Managing Client Tags

Client tags are one of the most visually distinctive features in AccuArk's CRM. While lead sources and ticket categories are simple text labels, client tags combine a name with a custom color to create colored badges that appear on customer profiles. These badges provide instant visual identification, letting you classify customers at a glance without opening their full records.

This article explains what client tags are, how they differ from other CRM lookup fields, how to configure them through CRM Settings, how to assign them to customers, and how to develop a tagging strategy that works for your business.

What Are Client Tags?

A client tag is a colored label that you can assign to a customer record. Each tag has a unique name and a custom color defined by a hexadecimal color code. When a tag is assigned to a customer, it appears as a small colored badge on the customer's profile, making it easy to identify the customer's status, tier, or classification without reading through detailed records.

Unlike lead sources (which track how a customer found your business) or ticket categories (which classify support issues), client tags are general-purpose labels. You can use them for any classification scheme that makes sense for your business, from marking VIP customers to flagging accounts that need extra attention.

Key Differences from Lead Sources and Ticket Categories

The many-to-many relationship is particularly important. A single customer can have multiple tags assigned simultaneously (for example, both "VIP" and "Wholesale"), and a single tag can be assigned to many different customers.

Where Client Tags Appear

Client tags appear in the following locations within AccuArk:

Customer Form — Customer Info Tab — CRM Settings Group

On the Customer Info tab, within the CRM Settings group, there is a Tags button. Clicking this button opens a dialog where you can view and manage the tags assigned to the current customer. The dialog shows all available active tags with checkboxes, and you can check or uncheck tags to assign or remove them.

Customer Profile Display

Once tags are assigned to a customer, they appear as colored badges on the customer profile. Each badge displays the tag name in text with the tag's configured color as the background. For example, a customer tagged as "VIP" would show a gold badge, while a customer tagged as "At Risk" would show a red badge. These badges provide immediate visual context about the customer.

Accessing Client Tag Configuration

Client tags are configured through CRM Settings. To access the configuration screen:

1. Open the CRM menu from the main menu bar.
2. Click CRM Settings.
3. In the CRM Settings window, click the Client Tags tab.

Permission Required

You must have the CRM_MANAGE_PIPELINE permission to access and modify client tag settings. Without this permission, you cannot open CRM Settings. Contact your system administrator or a user with the Super Admin role if you need access.

The Client Tags Tab

The Client Tags tab displays a grid listing all configured tags. The grid has the following columns:

Default Seed Tags

When AccuArk is first installed, the system comes pre-loaded with five default client tags. Each tag has a carefully chosen color to provide clear visual differentiation:

These defaults provide a solid starting point, but you should customize them to match your business's specific needs.

Client Tag Fields

Each client tag has three configurable fields:

Tag Name

The tag name is the text that appears inside the colored badge on customer profiles and in the tag assignment dialog. Tag names must be unique across the entire system. You cannot create two tags with the same name.

Choose short, descriptive names that convey meaning at a glance. Tags are displayed as compact badges, so shorter names work better visually. "VIP" is more effective than "Very Important Premium Customer."

Color Hex

The color hex field stores a 6-digit hexadecimal color code that defines the badge color. The format is a hash sign followed by six characters (for example, #FFD700 for gold or #FF4444 for red). This color is used as the background of the badge when the tag is displayed.

When choosing colors, consider the following:

• Contrast: Choose colors that provide good contrast with white or black text so the tag name remains readable inside the badge.
• Distinction: Make sure each tag has a visually distinct color. If two tags look too similar, it defeats the purpose of color-coding.
• Meaning: Use colors that intuitively match the tag's meaning. Red suggests urgency or risk, green suggests positive status, gold suggests premium value, and blue suggests neutral or informational status.

Is Active

The Is Active flag controls whether the tag appears in the tag assignment dialog. When active, the tag is available for assignment to customers. When inactive, it is hidden from the dialog but remains on any customer records where it was previously assigned.

Deactivating a tag is the recommended way to retire a tag you no longer need. The tag will continue to display on existing customer profiles (with its original color and name), but it cannot be assigned to new customers.

Adding a New Client Tag

To add a new client tag:

1. Open CRM > CRM Settings > Client Tags tab.
2. Click the Add button on the ToolStrip.
3. Enter the Tag Name. Make sure it is unique.
4. Click the color picker to choose a color, or type the hex code directly into the color field (e.g., #9C27B0 for purple).
5. The Is Active flag defaults to active.
6. Click Save to save the new tag.

The new tag will immediately become available in the tag assignment dialog for all customers.

Editing an Existing Client Tag

To edit a client tag:

1. Open CRM > CRM Settings > Client Tags tab.
2. Select the row for the tag you want to modify.
3. Click the Edit button on the ToolStrip.
4. Modify the Tag Name, Color, or Is Active status as needed.
5. Click Save to apply your changes.

If you change the color of a tag, the new color will immediately appear on all customer profiles that have that tag assigned. If you rename a tag, the new name will display everywhere the tag appears. The system references tags by their internal ID, so renaming and recoloring are both safe operations.

Deleting a Client Tag

To delete a client tag:

1. Open CRM > CRM Settings > Client Tags tab.
2. Select the row for the tag you want to delete.
3. Click the Delete button on the ToolStrip.
4. If no customers have this tag assigned, it will be permanently removed.
5. If any customers have this tag assigned, the deletion will be blocked and you will see an error message.

As with other CRM lookups, deactivating is preferred over deleting. Deactivation preserves the visual history on existing customer profiles.

Assigning Tags to Customers

Once you have configured your client tags, you can assign them to individual customer records. Here is how:

1. Open a customer record from the Customers menu.
2. Navigate to the Customer Info tab.
3. In the CRM Settings group, click the Tags button.
4. A dialog appears showing all active tags with checkboxes next to each one.
5. Check the tags you want to assign to this customer.
6. Uncheck any tags you want to remove from this customer.
7. Click OK or Save to apply your changes.

The assigned tags will immediately appear as colored badges on the customer's profile.

Multiple Tags Per Customer

A customer can have any number of tags assigned simultaneously. For example, a customer might be tagged as both "VIP" and "Wholesale" if they are a high-value business client. There is no limit to the number of tags that can be assigned to a single customer.

Removing Tags

To remove a tag from a customer, open the tag assignment dialog (using the Tags button on the Customer Info tab) and uncheck the tag you want to remove. The tag will be removed from the customer's profile immediately upon saving.

How Tags Display on Customer Profiles

Assigned tags appear as small colored badges on the customer profile. Each badge shows the tag name as text with the tag's configured color as the background. The visual effect is similar to labels or badges you might see in email or project management applications.

For example, a customer with three tags might display:

• A gold badge labeled "VIP"
• A blue badge labeled "Wholesale"
• An orange badge labeled "Priority"

This arrangement provides instant visual context about the customer. A support agent opening this customer's record can immediately see that they are dealing with a high-value wholesale client who needs priority handling, all without reading through notes or history.

Developing a Tagging Strategy

Tags are most effective when used as part of a deliberate strategy. Here are some approaches to consider:

Customer Value Tiers

Use tags to indicate customer value. The default "VIP" tag is a starting point, but you might add additional tiers such as "Silver," "Gold," and "Platinum" with corresponding colors. This helps your team quickly identify which customers warrant premium service.

Risk Management

The "At Risk" tag (red) is designed for customers who show signs of churning. You might assign this tag to customers who have not made a purchase in a certain period, who have unresolved complaints, or who have expressed dissatisfaction. Red is an attention-grabbing color that ensures these customers do not fall through the cracks.

Lifecycle Stages

Use tags to track where customers are in their lifecycle. "New Customer" (green) marks recent acquisitions who may need onboarding. You might add tags like "Returning Customer" or "Loyal Customer" to highlight long-term relationships.

Business Type

The "Wholesale" tag (blue) distinguishes B2B customers from retail customers. You might add additional business-type tags such as "Government," "Non-Profit," or "Reseller" to further segment your customer base.

Special Handling

The "Priority" tag (orange) flags customers who need expedited or special service. This might include customers with time-sensitive projects, customers involved in escalations, or customers who have been promised special attention by management.

Best Practices for Client Tag Management

Keep Tags Focused

Avoid creating too many tags. A manageable set of 5 to 10 well-defined tags is more useful than a sprawling list of 30 tags that nobody uses consistently. Each tag should have a clear, specific purpose.

Use Meaningful Colors

Choose colors intentionally. Red should indicate urgency or risk. Green should indicate positive status. Gold or yellow should indicate premium value. Blue is a good neutral color for informational tags. Consistent color conventions across your organization make tags intuitive for all team members.

Document Your Tag Definitions

Create internal guidelines that define what each tag means and when it should be applied. For example, define the specific criteria for tagging a customer as "At Risk" (e.g., no purchases in 90 days, unresolved complaint older than 30 days). This ensures consistent tagging across your team.

Review Tag Assignments Periodically

Tags should reflect the current status of each customer. Schedule periodic reviews to ensure that tags are still accurate. A customer tagged as "New Customer" six months ago should probably have that tag removed. A customer whose engagement has improved should have the "At Risk" tag removed.

Combine Tags with Other CRM Features

Tags work best when used alongside other CRM features. For example, when you notice a customer's activity declining on the CRM Dashboard, assign the "At Risk" tag and create a follow-up task. When a deal closes for a large amount, assign the "VIP" tag. Integrating tags into your CRM workflow makes them a living part of your customer management process rather than static labels.

What to Read Next

• Using Customer Tags — Advanced strategies for using tags in day-to-day customer management
• Customer Profile and Information Tab — Understanding the Customer Info tab where tags are managed