What are contact tags and smart lists?
Tags are the foundation of organized contact management in IVOREY. Think of them as digital labels that help you categorize 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 adding tags, you can then create "Smart Lists" which allow you to have dynamic, up-to-date lists of contacts for email segmentation and other purposes.
Actions We Always Recommend Tagging:
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!
Watch this 8 minute training, or jump to the written sections of this article to find what you need:
How to Add Tags to Your Contacts
There are two main ways to tag your contacts, and we'll explore both methods to help you choose what works best for your workflow.
Option 1: Manual Tagging
When you need to tag contacts individually or in small groups for something that's already happened - manual tagging is your go-to method. Here's how it works:
For individual contacts, simply open their profile and look for the tags section on the left side. You can either type a new tag or choose from your existing ones. It's quick and straightforward – perfect for those moments when you're working one-on-one with a client and want to note something specific about them.
For multiple contacts, IVOREY makes it just as easy. Select the contacts you want to tag from your main contact list, click "Add Tag," and apply your chosen tag to everyone at once.
Option 2: Automated Tagging with Workflows
Here's where IVOREY really shines – automated tagging takes the manual work off your plate. Imagine automatically tagging every contact who books a consultation or purchases a specific service. Here's how to set it up:
Navigate to your Workflows section
Create a new workflow from scratch
Choose your trigger (like when someone books an appointment)
Add the action called "Add contact tag"
Publish your workflow and hit save
How To Segment Your Contacts Into Smart Lists
Smart Lists are one of IVOREY's most powerful features. Unlike static groups, these lists automatically update based on the criteria you set. Think of them as living, breathing segments of your audience that stay current without any manual updating needed.
How To Create A Smart List
Go into [Contacts] and you'll see a [Filter] button on the right
Use the Filters feature to define your criteria
Consider important factors like:
Tags
DND (Do Not Disturb) status
Contacts with a valid email
Save your filtered group as a Smart List by clicking the [Save To Smart List] button at the bottom of the filter panel.
If you want to share your smart list with all users of your account, go to the [Smart Lists] tab of your contact area, and select the 4 lines, then change the settings to Global.
Example Smart Lists To Create
A smart list for:
All active clients
Clients in certain services/programs/cohorts
Anyone who has ever purchased/past clients
Leads who haven't ever purchased
All affiliates
Newsletter list
And so on!
How To Send Email Broadcasts To Certain Contacts
When it comes to sending targeted emails, IVOREY makes it easy to reach the right people by segmenting with tags and smart lists. Here's how to put all your hard work with tags and smart lists into action:
Head to [Marketing] then [Emails]
Create a new email
When you're ready to send, choose your audience using:
Your carefully crafted Smart Lists
Specific tags
Pre-built segments based on engagement
Individual contact selection
Best Practices for Success
Let's wrap up with some proven strategies to make the most of IVOREY's contact management features:
Start with a tagging strategy that makes sense for your business
Use consistent naming conventions for your tags
Regularly review and update your Smart Lists
Take advantage of automated workflows for tagging
Always consider engagement levels when sending emails
Remember, the goal is to create a system that works for you and helps you build stronger relationships with your contacts. Take the time to set it up right, and you'll save countless hours down the road.
Need help getting started? Our support team is always here to help you make the most of these features. Just reach out via the chat widget from the IVOREY dashboard, and we'll guide you through any questions you might have.
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.