Table of Contents
Purpose
Tags are a way to help group Contact, Property, and Opportunity records within Aspire. Just like a price tag attached to clothing, tags can be attached to records based on a common detail. Using Tags helps provide insight into specific data sets in your system!
Once tags are attached to the records, you can use that tag to create lists, included as a report display or within a filter.
Common Tags to Use in Aspire
Take a look at the table below for some common examples of tags based on the tag type:
Contact Tag Type
Tag Name | Reason for Use | Recommended Module(s) For Tag |
VIP Clients | Used for filtering of lists regarding client bases for sales teams, or renewal points of contact | Contacts |
Seasonal Employees | Used to review seasonal employee clock time in reports or in weekly time review | Employee Clock Time Report or Weekly Time Review |
Property Tag Type
Tag Name | Reason for Use | Recommended Module(s) For Tag |
Indoor Backflow | Helps you get a head on irrigation startups | Work Ticket and Scheduling |
Zero Tolerance | Know which snow properties have a zero tolerance contract | Scheduling Module and Schedule an Event Screen |
1" trigger | Know which snow properties have a 1" trigger for snow services | Scheduling Module and Schedule an Event Screen |
2" trigger | Know which snow properties have a 2" trigger for snow services | Scheduling Module and Schedule an Event Screen |
Irrigation Pre Approval | Know which properties have a pre approved irrigation repair amount | Work Tickets |
Hold | Know when to not perform services due to non payment | Scheduling |
Deposit | There has been a deposit received on a Property or Opportunity | Invoicing A/R |
Monday Mow | Know when to plan services or other jobs around properties service day | Work Ticket and Scheduling |
Opportunity Tag Type
Tag Name | Reason for Use | Recommended Module(s) For Tag |
Hold | Know when not to invoice a client due to non payment | Invoicing |
Auto Pay | Helps identify which clients have Auto Pay | Invoicing Assistant |
In Contract Seasonal Color/Mulch/PineStraw/StreetSweeping | Know which properties have in contract services that could also be additional services | Opportunities |
Multi-Expiring Year | Helps you identify multi-year contracts that are up for renewal making sure you don’t miss reaching out to the client. | Opportunities |
IRR- Pre Approved- $500 | Helpful for knowing which customers have authorized a pre approved amount for their services | Opportunities |
All Locations Where Tags Can Be Used
There are many locations where Tags can be used. In fact, you can use multiple tags on a single record! Take a look below to know where each tag type can be seen or used! This is helpful so you create the most valuable tags for your team.
Contact Tags
Contact list
Employee Clock Time Report
Clock Time Report
Weekly Time Review in the Scheduling module
Property Tags
Properties module
Opportunity module
Receivables and Invoices screens in the Invoicing module
Invoice Process Electronic Payments
Work Ticket module
Work Ticket list in the Scheduling module
Opportunity list on a property’s detail screen
Time Entry Report
Work Tickets list in an opportunity
Sales Scorecard metric's drill down screen
Schedule an Event screen in the Scheduling module’s’ three dot menu
Route Scheduling details screen in the Scheduling modules’ three dot menu
EOM Labor Details
P&L Monthly
Work in Progress (Work Orders) Report
Opportunity Tags
Opportunities module
Schedule an Event screen
As Needed Exception Report
Invoicing Assistant
Sales Commission Report
Contract Renewal Report
WIP Report
Property Opportunities' List
Invoices List
Work Ticket List
Schedule Board Work Ticket List
Expense Work Tickets Report
Construction WIP Adjustments Report
Work in Progress (Work Orders) Report
Requirements
✅ In order to access the Application to create and manage Tags, you’ll need to have System Admin permission added to your user role.
Creating Tags in Administration
In order to create your tags, you’ll need access to Administration.
Select your Profile Icon and then Administration.
Choose the Application tab → Lists subsection → Choose Tag.
The Lists detail screen appears; you can review your existing tags if any, or select New to create a new Tag.
When creating a new tag, there are two fields to enter information for.
First, name your Tag in the Tag Name field.
Then, you’ll get to choose the Tag Type.
Options are: Property, Contact or Opportunity
🧠Remember: This is important because this selection will decide where each tag is viewed.
How to Apply a Tag
With Bulk Actions
To add tags to your contacts, properties, or opportunities, you can navigate to the module that needs to have the tag assigned and select Bulk Actions.
Then, select Add/Remove Tags from the drop down list.
The Add Remove Tags window appears; select your Action of Add or Remove.
Next, you can choose to assign the tag for the items you have selected. The options shown here are the tags you set up in Administration!
After you select Save in this window, you’ll see that the tags are now applied to your selected items.
On Individual Records
If you want to add a Tag to an individual contact, property or opportunity record, you can do this too!
For this example we will use a Contact record as our example.
Navigate to the Contacts module:
Select your record from the module details screen:
Scroll down to the Tags drop down.
Assign your Tags to the contact record as needed!
📌Note: You can add multiple tags to your records.
How to Filter and Group Based on Tags
Once you have created your tags, it’s time to put them to work! Navigate to the module you want to organize your records with tags first. For this example we will use the Contact Tag.
Click the Filter icon and add Contact Tag List.
Under the Value drop down, you can select your desired tags to add to your contact list! Select Apply when you are ready to use the filters.
Your contact list will now be filtered to show only contacts with the selected tags you assigned!
Next, you can Group these contacts that have your tags assigned to them!
You’ll notice that underneath the search bar, you can see the applied filters:
Select the Group icon:
In the Grouping window, you can choose how you want to group your contacts.
For this example, these contacts will be grouped by Contact Tag List, in a Sort Direction of Ascending.
Select Apply!
Now, the Contacts Detail Screen is filtered and grouped with your Contact Tag!
There are a few more options for your next steps. You could choose to save your filtered and grouped list under the three dot menu, you could use the Bulk Actions drop down to email these contacts, or do both!
Doing this allows you to reach those contacts with ease on an as needed or repeat basis!
Tags vs. Custom Fields
In Aspire, there are a few things you can assign to properties, opportunities, or contacts that might make you wonder: when should I use a Tag instead of a Custom Field?
Custom fields are used for information that might not be defaulted in Aspire. The use of a custom field helps when viewing property, contacts, or equipment record information.
However, custom fields also help when building lists as they can be added to displays and filters to show you additional data that you are needing to track.
Currently, custom fields can be created in:
Contacts
Properties
Equipment (if applicable)
Take a look below to see some noticeable differences between these two options in Aspire:
Tags | Custom Fields |
Tags can be added to: contacts, properties, or opportunities for reporting purposes or when filtering search lists. | Custom Fields can be added to: contacts, properties, and equipment.
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A common use of Tags is to label contacts or properties as Maintenance, Installation, or Enhancement prospects during a sales cycle. | Custom Fields can be used to track data outside of sales cycles for information that might be relevant for multiple teams to reference when using Aspire. |
Tags are text based only. | Custom Fields have a different level of customization than tags do. The biggest difference is the formats that data can be displayed with. |
📑To learn about Custom Fields, read this article.