A Step-by-Step Guide to Segmenting Your Talent Pool in Keap Using Custom Tags

Effective talent management is no longer a luxury; it’s a necessity for any growing business. When you’re managing a diverse pool of candidates and employees, generic communication just doesn’t cut it. Segmenting your talent pool allows for hyper-personalized outreach, streamlined recruitment processes, and targeted engagement that respects individual needs and qualifications. In Keap, custom tags are your most powerful tool for achieving this precision. This guide will walk you through the practical steps to implement a robust segmentation strategy using Keap’s tagging capabilities, ensuring you can connect with the right talent at the right time.

Step 1: Define Your Segmentation Objectives and Criteria

Before you start adding tags willy-nilly, clarify what you aim to achieve with segmentation. Are you looking to differentiate active candidates from passive leads, categorize by skill sets, geographic location, experience level, or perhaps by their stage in your hiring pipeline? Clearly defined objectives will inform the types of tags you need to create. For instance, if your goal is to quickly identify candidates for a specific role, you might need tags like “Software Engineer – Senior,” “Marketing Specialist – Entry,” or “Sales – B2B Expert.” Consider future needs and potential automation triggers. A thoughtful upfront strategy will prevent tag sprawl and ensure your segmentation remains clean, actionable, and aligned with your broader HR and recruiting goals. This foundational step is critical for building a scalable and efficient system.

Step 2: Access and Understand Keap’s Tag Management

In Keap, tags are powerful labels you can attach to contacts (your talent pool) to categorize them for various purposes. To begin, navigate to the main Keap menu. Depending on your Keap version, you’ll typically find “Tags” under the CRM or Automations section, or by searching for it directly. Familiarize yourself with the existing tag structure, if any. Look for options to manage “Tag Categories” – grouping similar tags together (e.g., “Skills,” “Hiring Stage,” “Role Type”) makes your system much more organized and easier to navigate. This understanding ensures you don’t duplicate efforts and can build upon any pre-existing classifications. Effective tag management is the backbone of precise talent pool segmentation in Keap.

Step 3: Create Relevant Custom Tags and Categories

With your objectives in mind, it’s time to create the actual tags within Keap. Go to the “Tags” section and look for the option to “Add a Tag” or “Create New Tag.” Start by creating relevant Tag Categories, such as “Role Type,” “Candidate Status,” “Skill Set,” “Industry Experience,” or “Engagement Level.” Within these categories, create specific tags like “Candidate – Active,” “Candidate – Passive,” “Hiring Stage – Interview,” “Hiring Stage – Offer Sent,” “Skill – Python,” “Skill – Project Management,” “Experience – 5+ Years,” or “Industry – SaaS.” Ensure your tag names are clear, concise, and consistent. Avoid overly long or ambiguous tag names. This structured approach, using categories and specific tags, ensures your segmentation is granular, actionable, and easy to maintain over time, directly supporting your recruitment and talent management initiatives.

Step 4: Apply Tags to Your Talent Pool Contacts

Once your tags are created, the next crucial step is to apply them to your contacts. You have several methods for doing this in Keap. For individual contacts, simply open their record and add the relevant tags from the tag section. For bulk application, you can perform an advanced search to filter contacts by existing criteria (e.g., all contacts imported from a specific job board) and then apply a tag to all selected contacts simultaneously. Tags can also be automatically applied through web forms when candidates opt-in or submit applications, or via Keap campaigns and sequences. Regularly auditing your contacts and applying appropriate tags ensures your segmentation remains accurate and up-to-date, providing a reliable foundation for all your targeted outreach efforts.

Step 5: Utilize Tag-Based Searches and Reports for Insight

The power of segmentation truly shines when you leverage your tags for targeted searches and reporting. In Keap’s contact search, you can filter by one or multiple tags to identify very specific groups within your talent pool. For example, you could search for “Skill – Python” AND “Hiring Stage – Interview” to quickly pull a list of qualified candidates who are actively in the interview process. These segmented lists can then be used for targeted email broadcasts, personalized follow-ups, or for moving candidates through a specific automation sequence. Regularly running tag-based reports can also provide valuable insights into the composition of your talent pool, helping you identify skill gaps, talent hotspots, or areas where you need to focus your sourcing efforts. This level of insight drives smarter recruiting decisions.

Step 6: Automate Tag Application with Keap Campaigns

To maximize efficiency and ensure consistency, automate the application of tags wherever possible using Keap campaigns and sequences. For instance, when a candidate fills out a specific job application form, a Keap campaign can automatically apply tags like “Role: [Job Title],” “Candidate Status: New Application,” and “Source: Website.” If a candidate moves from one stage to another in your hiring process, a sequence can remove an old tag (e.g., “Hiring Stage: Application Received”) and add a new one (e.g., “Hiring Stage: Interview Scheduled”). Automation eliminates manual errors, saves valuable time for your recruiting team, and ensures your talent pool data is always current and accurate, allowing your team to focus on high-value interactions rather than administrative tasks. This is where Keap truly shines as an operational asset.

Step 7: Review and Refine Your Segmentation Strategy

Segmentation is not a one-time setup; it’s an ongoing process. Periodically review your tag structure and categories to ensure they still align with your current recruiting needs and business objectives. Are there tags that are no longer useful? Are new categories emerging? As your company grows and talent requirements evolve, your tags should too. Solicit feedback from your recruiting and HR teams on the usability and effectiveness of the current tagging system. Regularly cleaning up unused or redundant tags will keep your Keap account organized and prevent “tag bloat.” A well-maintained and refined segmentation strategy ensures your talent pool remains a dynamic and actionable asset, continuously supporting efficient and effective hiring practices within your organization.

If you would like to read more, we recommend this article: Architecting Intelligent HR & Recruiting: Dynamic Tagging in Keap with AI for Precision Engagement