Facilities Finder
Demo

Tags & Status

Use tags and status to categorize and track facilities.

Tags and status help you categorize facilities and track your progress. Unlike lists (which are user-scoped by default), tags and notes are team-shared — everyone on your team sees the same tags and notes on a facility, and any teammate can add or update them.

Tags Overview

Tags are custom labels you create to categorize facilities.

Examples of Tags

  • Product Interest — "Interested in Product A", "Needs Lubricants"
  • Priority — "High Priority", "Low Priority"
  • Source — "Trade Show", "Referral", "Cold Outreach"
  • Stage — "Contacted", "Meeting Scheduled", "Proposal Sent"

Tag Properties

  • Name — Up to 50 characters
  • Color — Choose from preset colors
  • Usage Count — Tracked automatically

Creating Tags

Method 1: From Tag Management

  1. Go to any list or Company Drawer
  2. Click the + button in the Tags section
  3. Click Manage Tags
  4. Enter a tag name
  5. Choose a color
  6. Click Create

Method 2: On-the-Fly

  1. Open a facility's Company Drawer
  2. Go to the Overview tab
  3. In the Tags section, click +
  4. Type a new tag name
  5. Click Create New Tag

Applying Tags to Facilities

Individual Facility

  1. Open the facility's Company Drawer
  2. Go to the Overview tab
  3. Click + in the Tags section
  4. Select or search for a tag
  5. Click the tag to apply it

Bulk Tagging

  1. Open a list
  2. Click Bulk Actions
  3. Select Add Tags
  4. Choose tags to apply
  5. Confirm

Tags are applied to all facilities matching your current filters.

Removing Tags

Individual

  1. Open the facility's Company Drawer
  2. Find the tag you want to remove
  3. Click the × on the tag badge

Bulk Remove

  1. Open a list
  2. Click Bulk Actions
  3. Select Remove Tags
  4. Choose tags to remove
  5. Confirm

Filtering by Tags

In list view, you can filter by tags:

  1. Open any list
  2. In the sidebar, find the Tags filter
  3. Select one or more tags
  4. Only facilities with those tags are shown

Tag Match Modes

  • Any — Show facilities with any of the selected tags
  • All — Show facilities with all of the selected tags
  • None — Show facilities without any of the selected tags

Status Tracking

Status is a built-in field for tracking where a facility is in your sales process.

Available Statuses

  • New — Not yet contacted
  • Contacted — Initial contact made
  • Qualified — Confirmed as a prospect
  • Not Interested — Declined or not a fit
  • Customer — Converted to customer

Setting Status

  1. Open the facility's Company Drawer
  2. Go to the Overview tab
  3. Click the Status dropdown
  4. Select the appropriate status

Using Status

  • The "Contacted" status is used to calculate the "Remaining" count in lists
  • Use status to track progress through your sales process
  • Status is independent of deals — a facility can have both a status and a deal

Notes

Notes let you add free-text information to facilities.

Adding Notes

  1. Open the facility's Company Drawer
  2. Go to the Overview tab
  3. Find the Notes section
  4. Type your note
  5. Notes save automatically

Note Properties

  • Up to 1000 characters per facility
  • Visible across all lists
  • Team-shared — visible to every member of your team, with attribution for who last edited

Note Ideas

  • Call notes
  • Key contact preferences
  • Equipment observations
  • Pricing discussions
  • Follow-up reminders

Global, Team-Shared Sync

Tags, status, and notes are global and team-shared:

  • Changes sync across all your lists and all teammates
  • Adding a tag on one list shows it everywhere that facility appears
  • Notes are visible regardless of which list you access the facility from
  • Every teammate sees the same tags and notes, so your team maintains one consistent record per facility

Best Practices

Create a Tag System

Establish consistent tags before you start tagging:

  • Decide on categories (Priority, Source, Interest, etc.)
  • Limit the number of tags to keep them useful
  • Use consistent naming conventions

Use Status Consistently

  • Update status as you progress with each facility
  • Status helps calculate your "remaining prospects" count
  • Consider status as a quick at-a-glance indicator

Keep Notes Updated

  • Add notes after every interaction
  • Include dates in notes for context
  • Note key decision-maker preferences

Combine Tags and Lists

  • Use lists for campaigns (groups of facilities)
  • Use tags for attributes (properties of facilities)
  • Example: A facility can be in "Q1 Campaign" list with "High Priority" tag
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