This guide is ideal if you want to:
Organise your contacts using structured tags
Automatically apply tags using workflows and triggers
Create dynamic Smart Lists based on behaviour and criteria
Keep your contact CRM clean, searchable and easy to segment
Tags and Smart Lists form the foundation of a well-structured CRM. When set up correctly, they reduce manual sorting and allow your automation systems to work intelligently behind the scenes.
Understanding Tags
Tags are digital labels attached to contact profiles. They allow you to categorise contacts, track behaviours, trigger automations, and segment audiences for marketing.
Think of tags as meaningful markers that answer the question: "What has this person done?" For example: attended a workshop, purchased a program, submitted an application, opted into a free guide, or booked a consultation.
Tags are not just organisational tools. They are automation triggers and segmentation tools.
Best Practice Tag Structure
We recommend naming tags clearly and consistently. Examples:
booked: discovery call
cancelled: discovery call
attended: discovery call
purchased: hormone program
opt in: gut guide
opt in: newsletter
submitted: contact form
submitted: practitioner application
Using a consistent format keeps your CRM readable and scalable.
How To Tag Contacts Manually
Manual tagging is useful when cleaning data or updating individual records.
To tag a single contact:
Go to Contacts
Open the contact profile
Locate the Tags area
Add a new tag or select an existing one
Save
To tag multiple contacts at once:
Go to Contacts
Select multiple contacts using the checkboxes
Click the Add Tag option in the toolbar
Choose or create a tag
Apply
Bulk tagging is helpful when importing contacts, cleaning old lists, or assigning campaign groups.
How To Tag Contacts Automatically
Automation is where tagging becomes powerful. You can automatically apply tags when a contact books an appointment, cancels an appointment, attends an appointment, submits a form, purchases a product, joins a community, or opts into a free resource.
To apply tags automatically:
Go to Automation → Workflows
Create a new workflow (or edit an existing one)
Choose your trigger (e.g. appointment booked)
Add an action: Add Contact Tag
Select or create the tag
Save and publish
Tags can also be used as triggers themselves. For example: if tag added = opt out, then disable marketing communication. This creates protective automation systems inside your CRM.
Understanding Smart Lists
Smart Lists are dynamic segments. They automatically update based on filters and rules. For example:
All contacts with tag "opt in: webinar"
All contacts who booked an appointment in the last 30 days
All contacts without a tag
All contacts in a specific pipeline stage
Unlike static lists, Smart Lists refresh automatically.
How To Create a Smart List
Go to Contacts
Click Add Smart List
Click Advanced Filters
Choose your filter type (e.g. Tag)
Define the rule (e.g. is, is not, contains)
Select the specific tag or criteria
Apply
Name your Smart List
Save
You can combine multiple filters for more advanced segmentation. Example: Tag is "opt in: webinar" AND Appointment status is "No Show". This level of segmentation allows targeted follow-up.
Sharing Smart Lists (Optional)
If working with a team:
Open your contacts.
On the far right side, click on the three dots next to the Add Contact button. Select Manage Smart Lists.
Adjust sharing permissions.
Select users to share with.
Save.
This ensures everyone works from the same segmented view.
Merge or Amend a Smart List
Open one of the Smart Lists you want to merge into — for example, your 5-star list.
Go to the advanced search filter for that list.
Add the filter conditions from the list you want to merge in — for example, tag → is → Follow up.
Click Apply.
Alvéya will prompt you to either save the updated filter setup or create a new list. Choose Save.
Once the merged list is saved and confirmed, you can delete the old list.
Sending Emails to a Group or Segmented Audience
Tags and Smart Lists can be used when selecting email recipients. When creating a campaign:
Go to Marketing → Email
Create a new campaign
Click send or schedule when finished designing the email
Choose recipients
Select a Smart List, specific tags, pre-built engagement segments, or individual contacts
This ensures relevant messaging to the right group.
Keeping Your CRM Clean
Use consistent naming conventions
Avoid duplicate tag variations
Merge duplicates regularly
Audit unused tags quarterly
A structured tag system prevents automation conflicts and reporting errors.
Frequently Asked Questions
Where can I manage or delete tags?
Go to Settings → Tags to manage all tags in your account.
How do I quickly find contacts with a specific tag?
Go to Contacts → Advanced Filters → Type in "Tags" → Select tags from the list → Adjust the filters → Click Apply.
Can I bulk remove a tag?
Yes. Filter by the tag first → select contacts in bulk → select More → and remove the tag from the toolbar.
Can I see what tags a contact has?
Yes. Open the contact profile and view the Tags section.
Can tags trigger automations?
Yes. Tags can act as workflow triggers, making them central to your automation logic.