Before You Dive In
This article is one step from our Master Help Guide: All About the CRM. We recommend starting with the visual walkthrough video and examples inside the Master Help Guide before diving into the technical breakdown below.
Each Master Help Guide acts as your project plan – teaching you the feature, laying out the steps in the right order, and linking to every resource you’ll need along the way.
This guide is perfect if you want to:
Organise your contacts in Ivorey™ using tags
Automatically apply tags through workflows and triggers
Create dynamic Smart Lists based on tags and other criteria
Keep your contact data clean, searchable, and up-to-date
How To Segment Your List With Tags and Smart Lists
Tags are the foundation of organised contact management in Ivorey™. Think of them as digital labels that help you categorise and remember important information about your contacts. For example, you might want to tag someone who's attended your workshop, purchased a specific product, or shown interest in particular services.
By tagging contact actions, you'll be able to segment and sort your list for email marketing, data analysis and other initiatives. The video below shows you how to create contact tags, smart lists and then use them inside your email marketing.
Note: Below are some example actions we always recommend tagging to ensure you're set up for best practice
When someone books an appointment e.g. "booked: calendar name"
When someone cancels an appointment e.g. "cancelled: calendar name"
When someone attends an appointment e.g. "attended: calendar name"
When someone buys a product or service e.g. "purchased: offer name"
When someone becomes an affiliate e.g. "opt in: affiliate campaign name"
When someone signs up for a freebie e.g. "opt in: freebie name"
When someones signs up to a newsletter e.g. "opt in: newsletter"
When someone submits an application e.g. "submitted: application name"
When someone submits a contact form e.g. "submitted: contact form"
And so on!
Click here for the written steps: Tag contacts manually
Click here for the written steps: Tag contacts manually
To tag your contacts, from the Ivorey™ main menu, go to Contacts > click on the contact profile > on the left click on the [Actions] tab and add the tag under tags. You can either type a new tag or choose from your existing ones
For multiple contacts, you can select multiple contacts by checking the box by their names on your contact list, then select the [Add Tag] icon on the top toolbar, and apply your chosen tag to everyone at once
Click here for the written steps to: Tag contacts automatically
Click here for the written steps to: Tag contacts automatically
To tag contacts automatically after they take a certain action (e.g. complete a form, book an appointment, or purchase a product), go to Workflows > click on the [Create New] button (or select the existing workflow if you want to simply add a step)
Choose your trigger (like when someone books an appointment)
Add the action called Add contact tag and select or create a new tag
Toggle your workflow to publish mode and hit [Save]
Note: You can also use tags as triggers for workflow automation. For instance, you can create a workflow to suppress marketing communications automatically when a contact is tagged as "opt-out."
Simply set your workflow's trigger to Contact Tag, choose [tag added] as the filter, and specify the tag in question. Then, configure appropriate actions like disabling email communication or sending relevant notifications
Click here for the written steps to: Create a smart list
Click here for the written steps to: Create a smart list
To create a smart list, go into [Contacts] > and click the [+ Add Smart List] button at the top
Click the [Advanced Filters] button > choose the filter you want to use (e.g. tag) > define your criteria by selecting a rule from the Is drop-down (e.g. is, is not, is not empty, etc.) and select a specific option from the Please Select drop-down (e.g. the specific tag) > and click the [Apply] button, at the bottom
Give your smart list a relevant name > and save by clicking the [Create] button, at the bottom
(optional) If you want to share your smart list with users/team members in your account, make sure you have selected your new smart list tab, at the top of the page > click the [Customise List] button, on the right side > click [Sharing & Permissions] > select Share with all users, or Share with selected users and select the users > then click the [Share] button
Click here for the written steps to: Send emails to certain contact segments
Click here for the written steps to: Send emails to certain contact segments
To send emails to certain smart lists or contacts with particular tags, from the main Ivorey™ menu, go to [Marketing] > [Emails] > Create a new email
When you're ready to schedule your email, you can choose your audience using:
A smart list
Specific tags
Pre-built segments based on engagement
Individual contact selection
Next Steps
If you’ve completed the steps above, head back to the Master Help Guide on the CRM to move onto the next phase.
Each Master Help Guide acts as your project plan - teaching you the feature, laying out the steps in the right order, and linking to every resource you’ll need along the way.
Frequently Asked Questions
Where can I manage, edit or delete tags?
Where can I manage, edit or delete tags?
From the main Ivorey menu, go to [Settings] then [Tags] to manage all tags in your account.
Note: To quickly locate contacts associated with particular tags, go to your Contacts section, click on [Filter], and set the filter criteria to the tag you want to find. Apply the filter to view only the relevant contacts matching your selection.
Need Help?
Hit the support chat widget inside Ivorey™ - we can:
Walk you through any of the steps
Troubleshoot anything that’s not working
We’re here and ready to help via the chat widget in the bottom right of your Ivorey™ account. Or if you are looking for done-for-you support, you can browse our current services here 🤍