Smart Tags let you visually prioritize opportunities inside your pipelines using color-coded chips. Instead of relying on filters or scanning text labels, you can highlight patient opportunities automatically based on rules you define, such as stale consultations, high-value treatment plans, or brand-new leads.
Smart Tags are dynamic, rule-based color chips that appear directly on each opportunity card inside a pipeline. A simple conditional builder evaluates every opportunity in real time and automatically applies a colored label whenever the record meets your criteria (for example, treatment value over $10,000). The result is an at-a-glance visual layer that removes the need for manual filters or tedious card-by-card scanning.
Key benefits for your practice:
Immediate prioritization: High-value treatment opportunities stand out on the board.
Less context-switching: No need to open each card or stack multiple filters to find what matters.
Consistent team focus: Front desk, coordinators, and providers all see the same color cues, so everyone acts on the same priorities.
Custom to your workflow: Build any combination of AND/OR conditions across standard or custom opportunity fields.
Who can create or edit Smart Tags:
Account admins
Users with pipeline edit permissions
Who can view Smart Tags:
All users with pipeline view permission, even those without editing rights
If a team member is missing the Smart Tags tab, it is because tag creation and editing are limited to admins and users with pipeline edit permissions. Use pipeline permissions to control this access.
Each pipeline supports up to 60 active Smart Tags.
Duplicate tags within the same pipeline (same color and same rule) are blocked automatically.
Tags update on their own as opportunity data changes. There is no manual refresh required.
Go to Opportunities in your account.
Click the Pipelines tab.
Click Edit on the pipeline you want to add Smart Tags to.
Open the Smart Tags tab.
Click Add Smart Tag.
Choose between:
Create New Tag: Define your own color, name, and rule conditions from scratch.
Pre-Built Tag: Start from one of the default templates (for example, New Lead or High Value).
Enter a Label Name (for example, "Stale Consult").
Add an optional Description for clarity.
Pick a Color for the tag.
Check Apply to all pipelines if you want this rule used across every pipeline in your account.
Click Next: Add Rule.
Use the rule builder to specify when the tag should appear.
Each tag is rule-based. For example:
Created Date within the last 3 days means "New Lead"
Opportunity Value over $10,000 means "High Value"
While building, you can:
Combine multiple conditions with AND / OR logic
Add nested filters for more complex logic
Use Preview Tag to see how it will appear on a sample card
When you are satisfied with the conditions, click Save.
Once saved, the tag is applied automatically to every opportunity that meets the rule.
After a tag is created, you can preview, edit, or delete it directly from the Smart Tags page within the pipeline editor.
These templates work well for a medical aesthetics sales process. Adapt the values to your practice's average treatment ticket and follow-up cadence.
Tag Name | Color | Rule Example | Purpose |
New Lead | Blue | Created Date within last 3 days | Track brand-new patient inquiries |
High Value | Green | Opportunity Value over $10,000 | Flag big-ticket treatment plans |
Hot Deal | Orange | Created within last 7 days AND Opportunity Value over $5,000 | Surface recent, high-ticket consultations |
Unassigned | Purple | Owner is empty | Spot opportunities with no coordinator assigned |
Stale Consult | Grey | Last Activity before 14 days ago | Highlight neglected opportunities (rolling out) |
At Risk | Red | Last Stage Change over 30 days ago AND Status is Open | Warn of consultations going cold (rolling out) |
Note: The Stale and At Risk pre-built templates are being rolled out. If you do not see them yet, you can recreate the same logic with a custom tag.
Use distinct colors for your top priorities (for example, red for urgent follow-up, green for high-value treatment plans).
Keep tag names short, ideally under 20 characters, so they stay readable on the card.
Review your rules periodically to make sure the value thresholds and timeframes still match your practice.
Smart Tags are not showing on cards.
Make sure Smart Tags are included in your card layout. You can add them through Customize Card in the board view.
Confirm the rule conditions are correct and actually apply to the opportunities you are viewing.
Do a hard refresh of the page to sync recent changes.
The Smart Tags tab is missing.
Only account admins and users with pipeline edit permissions can access tag creation and editing. Check your permissions if the tab is not visible.
Do Smart Tags work across all pipelines?
Yes. If you check "Apply to all pipelines" when creating the tag, it will appear in any pipeline wherever its rule conditions are met.
Can I copy a Smart Tag from one pipeline to another?
Not directly yet. For now, recreate the same rule manually in the other pipeline, or use "Apply to all pipelines" when you build it.
Are Smart Tags included in reporting?
No. Smart Tags currently display visually in the pipeline view only and do not appear in reports.
Can I sort or filter opportunities by Smart Tag?
Not at this time. Smart Tags are a visual layer on the card. To narrow your view, continue using the standard opportunity filters.
Are Smart Tags evaluated in real time?
Yes. The system re-checks all tag rules whenever an opportunity is created, updated, or has its stage or status changed.
How many Smart Tags can one pipeline have?
Up to 60 active Smart Tags per pipeline.
Can custom fields be used in Smart Tag rules?
Yes. You can build rules against both standard and custom opportunity fields, and combine them with AND / OR logic.
Who can create Smart Tags?
Any user with permission to edit a pipeline's settings. Use pipeline permissions to restrict this if you want only admins managing tags.
