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Tag contacts

How to create, organize, and use tags to keep your contacts structured and easy to work with

Tags are one of the simplest and most flexible ways to organize your CRM in Prezly. Think of them as sticky notes you can attach to contacts to describe who they are, what they cover, or why they matter to your work.

A single contact can have multiple tags, which means you can layer information like Region, Beat, or Campaign without creating duplicate lists.

Tags become especially useful as your contact database grows. Instead of maintaining static lists, you can use tags to instantly pull up the right people for a pitch, campaign, or follow-up. For example, you can filter for tech journalists in Europe or influencers involved in a specific client project in just a few clicks.

Because tags are shared across your team, they also help maintain consistency. When everyone uses the same naming style, the CRM stays clean and easy to work with.

Creating a contact tag

You can create new tags at any time. It is fine to start with a small set and expand as your tagging needs become clearer.

  1. Go to More → Contact tags
  2. Click Create tag
  3. Enter a name
  4. (Optional) Assign it to a tag group
  5. Click Create tag

Tagging your contacts

You can tag contacts individually or in bulk.

Tag an individual contact

  1. Open a contact profile
  2. Find the Tags section in the right-hand sidebar
  3. Click + Add
  4. Add or remove tags
  5. Save your changes

Tag multiple contacts at once

  1. Open Contacts
  2. Filter or search to find the right contacts
  3. Select contacts with the checkboxes
  4. Click Tag in the bottom action bar
  5. Choose existing tags or create a new one
  6. Click Apply

Adding tags during contact import

Tagging during import keeps your CRM organized from the start.

Option 1: Add tags in your spreadsheet

This works well when the contacts you're importing already belong to categories.

  • Add a column called Tags in your CSV
  • Add one or more tags per contact, separated by commas
  • Import your file and Prezly will create or match tags automatically

Option 2: Tag after importing

  • Use the Import success screen, and bulk tag them following the steps above
  • Or go to Imports later, find the imported contacts, and bulk tag them following the steps above

Removing tags from contacts

You can remove tags individually or in bulk.

Bulk removal

  1. Go to Contacts
  2. Filter or search
  3. Select the contacts
  4. Click Remove tags
  5. Choose which tags to remove
  6. Apply the changes

Remove from a single contact

  1. Open the contact
  2. Go to the Tags section
  3. Click the X next to the tag you want to remove

Tag Groups

 

Tag groups help you organize your growing tag library by collecting related tags together. As your CRM becomes more complex, tag groups prevent clutter and make it easier to browse tag pickers.

A tag group can simply be seen as a category such as Region, Industry, or Campaign. Grouping helps others in your team understand which tags are available and reduces the chance of creating duplicates or almost-duplicate variations.

Creating a tag group

  1. Go to More → Contact tags
  2. Select one or more tags
  3. Click Add to group
  4. Pick an existing group or click Add new tag group
  5. Name the group and choose a color
  6. Click Add tag group

Deleting tag groups

Deleting a tag group does not delete any tags or contacts. It only removes the grouping. Any tags inside the group become ungrouped.

  1. Go to More → Contact tags
  2. Click the checkbox or the menu icon next to the group
  3. Select Delete
  4. Confirm

Views

Views (previously called segments) are where tags become most powerful. A view is a dynamic list of contacts that updates automatically whenever new contacts match your filters.

This helps teams keep lists accurate without extra maintenance. Views are ideal for ongoing categories such as tech journalists in France, sustainability reporters, or contacts involved in a specific campaign.

Creating a view using tags

  1. Go to Contacts
  2. Open the filters panel
  3. Add a rule such as Tag → is → [choose your tag(s)]
  4. Review the filtered list
  5. Click Save view
  6. Give your view a name

Your view will now update automatically when new contacts are tagged.

5 best practices for tagging

A good tagging system keeps your CRM clean and easy to use. Without any guidelines, your tags can become cluttered or inconsistent over time.

Use the principles below to keep things simple and maintainable.

1. Use tags to describe characteristics, not actions

Tags should describe who the contact is, not what you plan to do with it.

  • Good tags: Tech, UK, Fashion Editors, Campaign: Summer 2025
  • Avoid tags like: To pitch, Needs follow up, Do not email

2. Keep tag names short and predictable

Short and consistent names help everyone use the same system. If two tags mean the same thing, merge or standardize them.

3. Use tag groups to avoid clutter

Grouping tags by category helps keep your tag library organized and prevents accidental duplication.

4. Review your tags regularly

Tags change as your work changes. A quick quarterly review helps keep your list relevant.

5. Use views instead of static lists

Views update automatically and help keep your team aligned. Static lists require ongoing manual updates and tend to go out of date.