Using Tags in PropFuel

PropFuel Tags are a powerful way to filter and organize your contacts, campaigns, lists, and conversations. By applying short, descriptive labels to each contact or campaign, you can sort and segment your audience for more targeted communication. Below is an overview of how tags work in PropFuel and the best practices for using them effectively in your engagement workflows.

Tags are keywords or phrases you can attach to contacts and campaigns in PropFuel. They help you categorize data so you can identify specific groups of contacts (e.g., “Board Members,” “Lapsed Members,” “First-Year Members”), filter and segment audiences for campaigns, and much more!

By strategically using tags, you can create a more personalized experience for your contacts and gain deeper insights into member behavior.

There are four types of tags in PropFuel:

1. Campaign Tags - Use Campaign Tags in email, SMS, and external campaigns to organize and filter by topic or type. You can also create campaign-specific views to find the campaigns you need quickly. For example, add the tag “Events 2025” to every 2025 event campaign for easy identification and to see what was accomplished that year.

2. Contact Tags - Contact Tags help you segment contacts, tailor communications to their interests, and export specific groups. For instance, use the “Student” tag to send scholarship details. Once these students graduate, simply remove the tag and add them to a new membership campaign.

3. Contact List Tags - For example, label your enrollment, suppression, and conversion lists with “2024 Renewals” so everyone knows these lists belong to the same campaign.

4. Conversation Tags - Conversation Tags help you categorize and filter your PropFuel Inbox. For example, the “NPS Detractor” tag can be applied to contacts who leave low NPS scores and share feedback. This makes finding their messages easy, addressing concerns promptly, and improving their experience.

• Targeted Messaging - Tags let you focus your communications on a specific subset of contacts. For example, you might send a re-engagement email to contacts tagged Event No-Show or a thank-you message to those tagged Event Attendee.

• Efficient Organization -  Instead of manually sifting through all your contacts, tags allow you to filter quickly. This is especially helpful as your database grows and you need to find smaller niche audiences.

• Enhanced Team Collaboration - When everyone on your team uses a consistent tagging system, it’s easier to locate campaigns and contacts, track activity, and provide support. A shared vocabulary fosters clarity and alignment.

1. Identify the Need for Tags - Start by brainstorming the categories you frequently reference—such as membership status, event attendance, or product interest. These will inform the tags you create.

2. Create Tags - In your PropFuel account, navigate to Settings, go to “Advanced”, and look for a “Tags” option. Add new tags that reflect the segments or themes you want to track by typing the tag and hitting enter on your keyboard.

There are four ways to create and add tags to contacts in PropFuel:

1. Question Workflow Action - In your campaign’s workflows, after you have configured the triggers, click “Add Action” and then “Add Tag(s) to Contact” to add or “Remove Tag(s) to Contact” to remove tags. You can now select one of the tags in the list or type a new one in the “Add a new tag” text box. After selecting or creating all the tags you need, click “Save Action” and turn on your workflow. Note: if you create a tag this way, the tag will only appear after at least one contact goes through the workflow and gets the tag added.

2. Fire action on a list - If you want to add tag(s) to a whole list, you can go to the list page, click on the arrow beside the blue “Edit Filters” button, and then click “Fire Action”. Now you can either add tag(s) to all the contacts on that list by clicking “Add Tag(s) to Contact” or remove it by clicking “Remove Tag(s) to Contact”. Select one of the tags in the list or type a new one in the “Add a new tag” text box. After selecting or creating all the tags you need, click “Fire Action”.

3. Import - When you import a CSV file to PropFuel, you can add a “Tags” column in your file and map it into PropFuel’s “Tag Contact” field.

4. Manually - Go to the contact page and scroll down to their profile's “Tags” section. To add a tag, click the “Add Tag” button and select the tag(s) you want to add or type the tag you want to create and hit enter on your keyboard. To remove a tag, click the tag you want to remove, then click the little trash can button.

Go to the campaign’s or list’s page and navigate to Settings. Under the “Notes · Tags · Subscription” section, click the “Add Tag” button and select the tag(s) you want to add or type the tag you want to create and hit enter on your keyboard. To remove a tag, click the tag you want to remove, then click the little trash can button.

Navigate to your Inbox and select the conversation to which you want to add tag(s). Click the little tag icon right beside the “Open” button in the lower-left corner of the conversation. Select the tag(s) you want to add or type the tag you want to create in the “Create a new tag” text box and hit enter on your keyboard. To remove a tag, click the tag you want to remove, then click the little trash can button.

• Keep Tags Descriptive and Consistent - Clarity is key. Instead of broad terms like Event, use specific tags like 2024 Conference Attendee or Webinar Q1 2024 so you know exactly what the tag references.

• Avoid Redundancies - Duplicate tags can clutter your system and cause confusion. If you have “New Member” and “New Members”, consolidate them into a single, standardized tag.

• Limit the Number of Tags per Item - Over-tagging can become cumbersome. Stick to a handful of relevant tags that highlight key attributes or behaviors.

• Regularly Review and Clean Up Tags - Schedule time to remove outdated or unused tags. For instance, archiving those tags keeps your system lean and efficient if a campaign from two years ago is no longer relevant.

• Prospect

• New Member

• Renewal Due

• Lapsed Member

• Event Engagement

• Workshop Participant

• Expo Booth Visitor

• No-Show

• Product or Service Interests

• Certification Programs

• Webinar Series

• Action-Based Tags

• Duplicate or Conflicting Tags - Merge or rename similar tags that cause confusion. A consistent naming convention keeps your data set clear.

• Overuse of Generic Tags - If everyone is tagged General Inquiry or Newsletter, it’s difficult to glean insights. Encourage more descriptive tags to differentiate behaviors and attributes.

• Lack of Adoption by Team Members - Provide training on the importance of tags and how to apply them. Explain how tags impact reporting and segmentation, so your team sees the value.

• Stale or Irrelevant Tags - Periodically clean up old tags, such as tags from past campaigns that no longer provide actionable information.

Tags in PropFuel empower you to segment your audience, deliver personalized experiences, and gain more precise insights into your membership engagement. By establishing clear guidelines and encouraging consistent tag usage, you and your team can harness the full potential of PropFuel’s tagging system. Regular reviews and clean-ups of tags ensure that your data remains relevant, accurate, and easy to navigate—ultimately helping you drive more effective member engagement and better organizational outcomes.