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 tagsSystem tagsCreated byYour teamHqO (pre-created)ExamplesVIP, Executive, Decision Maker, Facilities Lead, Finance ContactPrimary Contact, Show on Overview, Emergency Contact, Tenant Point of ContactEditableFully — name, color, descriptionNo — protected to keep product features working consistentlyDeletableYes, at any timeNo (shown with a "System Tag" indicator in Manage Tags)PurposeOrganization and filteringDrive 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.

Tenants — where tags appear on the tenant detail page

Users — contact records and profiles