---
title: "Using Tags in Aspire"
slug: "using-tags-in-aspire"
tags: ["Language - English", "Area - Administration", "Industry - Landscaping", "Type - Task (How-To)", "Role - System Admin", "Role - Branch Admin", "Skill Level - 1 (Beginner)"]
updated: 2025-10-17T19:44:43Z
published: 2025-10-17T19:44:43Z
canonical: "guide.youraspire.com/using-tags-in-aspire"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://guide.youraspire.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Using Tags in Aspire

## **Purpose**

Tags are a way to help group Contact, Property, and Opportunity records within Aspire. *Just like a price tag attached to clothing, tags can be attached to records based on a common detail.* Using *Tags* helps provide insight into specific data sets in your system!

Once tags are attached to the records, you can use that tag to create lists, included as a report display or within a filter.

## **Common Tags to Use in Aspire**

Take a look at the table below for some common examples of tags based on the tag type:

### **Contact Tag Type**

| Tag Name | Reason for Use | Recommended Module(s) For Tag |
| --- | --- | --- |
| VIP Clients | Used for filtering of lists regarding client bases for sales teams, or renewal points of contact | Contacts |
| Seasonal Employees | Used to review seasonal employee clock time in reports or in weekly time review | Employee Clock Time Report or Weekly Time Review |

### **Property Tag Type**

| Tag Name | Reason for Use | Recommended Module(s) For Tag |
| --- | --- | --- |
| Indoor Backflow | Helps you get a head on irrigation startups | Work Ticket and Scheduling |
| Zero Tolerance | Know which snow properties have a zero tolerance contract | Scheduling Module and Schedule an Event Screen |
| 1" trigger | Know which snow properties have a 1" trigger for snow services | Scheduling Module and Schedule an Event Screen |
| 2" trigger | Know which snow properties have a 2" trigger for snow services | Scheduling Module and Schedule an Event Screen |
| Irrigation Pre Approval | Know which properties have a pre approved irrigation repair amount | Work Tickets |
| Hold | Know when to not perform services due to non payment | Scheduling |
| Deposit | There has been a deposit received on a Property or Opportunity | Invoicing A/R |
| Monday Mow | Know when to plan services or other jobs around properties service day | Work Ticket and Scheduling |

### **Opportunity Tag Type**

| Tag Name | Reason for Use | Recommended Module(s) For Tag |
| --- | --- | --- |
| Hold | Know when not to invoice a client due to non payment | Invoicing |
| Auto Pay | Helps identify which clients have Auto Pay | Invoicing Assistant |
| In Contract Seasonal Color/Mulch/PineStraw/StreetSweeping | Know which properties have in contract services that could also be additional services | Opportunities |
| Multi-Expiring Year | Helps you identify multi-year contracts that are up for renewal making sure you don’t miss reaching out to the client. | Opportunities |
| IRR- Pre Approved- $500 | Helpful for knowing which customers have authorized a pre approved amount for their services | Opportunities |

## **All Locations Where Tags Can Be Used**

There are many locations where *Tags* can be used. In fact, you can use multiple tags on a single record! Take a look below to know where each tag type can be seen or used! This is helpful so you create the most valuable tags for your team.

### **Contact Tags**

- *Contact* list
- *Employee Clock Time Report*
- *Clock Time Report*
- *Weekly Time Review* in the *Scheduling* module

### **Property Tags**

- *Properties* module
- *Opportunity* module
- *Receivables* and *Invoices* screens in the *Invoicing* module
- Invoice Process Electronic Payments
- *Work Ticket* module
- *Work Ticket* list in the *Scheduling* module
- *Opportunity* list on a property’s detail screen
- Time Entry Report
- *Work Tickets* list in an opportunity
- *Sales Scorecard metric's* drill down screen
- *Schedule an Event* screen in the *Scheduling* module’s’ three dot menu
- *Route Scheduling* details screen in the *Scheduling* modules’ three dot menu
- EOM Labor Details
- P&L Monthly
- *Work in Progress (Work Orders)* Report

### **Opportunity Tags**

- *Opportunities* module
- *Schedule an Event* screen
- As Needed Exception Report
- *Invoicing Assistant*
- *Sales Commission Report*
- *Contract Renewal Report*
- *WIP* Report
- *Property Opportunities'* List
- *Invoices* List
- *Work Ticket* List
- *Schedule Board Work Ticket* List
- *Expense Work Tickets* Report
- *Construction WIP Adjustments* Report
- *Work in Progress (Work Orders)* Report

## **Requirements**

✅ In order to access the *Application* to create and manage *Tags,* you’ll need to have *System Admin* permission added to your user role.

## **Creating Tags in Administration**

In order to create your tags, you’ll need access to *Administration*.

- Select your *Profile Icon* and then *Administration*.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-tags-in-aspire-image-lpjogrya.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A26%3A32Z&se=2026-11-13T11%3A26%3A32Z&sr=c&sp=r&sig=8e3PdjXMtWpIQLeOPJiHdBKTF81wpmvwN0NfrotdEpE%3D)

- Choose the *Application* tab → *Lists* subsection → Choose *Tag*.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-tags-in-aspire-image-d4ivqz93.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A26%3A32Z&se=2026-11-13T11%3A26%3A32Z&sr=c&sp=r&sig=8e3PdjXMtWpIQLeOPJiHdBKTF81wpmvwN0NfrotdEpE%3D)

- The *Lists* detail screen appears; you can review your existing tags if any, or select *New* to create a new *Tag.*

*![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-tags-in-aspire-image-fta0vvf5.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A26%3A32Z&se=2026-11-13T11%3A26%3A32Z&sr=c&sp=r&sig=8e3PdjXMtWpIQLeOPJiHdBKTF81wpmvwN0NfrotdEpE%3D)*

- When creating a new tag, there are two fields to enter information for.
  - First, name your *Tag* in the *Tag Name* field.
  - Then, you’ll get to choose the *Tag Type.*
  - Options are: *Property, Contact or Opportunity*

*![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-tags-in-aspire-image-go18mmjg.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A26%3A32Z&se=2026-11-13T11%3A26%3A32Z&sr=c&sp=r&sig=8e3PdjXMtWpIQLeOPJiHdBKTF81wpmvwN0NfrotdEpE%3D)*

🧠Remember: This is important because this selection will decide where each tag is viewed.

## **How to Apply a Tag**

### **With Bulk Actions**

To add tags to your contacts, properties, or opportunities, you can navigate to the module that needs to have the tag assigned and select *Bulk Actions*.

- Then, select *Add/Remove Tags* from the drop down list.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-tags-in-aspire-image-19yfd1zz.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A26%3A32Z&se=2026-11-13T11%3A26%3A32Z&sr=c&sp=r&sig=8e3PdjXMtWpIQLeOPJiHdBKTF81wpmvwN0NfrotdEpE%3D)

- The *Add Remove Tags* window appears; select your *Action* of *Add* or *Remove.*

*![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-tags-in-aspire-image-3d7vsgj1.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A26%3A32Z&se=2026-11-13T11%3A26%3A32Z&sr=c&sp=r&sig=8e3PdjXMtWpIQLeOPJiHdBKTF81wpmvwN0NfrotdEpE%3D)*

- Next, you can choose to assign the tag for the items you have selected. The options shown here are the tags you set up in *Administration*!

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-tags-in-aspire-image-5tjmh75e.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A26%3A32Z&se=2026-11-13T11%3A26%3A32Z&sr=c&sp=r&sig=8e3PdjXMtWpIQLeOPJiHdBKTF81wpmvwN0NfrotdEpE%3D)

After you select *Save* in this window, you’ll see that the tags are now applied to your selected items.

### **On Individual Records**

If you want to add a *Tag* to an individual contact, property or opportunity record, you can do this too!

For this example we will use a *Contact* record as our example.

- Navigate to the *Contacts* module:

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-tags-in-aspire-image-eobqxq2r.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A26%3A32Z&se=2026-11-13T11%3A26%3A32Z&sr=c&sp=r&sig=8e3PdjXMtWpIQLeOPJiHdBKTF81wpmvwN0NfrotdEpE%3D)

- Select your record from the module details screen:

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-tags-in-aspire-image-ekhthmkw.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A26%3A32Z&se=2026-11-13T11%3A26%3A32Z&sr=c&sp=r&sig=8e3PdjXMtWpIQLeOPJiHdBKTF81wpmvwN0NfrotdEpE%3D)

- Scroll down to the *Tags* drop down.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-tags-in-aspire-image-p1yljal6.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A26%3A32Z&se=2026-11-13T11%3A26%3A32Z&sr=c&sp=r&sig=8e3PdjXMtWpIQLeOPJiHdBKTF81wpmvwN0NfrotdEpE%3D)

- Assign your *Tags* to the contact record as needed!

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-tags-in-aspire-image-a0ml1q2k.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A26%3A32Z&se=2026-11-13T11%3A26%3A32Z&sr=c&sp=r&sig=8e3PdjXMtWpIQLeOPJiHdBKTF81wpmvwN0NfrotdEpE%3D)

📌Note: You can add multiple tags to your records.

## **How to Filter and Group Based on Tags**

Once you have created your tags, it’s time to put them to work! Navigate to the module you want to organize your records with tags first. For this example we will use the *Contact Tag.*

*![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-tags-in-aspire-image-nduspdw4.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A26%3A32Z&se=2026-11-13T11%3A26%3A32Z&sr=c&sp=r&sig=8e3PdjXMtWpIQLeOPJiHdBKTF81wpmvwN0NfrotdEpE%3D)*

- Click the *Filter* icon and add *Contact Tag List.*

*![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-tags-in-aspire-image-xof40gfk.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A26%3A32Z&se=2026-11-13T11%3A26%3A32Z&sr=c&sp=r&sig=8e3PdjXMtWpIQLeOPJiHdBKTF81wpmvwN0NfrotdEpE%3D)*

- Under the *Value* drop down, you can select your desired tags to add to your contact list! Select *Apply* when you are ready to use the filters.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-tags-in-aspire-image-imcxqesi.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A26%3A32Z&se=2026-11-13T11%3A26%3A32Z&sr=c&sp=r&sig=8e3PdjXMtWpIQLeOPJiHdBKTF81wpmvwN0NfrotdEpE%3D)

- Your contact list will now be filtered to show only contacts with the selected tags you assigned!

Next, you can *Group* these contacts that have your tags assigned to them!

- You’ll notice that underneath the search bar, you can see the applied filters:

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-tags-in-aspire-image-kt8fhjrx.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A26%3A32Z&se=2026-11-13T11%3A26%3A32Z&sr=c&sp=r&sig=8e3PdjXMtWpIQLeOPJiHdBKTF81wpmvwN0NfrotdEpE%3D)

- Select the Group icon:

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-tags-in-aspire-image-ee771pxq.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A26%3A32Z&se=2026-11-13T11%3A26%3A32Z&sr=c&sp=r&sig=8e3PdjXMtWpIQLeOPJiHdBKTF81wpmvwN0NfrotdEpE%3D)

- In the *Grouping* window, you can choose how you want to group your contacts.
  - For this example, these contacts will be grouped by *Contact Tag List*, in a *Sort Direction* of *Ascending.*
  - Select *Apply!*

*![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-tags-in-aspire-image-ig1kyx3w.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A26%3A32Z&se=2026-11-13T11%3A26%3A32Z&sr=c&sp=r&sig=8e3PdjXMtWpIQLeOPJiHdBKTF81wpmvwN0NfrotdEpE%3D)*

- Now, the *Contacts Detail Screen* is filtered and grouped with your *Contact Tag!*

*![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-tags-in-aspire-image-jz79ulfc.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A26%3A32Z&se=2026-11-13T11%3A26%3A32Z&sr=c&sp=r&sig=8e3PdjXMtWpIQLeOPJiHdBKTF81wpmvwN0NfrotdEpE%3D)*

There are a few more options for your next steps. You could choose to save your filtered and grouped list under the three dot menu, you could use the *Bulk Actions* drop down to email these contacts, or do both!

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-tags-in-aspire-image-252eye4e.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A26%3A32Z&se=2026-11-13T11%3A26%3A32Z&sr=c&sp=r&sig=8e3PdjXMtWpIQLeOPJiHdBKTF81wpmvwN0NfrotdEpE%3D)

Doing this allows you to reach those contacts with ease on an as needed or repeat basis!

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-tags-in-aspire-image-hpiw02of.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A26%3A32Z&se=2026-11-13T11%3A26%3A32Z&sr=c&sp=r&sig=8e3PdjXMtWpIQLeOPJiHdBKTF81wpmvwN0NfrotdEpE%3D)

## **Tags vs. Custom Fields**

In Aspire, there are a few things you can assign to properties, opportunities, or contacts that might make you wonder: *when should I use a Tag instead of a Custom Field?*

Custom fields are used for information that might not be defaulted in Aspire. The use of a custom field helps when viewing property, contacts, or equipment record information.

However, custom fields also help when building lists as they can be added to displays and filters to show you additional data that you are needing to track.

Currently, custom fields can be created in:

- *Contacts*
- *Properties*
- *Equipment (if applicable)*

Take a look below to see some noticeable differences between these two options in Aspire:

| Tags | Custom Fields |
| --- | --- |
| *Tags* can be added to: contacts, properties, or opportunities for reporting purposes or when filtering search lists. | *Custom Fields* can be added to: contacts, properties, and equipment. |
| A common use of *Tags* is to label contacts or properties as *Maintenance, Installation,* or *Enhancement* prospects during a sales cycle. | *Custom Fields* can be used to track data outside of sales cycles for information that might be relevant for multiple teams to reference when using Aspire. |
| Tags are text based only. | *Custom Fields* have a different level of customization than tags do. The biggest difference is the formats that data can be displayed with. |

📑To learn about *Custom Fields*, read [this article](https://guide.youraspire.com/docs/using-custom-fields).