Client Segments and Tags

By creavio Team April 10, 2026 1 views

Client Segments and Tags

You do not send the same email to a bride researching venues and a repeat corporate client. Tags and segments let you organize clients into groups so you can communicate with the right people at the right time.

Tags vs. Segments

These sound similar but work differently:

  • Tags are labels you manually apply to clients. Like stickers. You add "Wedding", "2026", or "VIP" to a client and they carry that tag until you remove it.
  • Segments are dynamic groups based on conditions. A segment might be "All clients tagged Wedding who were added in the last 90 days." It updates automatically as clients match or stop matching the conditions.

Creating and Applying Tags

  1. Open any client profile
  2. Find the Tags field
  3. Type a tag name and press Enter. If the tag already exists, it will autocomplete. If not, creavio creates it.

You can also apply tags in bulk. Go to Clients, select multiple clients using the checkboxes, and click Tag in the bulk actions bar. See bulk client actions for more.

Useful tag ideas for photographers:

  • Session type: Wedding, Portrait, Newborn, Commercial, Event
  • Year: 2025, 2026, 2027
  • Status: VIP, Referral Source, Past Client
  • Location: Local, Destination, city names
  • Source: Instagram, Google, The Knot, Word of Mouth

Creating a Segment

  1. Go to Clients > Segments
  2. Click + New Segment
  3. Name your segment (e.g., "Active Wedding Leads 2026")
  4. Add conditions:
    • Tag contains "Wedding"
    • AND Tag contains "2026"
    • AND Pipeline stage is not "Delivered"
  5. Click Save

The segment now auto-populates with every client matching those conditions. When a new wedding inquiry comes in and you tag them appropriately, they appear in this segment automatically.

Segment Conditions

You can filter by:

  • Tags — contains, does not contain
  • Pipeline stage — is, is not
  • Date added — before, after, within last X days
  • Source — where the client came from
  • Revenue — total invoiced amount above or below a threshold
  • Last activity — contacted within or not contacted within X days

Combine conditions with AND or OR logic. AND means all conditions must be true. OR means any one condition is enough.

Using Segments for Communication

Segments are most powerful when paired with email templates and automations. For example:

  • Send a "Mini Session Announcement" email to the segment "Past Clients — Local"
  • Trigger a follow-up sequence when someone enters the "Stale Leads" segment (no activity in 30 days)
  • Export the "VIP Clients" segment list for a holiday card mailing

Managing Tags

To see all tags across your account, go to Clients > Tags. From here you can:

  • Rename a tag (updates everywhere it is used)
  • Merge two tags into one (useful when you have duplicates like "wedding" and "Weddings")
  • Delete a tag (removes it from all clients — does not delete the clients)
  • See the count of clients using each tag

Keep your tag list clean. Twenty focused tags are more useful than two hundred random ones.