How to organise contacts with tags and fields

    CategoryContacts and Companies
    Article typeDocumentation
    Estimated reading time 5 min read
    Last reviewedRecently reviewed
    Applies toGEVADE CRM accounts where the feature is enabled
    Access requiredAccess may depend on your user permissions
    Plan/configuration noteFeature availability may depend on your selected plan and account configuration

    Summary

    Use Tags for flexible, temporary labels and Custom Fields for permanent, structured data. Both can be used to filter lists and trigger automations.

    Who this article is for

    Marketers, sales managers, and CRM administrators looking to structure their database.

    Overview

    A well-organized database is the key to effective marketing and sales. By utilizing tags and fields correctly, you can segment your audience precisely, ensuring you send the right message to the right people at the right time.

    Before you begin

    • Review your current data collection processes to determine what information is most valuable to your business.

    Step 1: Step 1: Adding Tags

    Open a contact record and locate the Tags section in the details panel. Type the name of the tag you want to add. If it exists, select it from the dropdown. If it's new, press Enter to create it.

    Step 2: Step 2: Creating Custom Fields

    Navigate to Settings > Custom Fields. Click Add Field. Choose the field type (e.g., Text, Dropdown, Checkbox) and name the field (e.g., 'Company Size'). Save the field.

    Step 3: Step 3: Using Custom Fields

    Now, when you open any contact record, this new field will be available to fill out under the General or Additional Info sections.

    Step 4: Step 4: Filtering

    Go to the main Contacts list and click More Filters. Select 'Tag' or your specific 'Custom Field' as the criteria. Apply the filter to see your segmented list.

    Configuration note

    Adding a specific tag or updating a custom field can be used as a trigger to start a Workflow Automation, where available in your account. Custom fields can also be added to your forms, allowing leads to categorize themselves upon submission. Review contact data carefully before segmentation or bulk actions.

    Important clarification

    Tag Clutter: Creating too many similar tags (e.g., 'client', 'Client', 'Customer') makes segmentation difficult. Establish a standard tagging nomenclature. Don't use tags for structured data. If a lead can only be one thing (e.g., 'Tier 1', 'Tier 2', 'Tier 3'), use a dropdown custom field, not tags.

    Resolution guidance

    I created a custom field but can't see it on the contact record.

    Ensure you are looking in the correct folder/section within the contact details panel. You may need to expand the 'Additional Info' tab.

    Was this article helpful?

    Need account-specific help?

    If your question requires account access, billing review, workflow inspection, message delivery diagnosis, AI response review, or private configuration review, submit a support request with examples and screenshots.