Tags, Segments, and Customer Lists

Tags are the flexible layer of your database. Lead source tells you where someone came from, lead stage tells you where they are in the funnel, service type tells you what they buy — and tags handle everything else you want to slice by later. A tag costs nothing to add and makes a customer findable in one click two seasons from now.

Everything downstream in Rotor — campaigns, workflows, pipelines, bulk exports — is fed by lists you build with filters. Tags are how you make those lists possible.

Where tags come from

Tags are company-wide values managed in one place.

1. On desktop, go to Settings → Customization.

2. The tag list sits at the top. Add tags like North Utah, delete ones you no longer use, and drag the ones you use daily to the top — tags at the top appear first in dropdowns.

Important: a tag has to exist in Customization before you can filter by it. If you apply a tag during an import without adding it to the list first, you won't be able to filter your leads or customers by it afterward.

The same tag list applies to both leads and customers, which is what lets a tag survive conversion and keep working on the customer side.

Tags vs. the other fields

Every place a tag gets applied

• Manually, at creation. On the Add Lead form, type a tag in the Tags field and press enter. You can also add tags to an existing lead or customer from their profile.

• In bulk from a list. Filter the Leads or Customers page, select records with the checkboxes (click one, hold Shift, click another to grab a range), and bulk-add a tag to all of them.

• By the Meta integration. Meta leads are automatically tagged with the name of the form they submitted, and you can configure additional automatic tags on the connection — February Promo, Spring Campaign — so every lead from that connection is tagged on arrival. See Meta.

• By a workflow. The Add Tag and Remove Tag actions can tag any entity as part of an automation — for example, tag a customer Gutter Interest when they reply to a gutter campaign. See Workflows & Automations.

• From the power dialer. Reps can add tags and set follow-up dates as they work a call list, and the lead updates automatically.

• On import. Apply a tag to an entire imported file during the mapping step — the fastest way to mark a migrated list as Legacy Import.

• From a web form. Form Settings set a default source, stage, and priority; to tag form submissions, use a workflow with the Form submission trigger and an Add Tag action.

Building a list you can act on

Rotor doesn't ask you to maintain static lists. You filter, then act on the result.

1. Go to Leads (List View) or Customers.

2. Click the Filter icon and stack your conditions. On leads you can filter by stage, source, assigned user, tags, priority, and follow-up date. On customers you can filter by service type, frequency, source/tags, and assigned user.

3. Select the results with the checkboxes, or select all.

4. Take a bulk action.

What you can do with a selected list:

• Add to Campaign — under More Actions. This is the standard way to build a campaign audience: create the campaign first, then filter and push the audience into it. See Campaigns.

• Add to Pipeline — enroll the whole segment as opportunities at the starting stage, then let stage automations do the outreach. See Pipelines.

• Bulk-add a tag — turn a one-time filter result into a permanent, reusable segment.

• Download to CSV — for outside reporting or a mail house.

• Archive (leads) — clear dead leads out of the active pipeline without losing history.

To reuse a filtered list later, bulk-tag the result so you can pull it back with one filter.

Tags feeding automation

Tags aren't just for finding people — they trigger things. Workflows can fire on a Tag added event for leads, opportunities, and customers, which turns tagging into a manual switch your team can flip.

A common setup for a window cleaning company: create a tag Wants Spring Quote. Build a workflow triggered by that tag being added on a customer, with actions to create a task for the office and send a text offering a spring slot. Now any rep who hears "call me in April" just adds the tag and the follow-up runs itself. Add a Conditional Split if you want different messaging for quarterly-plan customers versus one-time customers.

Tag-based filters also power your Inbox, where custom inboxes can be filtered by tag, lead source, or lead stage so the right conversations reach the right rep.

A tag convention that scales

The failure mode with tags is a list of 200 one-off labels nobody remembers. Pick a small number of categories and prefix consistently so the dropdown stays readable.

Tips

• Decide who is allowed to create tags. One person owning the list prevents gutters, Gutter, and gutter interest from all existing at once.

• Add the tag in Customization first, then use it — especially before an import or a Meta connection change.

• Keep the five or six tags your team uses daily at the top of the list.

• Review quarterly and delete tags nobody has filtered on.

• Don't recreate lead source, stage, or service type as tags. Filter on those fields directly and reserve tags for what they can't express.

Congratulations! You can now tag leads and customers and turn any filter into a campaign audience, a pipeline, or an export in Rotor.

Have additional questions? Our team is ready to help you succeed. Contact us through the chat or drop us an email at support@getrotor.com.

Related articles

• Customization — manage the company-wide tag list

• Campaigns — send a filtered list a campaign

• Pipelines — enroll a segment as opportunities

• Workflows & Automations — add or remove tags automatically