Tags & Notes

Tags

What are Tags?

Tags are labels you attach to records for easy categorization and filtering. They're flexible, freeform, and can be used across Leads, Contacts, Deals, and other entities.

Adding Tags

1. Open any record (Lead, Contact, Deal)
2. Find the Tags section
3. Type a tag name and press Enter
4. Or select from existing tags (auto-suggest)

Tag Examples by Industry

Real Estate:

• 2BHK, 3BHK, villa, ready-to-move
• budget-under-50L, premium, NRI-buyer
• east-facing, garden-view, corner-unit

B2B Sales:

• enterprise, SMB, startup
• decision-maker, influencer, champion
• hot-lead, cold-lead, referral

Education:

• MBA, engineering, medical
• scholarship-eligible, international
• 2026-intake, 2027-intake

Food Export:

• organic, conventional, premium-grade
• middle-east, europe, asia
• LC-payment, advance-payment

Using Tags for Filtering

1. Go to any list view (Leads, Contacts)
2. Open Advanced Filters
3. Select field: "Tags"
4. Condition: "Contains" or "Is any of"
5. Value: Select one or more tags
6. Apply — see only records with those tags

Managing Tags

• View all tags: Settings → Tags (or from any list filter)
• Rename: Edit a tag to update it across all records
• Delete: Remove a tag (doesn't delete the records)
• Merge: Combine duplicate tags (e.g., "hot" and "Hot")

Tag Colors

Assign colors to tags for visual identification:

• Red for urgent/hot
• Green for qualified/approved
• Blue for specific product interest
• Yellow for needs attention
• Gray for general categorization

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Notes

What are Notes?

Notes are internal comments attached to any record. They're visible to your team only — never sent to the customer.

Adding Notes

1. Open any record → Go to Notes tab
2. Click + Add Note
3. Type your note (supports rich text — bold, italic, lists)
4. Click Save

Note Features

• Rich Text: Bold, italic, bullet lists, numbered lists
• Mentions: Tag team members with @name (they get notified)
• Timestamps: Auto-recorded when and who wrote it
• Edit/Delete: Modify or remove your own notes
• Pin: Pin important notes to the top

When to Use Notes

Scenario	Example
After a call	"Spoke with John. Interested in 3BHK. Budget: 80L. Follow up Thursday."
Research	"Company just raised Series B. 200 employees. Decision maker is VP Sales."
Internal discussion	"Don't offer more than 15% discount. Margin too thin on this product."
Handoff	"@sarah I'm transferring this lead to you. Context: hot buyer, budget confirmed, needs site visit."
Warning	"⚠️ Customer had a bad experience last year. Handle with care."

Notes vs Activities

Notes	Activities
Internal observations	Logged interactions
Not time-bound	Have date/time
No outcome/status	Have outcomes
Informal	Structured
For context	For tracking

Use Notes for thoughts and context.
Use Activities for actual interactions (calls, emails, meetings).

Searching Notes

• Notes are searchable within a record
• Find notes containing specific keywords
• Filter timeline by "Notes" type

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Combining Tags + Notes

Best practice workflow:

1. Tag a lead appropriately (industry, interest, priority)
2. Add a note explaining the context
3. Create a task for follow-up
4. Next rep who opens this lead has full context immediately

Example:

• Tags: 3BHK, premium, NRI-buyer, budget-1.5Cr
• Note: "NRI based in Dubai. Looking for investment property in Pune. Prefers east-facing. Available for site visit only on weekends. WhatsApp preferred."

Tips

• Tag consistently — Define tag conventions for your team
• Don't over-tag — 3-5 tags per record is ideal
• Use notes for context — Future you (or your teammate) will thank you
• Pin critical notes — So they're seen immediately when opening a record
• Review and clean tags — Monthly tag cleanup removes duplicates and outdated tags
• Use @mentions — Alert specific people without sending a separate message