Paste your tag list & get it sorted into what's live, what's audience, what's cleanup & what nobody can tell from the outside.
📌 Heads up: the Contacts & Projects numbers in Tag Management only count active contacts & projects. Archived projects & archived contacts aren't included, so a tag showing 0 may still be on years of past events. The glossary sorts with that in mind.
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Tag name on one line, the two counts on the next. Extra header rows & blank lines are ignored.
🔒 Your tags & notes are saved in this browser only, so you can close the tab & pick up where you left off. Nothing you paste or type is uploaded. Start over clears it (worth doing on a shared computer). Saving your glossary asks for your name & email through a Flodesk form, which adds you to my email list. The page counts anonymous clicks (like "sorted" or "saved as PDF") with Google Analytics so I can see what's useful; tag names & notes are never included.
Project tags are applied to a specific job or booking. These are the powerful ones… they can move pipeline stages, start & stop workflows, and be used for search. Contact tags are applied to the person. Great for segmenting your audience by client type, lead source or booking history, & for filtering your contact list down before you export it.
The Tag Management screen shows one list with a count for each. A tag can carry both.
Automation tags are functional… they make things happen. A project tag can start a workflow, stop one, or move a project to a new pipeline phase.
Search & organization tags sit quietly on a record & wait for you to need them. All your corporate clients, all last year's graduations, all your tax exempt accounts. They don't trigger anything; they help you find & filter.
Some tags do both. A "confirmed job" tag might move a project into your Confirmed phase & also serve as a filter. That's not a problem, that's 17hats being efficient. Just know what it's doing so you stay in control.
A messy tag list usually means nobody decided which job each tag was doing.
Via lead capture form: when someone submits your inquiry form, tags can be applied automatically, including ones based on dropdown answers like event type or lead source.
Via questionnaire answer: when a client picks an option (like "do you need teardown?"), their answer can apply a project tag, which can then trigger a whole workflow.
Via online scheduling: when someone books one of your scheduling services (a consultation, a design call, a site visit), the booking can apply tags automatically.
Via workflow action: a running workflow can add or remove tags at any step.
Manually: some tags just make sense to apply yourself, like corporate client, VIP or repeat customer.
This is the reason a tag list alone can't tell you what's safe to delete. Four of those five happen without anyone touching the tag, & none of them are visible from the Tag Management screen.
Automation tags tend to describe a status or action: quote sent, confirmed job, needs takedown. Search tags tend to describe a characteristic: corporate client, repeat customer, tax exempt. That pattern alone makes a list far easier to read. Tags support spaces, so names can be as readable as you want.