Template
Tag map worksheet
Group tags by category and lock a naming convention.
Week 2
Related training lesson: Week 2: Tags, Custom Fields, and Custom Values
Purpose
Use this worksheet to organize tags by category, prevent duplicate meanings, and create a naming convention the whole team can follow. Tags should help the CRM find, segment, trigger, exclude, or understand contacts.
When to Use This Template
- Before creating tags in a new account
- Before cleaning a messy tag list
- Before building workflows or campaigns that depend on tags
- Before importing contacts with source or batch tags
- When the team creates tags inconsistently
How to Use It
- Define the naming convention first, then group tags by category. Do not delete or rename existing tags until workflow, smart list, campaign, and reporting dependencies are checked.
Template / Checklist Content
Naming Convention
| Rule | Decision |
|---|---|
| Recommended format | category-detail |
| Example | source-facebook |
| Approved case | lowercase |
| Word separator | hyphen |
| Who can create new tags? | |
| Where is the tag map stored? |
Tag Category Map
| Category | Purpose | Examples | Approved tags for this account |
|---|---|---|---|
| source-* | Where the contact came from | source-website, source-referral | |
| interest-* | What the contact is interested in | interest-crm, interest-training | |
| status-* | Broad relationship status | status-client, status-past-client | |
| campaign-* | Campaign membership or history | campaign-webinar-july | |
| service-* | Service or product relationship | service-crm-setup | |
| internal-* | Team-only operational label | internal-needs-review |
Tags to Review or Remove
| Current tag | Problem | Dependency to check | Keep, rename, merge, or archive |
|---|---|---|---|
Before You Change Existing Tags
- Check workflow triggers
- Check smart lists
- Check forms and imports
- Check campaigns
- Check reporting views
- Check related SOP documentation
Before You Finish
- ✓Approved categories are defined
- ✓Duplicate tags are identified
- ✓Tags that should become custom fields are identified
- ✓Status tags do not duplicate pipeline stages without a reason
- ✓Workflow and smart list dependencies are checked before removing tags
- ✓Team knows who can create new tags