A Quick History: How CRMs Evolved from Stages to Tags

Back in the early days of CRM systems, they were essentially digital Rolodexes—a place to store contacts and track where people were in the sales funnel. Traditional CRMs used stages like “Lead,” “Qualified,” and “Customer” to indicate a contact’s position in the journey. But stages, while helpful, only told half the story. They were linear and rigid, unable to capture the nuances of each client’s preferences, behaviors, and engagement with your brand.

In the early 2010s, CRM tagging started to gain traction, allowing businesses to add customized, flexible labels that go beyond static stages. Tags brought a dynamic layer to CRM, giving users a way to track behaviors, interests, and actions in real time. With tagging, you’re not just managing a list of contacts—you’re building a comprehensive, interactive map of each client’s journey. This shift allowed for the personalization, automation, and engagement power that every modern business needs to stay competitive.

Now, let’s dive into the types of tags you can use to take your CRM from a basic tool to a client relationship powerhouse.

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Lesson #1: Tagging Isn’t Just About Organization—It’s Your Personalization Superpower

Tags aren’t just labels—they’re like post-it notes on a client’s profile, revealing what they care about, where they’ve been, and where they might be heading. Used correctly, tags give you a real-time map of each client’s journey, guiding you on exactly when and how to connect. Let’s dive into the types of tags you can use and how they’ll keep your business driving straight to success.



1. Interest Tags: Discover What Truly Matters

Imagine this: Interest tags are like trail markers in a dense forest. They show you where your client has stopped, what they’ve admired, and even where they might want to explore next. Without these markers, you’re just shouting into the void, hoping something sticks.

Example Tags:
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"First-Time Homebuyer"
"Workshop Attendee"
"Family Package Interest"

What They Do:
Interest tags give you a roadmap of what your contacts care about. They’re the subtle clues that help you tailor your approach and create laser-focused outreach that feels perfectly timed and personal.

How It Works:
Say you’re a realtor, and you tag a client as “First-Time Homebuyer.” With that tag, you can send them highly relevant resources like budgeting tips or mortgage checklists that speak directly to their needs. If you run a martial arts studio, tagging someone with “Family Package Interest” lets you invite them to family-focused events or send offers for family memberships.

Why It Matters:
Interest tags give you the power to treat each client as an individual, showing them that you get their unique journey. When you reach out with content aligned to their interests, it’s like shining a flashlight down their path—they know you’re watching out for them. That’s where trust and loyalty start to grow.



2. Behavior Tags: Automate Engagement Like a Boss

Think of behavior tags as a well-oiled machine. Imagine your CRM as a series of gears: behavior tags are the cogs that keep it all moving smoothly. Instead of you having to manually nudge a client along, behavior tags let your CRM react to what they’re doing, creating an engagement machine that’s always one step ahead.

Example Tags:

"Webinar Attendee"
"Email Clicked - Homebuying Guide"
"VIP Prospect"

What They Do:
Behavior tags set off a chain reaction based on what your client has done. They’re like dominoes that automatically trigger follow-ups, personalized resources, or even internal alerts, so your CRM is always active—even when you’re not.

How It Works:
If you tag someone as a “Webinar Attendee,” your CRM can automatically start a follow-up sequence, complete with resources, reminders, or a friendly check-in call. For a “VIP Prospect,” the tag can notify your team to give them that special touch, keeping them feeling valued and prioritized.

Why It Matters:
Behavior tags give your CRM a life of its own. Instead of waiting for a lead to reach out again, you’re reaching out just after they engage—keeping momentum high. It’s like having a dance partner who’s always ready for the next move, keeping things smooth and exciting.



3. Lifecycle Tags: Know Exactly Where Your Clients Stand

Lifecycle tags are your compass. They show you exactly where each client is on their journey, like waypoints that mark progress along a trail. They guide your next steps, helping you stay focused on what’s important and ensuring every client feels seen, no matter where they are in your funnel.

Example Tags:

"New Lead"
"Warm Prospect"
"Converted Client"

What They Do:
Lifecycle tags are the markers that show you exactly where a client is in your sales funnel. Think of them as mile markers on a long road trip—they let you know how close you are to the destination and which actions will get you there faster.

How It Works:
With a “New Lead” tag, you could trigger a welcome email that introduces your business. For a “Warm Prospect,” you might initiate a sequence of nurturing messages with high-value content. When a client becomes “Converted,” you can start a thank-you and feedback loop to keep that relationship solid.

Why It Matters:
Lifecycle tags help you prioritize your outreach and never miss an opportunity. When you know where each lead is in their journey, it’s like having a map for every client interaction, helping you stay on course and keep clients moving forward.



4. Source Tags: Track Your Lead Origins

Source tags are like the breadcrumbs that lead you back to the beginning. They’re the clues that tell you where each client found you, giving you the data to measure your marketing’s effectiveness. Without these tags, it’s easy to get lost in a sea of leads with no idea which channels are actually worth your time and effort.

Example Tags:

"Facebook Ad"
"Referral"
"Open House Signup"

What They Do:
Source tags show you exactly where a contact came from, helping you track the origins of each lead and measure which marketing efforts are paying off.

How It Works:
If a contact is tagged “Facebook Ad,” you can evaluate how well your social ads convert compared to other channels. If they’re tagged “Referral,” you know that person came from a trusted recommendation, and you can tailor your approach to nurture that valuable relationship.

Why It Matters:
Source tags help you allocate resources wisely. By understanding which channels deliver high-quality leads, you can double down on what’s working and cut the rest. It’s like knowing the best fishing spot—why cast your net anywhere else?



5. Personal Tags: Forge Genuine Connections

Personal tags are the icing on the cake. They’re the small details that make every interaction feel thoughtful and intentional. Imagine a chef who remembers your favorite dish—personal tags allow you to create that same feeling in client interactions, showing clients that you care about more than just business.

Example Tags:

"Dog Lover"
"Has Kids"
"Loves Travel"

What They Do:
Personal tags add a layer of personality and warmth to your CRM, humanizing your interactions and making clients feel genuinely cared for.

How It Works:
A client tagged as a “Dog Lover” might appreciate you asking about their pup before diving into business. If a client loves to travel, sharing a quick travel tip or destination suggestion in a follow-up email can be a nice touch. These little details are memorable and meaningful.

Why It Matters:
Personal tags transform your CRM from transactional to relational. Clients remember thoughtful gestures, and these connections create loyalty that goes beyond the typical client-business relationship. It’s like adding a handwritten note—it’s the extra mile that makes you unforgettable.