigate to Messaging → Bulk Messages
2. Click Select Recipients
3. Choose By Tags
4. Select one or more tags
5. Compose and send your message

Campaign Tracking

Track campaigns by tags:

1. Create a campaign-specific tag (e.g., "Summer Sale 2024")
2. Tag all participants
3. Send targeted messages
4. Monitor engagement and responses

Tag Management Best Practices

Organization

1. Create Categories: Group tags by purpose (segments, campaigns, status)
2. Consistent Naming: Use standard naming conventions
3. Color Code: Assign colors logically
4. Regular Cleanup: Remove unused tags
5. Document Purpose: Add descriptions to complex tags

Efficiency

1. Pre-create Tags: Set up common tags before importing contacts
2. Bulk Operations: Tag multiple contacts at once
3. Automate When Possible: Use import templates with tag columns
4. Review Regularly: Audit tags monthly

Privacy and Compliance

1. Consent Tags: Tag contacts based on consent status
2. Opt-out Tags: Mark contacts who unsubscribed
3. GDPR Compliance: Use tags to track data processing consent
4. Segment Appropriately: Respect privacy with sensitive categories

Advanced Tag Features

Tag Combinations

Create complex segments by combining tags:

• Filter contacts with multiple tags
• Create campaigns for specific combinations
• Track overlapping segments

Tag Analytics

Monitor tag performance:

• Response rates by tag
• Engagement levels per segment
• Tag growth over time
• Most/least active tags

Tag Templates

Create reusable tag sets for common scenarios:

• E-commerce: "New Customer", "Repeat Buyer", "Cart Abandoned"
• Services: "Active Client", "Prospect", "Past Client"
• Events: "Registered", "Attended", "No-show"
• Support: "Open Ticket", "Resolved", "VIP Support"

Troubleshooting

Common Issues

Tags not showing:

• Refresh the page
• Check filter settings
• Verify organization access

Can't delete tag:

• Check if tag is in use
• Verify you have admin permissions
• Remove tag from all contacts first (if required)

Tag limit reached:

• Delete unused tags
• Merge similar tags
• Upgrade to higher plan

Bulk tagging failed:

• Check contact selection
• Verify tag exists
• Try smaller batches

Next Steps

• Contact Management - Learn about managing contacts
• Bulk Messaging - Send messages to tagged groups
• Organization Settings - Manage tag permissions