Tags and custom fields, in plain terms
Use tags to sort people into groups and custom fields to keep the details that matter to your practice, then use both to filter and personalize.
Tags and custom fields are the two ways to keep track of what matters about each person. Set up a few of each now and your filters, lists and follow-up emails all get easier.
The difference
| A tag | A custom field | |
|---|---|---|
| Think of it as | A sticker on a folder | A blank on an intake form |
| Answers | "Is this person in this group?" | "What's this person's ___?" |
| Examples | past-client, workshop-oct-2026, referral-partner, no-show |
Coaching focus, Program start date, Referred by, Preferred session day |
| A person can have | As many as you like | One value per field |
Rule of thumb: if the answer is yes or no, use a tag. If the answer is a word, date or number you'd want to see or put in an email, use a custom field.
Step 1: Create your tags
- Go to Settings and open the Tags card under Data & Records.
- Click Create Tag.
- Enter a Name, for example "Past client".
- Pick a Color and add a Description if it helps your team know when to use it.
- Click Create.
Your tags are listed on the Custom tab. To rename or recolor one, click the pencil on its row and click Update. The bin deletes it.
Keep tags tidy
Pick one style and stick to it, for example lowercase with hyphens. Ten well-used tags beat fifty you've forgotten about.
Step 2: Tag people
- One person: open their contact page and add the tag under TAGS on the profile card. See Find everything about a client on their contact page.
- Many people: tick them on Contacts and click Tags on the bar at the bottom. See Update many contacts at once.
- During an import: choose a tag under Add Tags to All Contacts. See Import your contacts from a spreadsheet.
- Automatically: forms, purchases and automations can add tags for you. See Build your first workflow.
Step 3: Create a custom field
- Go to Settings and open the Custom Fields card under Data & Records.
- Click Add Field.
- Choose Contact as the entity, so the field shows on people. (Fields can also belong to opportunities, products and invoices.)
- Choose a type. Use a dropdown when the answer is one of a few choices, like "Leadership / Career / Life transition". It keeps filters clean.
- Name the field by what it means, for example "Coaching focus", not "Form question 3".
- Save. Optional: use Add folder to group fields.
The new field shows under CUSTOM FIELDS on every contact page.
Step 4: Use them
- Filter: click Tags on Contacts to see everyone with a tag. See Find contacts with filters and lists.
- Collect answers: a booking question or form question can save straight into a custom field. See Ask questions when clients book and Send form answers to the right contact fields.
- Personalize messages: every field has a merge tag, like
{{contact.first_name}}. Put it in an email and it fills in each person's value. Find a field's merge tag in the Merge Tag column in Settings > Custom Fields. Built-in fields are listed under System Fields with a copy icon.
Check it worked
- Your tag shows on the contact's profile card, and the Tags filter on Contacts finds them.
- Your custom field appears under CUSTOM FIELDS on a contact page.
If something's off
- A merge tag prints as text in an email: copy it again exactly from the Merge Tag column, braces and all.
- You want to delete a built-in field: you can't. System fields stay, but you don't have to use them.
- A custom field isn't on contacts: check its Entity is Contact.
- Deleting a field or tag: forms and automations that use it stop filling it in. Check with us before deleting one that's in use.