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Organize Leads with Tags, Groups and Categories

Tags, Categories and Groups and methods to help you organize and find your leads.

Categories and Tags are especially useful when creating a Segment.

In summary, Categories are designed to offer you a structure for organizing your leads. Categories are organized into Groups.
Tags are different - they have no organization - they are simply labels.

The Advanced Lead Search panel lets you search for leads using Tags and Categories.

Tags (hashtags)

Simply put, "Lead Tags" are words or short phrases that you can associate with a lead. These words or phrases can be anything that you think will help you label this lead.

There is no underlying organization to tags, you can add as many as you want and add them dynamically as needed.

For example, if you have a lead who is wanting to live in downtown Denver, you might "tag" them with the word "downtown". This way, when you get a listing in downtown Denver you can easily search for, and find, all leads who will most likely be interested in that property.

To Add Tags

To add tags to an existing lead

  1. Go to the Lead's profile page.
  2. Scroll down the Profile panel and you will see Tags. 
  3. Click the EDIT icon and add your Tags.

Categories and Groups

Lead categories and groups provide a way to organize your leads rather than simply label them (as with Tags).

Only "Categories" get assigned to a lead - the Group is simply a way of organizing your categories.

To add a Category

NOTE: Categories cannot be added 'on-the-fly' - you must first set up Categories in Groups in the My Account admin area.

  1. First, you must add a Group name.
  2. Then add Categories to that Group.

You may create multiple Groups and add multiple Categories to each group.

To Categorize a Lead

  1. Go to the Lead Profile panel and scroll down to see Categories.
  2. Click the EDIT icon to add a category.
  3. Start typing to see the available categories.

How to Use Categories and Groups

Lets consider an example: In this case we want to organize leads into "north", "south", "buyer", "seller". The first thing we must do is set them up in the Admin area.

Navigate to: Leads > CLASSIFY & ORGANIZE / Manage Groups & Categories

There are different approaches we could take, so let's explore these.

Organization-1 (bad example)

We create a group called "north" and a group called "south" and add "buyer" and "seller" as categories to each, like this:

- Buyer
- Seller
- Buyer
- Seller

Although this seems to make sense, the problem is that when we want to search leads that are "Buyer" leads, its going to get confusing trying to select the correct label.

Organization-2 (better example)

In this case we create 2 groups, each with unique categories, as follows:

- North
- South
- Buyer
- Seller

Now with this approach we can be very clear about how leads are categorized.

CSV Lead Import Of Category and Tag Data

When you import leads using the CSV method, bear the following in mind:

  1. Category: In your CSV specify the ID of the Category - NOT its name - e.g. 11,34
    (In your Admin Panel you will see the ID shown for each category you create)
  2. Tag: In your CSV specify the Tag keywords (e.g. fish, dog,cat)

To identify the ID of your category,

Navigate to: Leads > CLASSIFY & ORGANIZE / Manage Groups & Categories

The ID is shown against each Category - as shown in this screenshot:

Updated on January 9, 2023

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