Tags

Tags are colored labels you apply to leads to organize them however your team works: by campaign, by source, by priority, or anything else. Tags are shared across your whole organization, so a tag one person creates is available to everyone, and you can filter your pipeline by any combination of them.

How tags work

• Org-wide catalogue. Your organization has a single list of tags. Admins create and manage this list; everyone can apply the tags to leads and filter by them.
• Colors. Each tag has a color from a fixed palette, so tagged leads are easy to scan at a glance.
• Many per lead. A lead can carry any number of tags at once.
• Stable IDs. Every tag has a permanent ID under the hood. Renaming a tag never breaks filters, smart views, Loops, routing rules, or reports that use it.

Managing the tag catalogue (admins)

Admins manage the catalogue from Settings → General → Tags. The manager shows every tag with its usage count, and includes a name search, sortable columns, and Active / Archived tabs so a large catalogue (for example after a CRM import) stays workable.

Creating a tag

1. Go to Settings → Tags and click New tag.
2. Type a name (up to 64 characters) and pick a color.
3. Optionally scope who sees it in pickers with Visible to (see below).
4. Check the live preview, then click Create tag.

Tag names are case-insensitive and must be unique. If a tag with the same name already exists, you'll be told instead of creating a duplicate.

Renaming or recoloring a tag

Click the pencil icon on any row to change a tag's name or color. The change applies everywhere the tag is used. There's nothing to update on individual leads.

One caveat if you use automations that send tags by name (for example n8n flows): after a rename, a flow still sending the old name will re-create it as a new tag. Update those flows to send tag IDs instead; see the n8n guide.

Merging tags

Duplicates pile up: "VIP", "vip client", and an imported "VIP-2024" are all the same idea. To collapse them:

1. Tick the checkboxes of two or more tags (up to 20 losers and a winner in one merge).
2. Click Merge in the bar that appears at the bottom.
3. Pick the tag that survives. Everything the others touch moves to it: the leads that carry them, auto-assignment rules, smart views, and Loops steps.
4. Confirm. The other tags stop existing.

A lead carrying both the winner and a merged tag ends up with a single chip, so the winner's lead count can be less than the sum. Merging is permanent, and it deliberately does not fire lead.tagged webhooks for every affected lead: a merge is a catalogue cleanup, not thousands of lead events.

Archiving a tag

Archiving retires a tag without touching history. An archived tag:

• disappears from every picker (web, iOS, and the n8n dropdown), so nobody applies it to new leads;
• stays on the leads that already carry it, and keeps working in filters, smart views, and Loops that already reference it;
• can be unarchived at any time from the Archived tab.

Use archive when a campaign ends or an imported tag is obsolete but you don't want to erase what it recorded. Use the row action on a single tag, or select several and use the bulk bar.

Deleting a tag

Click the trash icon on a row (or select several and use the bulk bar) and confirm. The tag is removed from every lead that had it, and any smart views, Loops, or auto-assignment rules that referenced it are cleaned up too. The leads themselves are untouched; only the tag is cleared. This can't be undone. If you might need the history later, archive instead.

The Leads column on the catalogue shows how many leads currently carry each tag, so you can see at a glance which tags are in active use before merging, archiving, or deleting one.

Scoping who sees a tag (Visible to)

By default every tag is visible to the whole team. If parts of your catalogue only matter to certain people (say, a lettings tag set the sales side never uses), edit the tag and pick members under Visible to. A scoped tag:

• appears in the tag picker only for the selected members (admins always see everything);
• still shows on any lead that carries it, for everyone, so nothing on a lead is ever hidden;
• keeps appearing in filters, smart views, and reports for the whole team, since analysis should see all data.

This is a noise filter for pickers, not a permission system.

Applying tags to leads

You don't need to be an admin to tag a lead. Any member can.

• From the lead table. In the Tags column, click the tag pill on any row to open the picker. Tick the tags you want, or untick to remove them. Selected tags show as colored chips right in the cell.
• From the lead detail page. Open any lead and find Tags in the sidebar (near Status and Assigned to). Click to open the same picker.

If you're an admin, you can also create a tag on the fly: start typing a new name in the picker and choose Create "…". The tag is added to the catalogue and applied to the lead in one step. Members see only the existing tags to choose from.

Filtering leads by tag

On any pipeline stage (New, Potential, and so on), use the Tags filter in the toolbar, next to the member filter. Pick one or more tags to show only leads carrying any of them. Choose Clear filter to go back to all leads.

The tag filter combines with the other filters. For example, you can view Potential leads, assigned to a specific team member, that carry a given tag.

Tags and Inmobalia imports

When you import contacts from Inmobalia, the migration wizard includes a Source Mapping step. There you can map each Inmobalia contact source to a Fondaro lead source and, optionally, to one of your tags. Any source you map to a tag will have that tag applied automatically to the leads it brings in.

Only the tags you explicitly map are created or applied. Inmobalia's own free-form tags are not imported automatically. If you undo an import, the imported leads (and the tags applied to them) are removed, but your tag catalogue is kept, so a re-run reuses the same tags. A re-run also respects your cleanup: an archived tag matched by name is reused as-is, not resurrected into the active list.