How to Tag and Group Contacts
Tags and groups let you organize contacts in flexible, overlapping categories. A contact can have multiple tags (e.g., "VIP", "Trial User") and belong to one group (e.g., "Newsletter", "Customers").
What you'll need
Before you start, make sure you have the following ready.
- An OutSends account
- A contact list with some data
- A plan for your tagging structure
Step-by-step guide
Follow these steps to complete the setup.
Create tags
Go to Contacts > Tags. Create tags like "VIP", "Warm Lead", "Trial Expired". Tags can be applied automatically via workflows.
Create groups
Go to Contacts > Groups. Create groups like "Newsletter Subscribers", "Product Updates", "Sales Outreach".
Assign tags and groups
Manually assign from the contact profile, or use bulk actions. Tags and groups are also applied through triggers and automations.
Use in segments
Create dynamic segments based on tag and group membership. Example: "Tags contain VIP AND Group equals Newsletters".
Automate with workflows
Set up workflows that automatically tag contacts based on behavior: opens email → tag "Engaged".
Tips for best results
Pro tips to get the most out of this setup.
- Use tags for behavior and traits, groups for type/category
- Limit yourself to 20-30 tags — too many tags become unmanageable
- Document your tag structure in a shared doc for your team
Frequently asked questions
What is the difference between tags and groups?
Tags are flexible labels (multiple per contact). Groups are primary categories (one per contact).
Can I auto-tag contacts?
Yes, OutSends workflows can apply tags based on any trigger or condition.
Do tags affect deliverability?
No, tags are internal labels. Recipients never see them.
Related guides
Explore more how-to guides for OutSends.
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