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Client Management: Client and Lead Types, Tags, Segments, and Archiving
Client Management: Client and Lead Types, Tags, Segments, and Archiving

Track and organize your contacts to make it easier to effectively manage your pipeline.

Dixie Willard avatar
Written by Dixie Willard
Updated over a week ago

Client relationship management is more than just keeping a list of names and emails. It can help you keep track of your marketing efforts, see which of your packages are the best selling and which bring you the most qualified leads, store your important client info (like anniversaries and birthdays, notes about where contractors should park, details from discovery calls), and more.

Using client and lead types and tags, you can create segments so you can stay organized and be more effective and efficient at managing your pipeline.

Client Type

  • Client: The person has booked at least one project with you.

  • Past Client: A client who has completed projects with you in the past but is currently inactive.

  • Lost Client: The client is lost and will not book again. We recommend archiving their profile.

Lead Type

  • Lead: A person who has shown interest but is not yet a client.

  • Qualified Lead: The lead has indicated a stronger, more qualified interest. We recommend you prioritize following up with qualified leads.

  • Unqualified Lead: The lead is no longer viable and marked as disqualified. We recommend archiving their profile

Tagging Clients and Leads

Tagging contacts makes it easy to segment your list and see who's who at a glance. Here are some ways tags can help you stay organized:

  • Segment by Details: Tag people with info like "remodel" or "staging" to divide by project type.

  • Track by Source: Tag where contacts came from - like "instagram" or "referral". Great for analytics!

  • Track Package Success: See which packages bring you the most qualified leads.

  • Manage Follow-Ups: Tag people you need to follow up with like "call back Tuesday" so you remember.

  • Create Smart Lists: Build contact segments based on tag filters to target campaigns.

  • See Context Quickly: Tags tell you key details right on a contact profile.

Creating Segments

Setting up segments allows you to easily group contacts together for communications and campaigns tailored to their status, interests, and origin.

To create a segment, set your filters for the way you'd like to group your contacts, then click on the Save as segment button. (If your filter panel isn't open, you can click the filter icon to open it.)

Fill in the details and then click Save.

You can create targeted segments of your contacts based on client type, studio access, client source, tags, and whether or not. For example:

  • Active Clients

  • Past Clients

  • Qualified Leads

  • Invited Clients

  • Leads tagged "remodel"

  • Leads from "Facebook" source

Bulk Edit Client and Lead Types and/or Tags

Next, select the contact type and/or add tags, then click Save.

Archiving Clients and Leads

Archiving outdated or no longer active contacts in your Clients and Leads lists saves time, sharpens targeting, and reveals valuable insights. For example:

  • Declutter - Archived contacts are removed from active lists for a cleaned up workspace.

  • Refine Targeting - Eliminating old data improves segment precision for campaigns and follow-ups.

  • Focus Efforts - You can focus on real opportunities instead of unqualified leads.

  • Gain Insights - Understanding why clients were lost or what attracted unqualified leads become inactive can inform better strategies.

  • Allow Reactivation - While archived, contacts can be reactivated if they become relevant again in the future.

A regular “spring cleaning” to archive stale contacts keeps your database refreshed and optimized for success.

To archive one or more clients or leads, check the checkbox beside their name(s). When you do, an Archive button will appear where the Add client button was previously. Click Archive to archive the contacts.

If you need any additional support, click the question mark in the upper right-hand corner of your studio to chat with a member of our team.

Happy designing!

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