How to Create and Manage Contact Tags in Keap CRM for Effective Segmentation
In the fast-paced world of business, precision is paramount, especially when it comes to managing your customer relationships. For Keap CRM users, contact tags are not merely labels; they are the bedrock of advanced contact segmentation, personalized communication, and streamlined automation. Mastering the art of creating and managing these tags transforms your CRM from a simple contact database into a powerful engine for targeted engagement. This guide walks you through the essential steps to leverage Keap’s tagging system, ensuring your outreach is always relevant and impactful.
Step 1: Define Your Segmentation Objectives
Before you even touch Keap, clarify what you aim to achieve with segmentation. Are you separating prospects from current clients? Identifying customers based on their product interests or purchase history? Grouping leads by their source, engagement level, or lifecycle stage? Having clear objectives will prevent tag bloat and ensure every tag serves a strategic purpose. Consider the types of campaigns you plan to run, the specific reporting you need, and how different segments will interact with your business. This foundational step ensures your tagging strategy aligns directly with your marketing and sales goals, making future operations far more efficient.
Step 2: Access the Tag Management Area in Keap
To begin, log into your Keap account. Navigate to the “CRM” section, and then locate the “Tags” sub-menu. This is your central hub for all tag-related activities. Here, you’ll find a comprehensive list of all existing tags, categorized and sortable. Familiarize yourself with this interface, as it will be where you create new tags, edit existing ones, and perform bulk actions. Understanding the layout and available options within this section is crucial for maintaining an organized and effective tagging system. Don’t be afraid to explore the filters and search functions to quickly locate specific tags or groups.
Step 3: Create New Tags Strategically
When creating a new tag, think about its purpose and naming convention. A good tag name is clear, concise, and immediately understandable to anyone on your team. Avoid generic names like “Customer A” or “Lead 1.” Instead, opt for descriptive tags such as “Prospect – Webinar A Attendee,” “Client – Product X Purchaser,” or “Lead Source – LinkedIn Ad.” Keap allows you to organize tags into categories, which is incredibly useful for maintaining order. For instance, you could have categories for “Lead Source,” “Customer Type,” “Engagement Level,” or “Product Interest.” This categorization prevents tags from becoming unwieldy as your database grows.
Step 4: Apply Tags to Contacts Individually or in Bulk
Once tags are created, it’s time to apply them to your contacts. For individual contacts, simply open their record, locate the “Tags” section, and add the relevant tags. For larger datasets, Keap offers robust bulk tagging capabilities. You can search for contacts based on various criteria (e.g., email opens, recent purchases, form submissions) and then apply a tag to all filtered results simultaneously. This is where your predefined segmentation objectives truly pay off, allowing you to quickly categorize large groups of contacts efficiently. Regularly review and update tags to ensure they accurately reflect each contact’s current status and relationship with your business.
Step 5: Leverage Tags for Segmentation and Automation
The real power of Keap tags lies in their ability to drive targeted actions. Use tags to create dynamic segments for email campaigns, ensuring that specific messages reach only the most relevant audiences. For example, you can send an exclusive offer only to contacts with the “Client – VIP” tag. Beyond marketing, tags are fundamental for automation. Set up automation rules where adding a specific tag triggers an action, such as sending a welcome email, assigning a task to a sales representative, or initiating a follow-up sequence. This turns your tagging strategy into a proactive force, streamlining workflows and enhancing customer experience without manual intervention.
Step 6: Maintain and Audit Your Tagging System Regularly
A tagging system is only as effective as its maintenance. Over time, tags can become outdated, redundant, or simply accumulate without clear purpose. Schedule regular audits (e.g., quarterly) to review your existing tags. Delete unused tags, merge similar ones, and refine your categories. Ensure your team understands the tagging conventions and best practices to avoid creating duplicate or inconsistent tags. A clean, well-organized tagging system ensures accuracy, improves team efficiency, and maximizes the ROI from your Keap CRM investment. A disciplined approach to tag management is a hallmark of sophisticated CRM utilization.
If you would like to read more, we recommend this article: Keap CRM Implementation for HR & Recruiting: The Data Protection & Business Continuity Checklist
