Contact Tagging
Contact Tagging lets property teams organize, categorize, and quickly identify key stakeholders and decision-makers across the tenant portfolio. Tags give your entire staff — from frontline concierge to property managers — instant context about who matters, so VIPs and critical stakeholders receive personalized, informed service.
Tag types
| Custom tags | System tags | |
|---|---|---|
| Created by | Your team | HqO (pre-created) |
| Examples | VIP, Executive, Decision Maker, Facilities Lead, Finance Contact | Primary Contact, Show on Overview, Emergency Contact, Tenant Point of Contact |
| Editable | Fully — name, color, description | No — protected to keep product features working consistently |
| Deletable | Yes, at any time | No (shown with a "System Tag" indicator in Manage Tags) |
| Purpose | Organization and filtering | Drive filtering, sorting, and display logic across the platform |
⚠️ Note: Don't replicate system-tag functionality with custom tags — features like primary-contact identification only work through the system tags HqO provides.
Working with tags
View tags on contacts
Open a tenant's detail page and click the Contacts tab. Tags appear as colored badges next to each contact's name; a contact can carry multiple tags.
Apply tags
- Click a contact's name to open their detail page.
- Click the tag icon next to any existing tags.
- Choose Select tags to pick from your tag library (or Manage tags to edit the library).
- Check the tags to apply — they appear immediately as colored badges.
There's no limit to how many tags one contact can carry.
Filter contacts by tags
- On the tenant's Contacts tab, click the Tags filter dropdown.
- Select one or more tags and click Apply — combining tags narrows results (e.g., "VIP" + "Finance Contact").
- Use the Pin icon to save frequently used filters.
Manage the tag library
Open Manage tags from the tag dropdown to create, edit, or delete custom tags. Each tag has a name, color, and description, and the People Using column shows how widely it's applied.
Best practices
- Start small — begin with 5–10 essential tags and expand as needs emerge; check for near-duplicates before creating a new tag.
- Add descriptions — document when to apply each tag so the whole team applies them consistently.
- Keep tags current — remove tags when they stop being accurate, and audit the library periodically for unused tags.
- Leverage system tags — apply tags like Primary Contact to power product features.
FAQ
Why can't I delete a tag? It's probably a system tag — those are protected. Only custom tags can be deleted.
What happens to contacts when I delete a tag? The tag is removed from every contact it was applied to. This is permanent.
Can I tag tenants or buildings? Not yet — tags currently apply to people/contacts only. HqO is building toward tagging across all CRM objects (tenants, buildings, spaces, services, vendors, leases, work orders).
Who can manage tags? Tag management follows standard HqO admin permissions — super admins, managers, and user admins can create, edit, and delete custom tags.