Smart Tags help you visually prioritize opportunities inside your pipelines using color-coded chips. Instead of relying on filters or text labels, you can highlight deals automatically based on rules you define — such as stale deals, high-value opportunities, or new leads.This article shows you how to create, edit and manages smart tags in HighLevel.


Note: This feature is currently in Labs and needs to be enabled by Agency for sub-accounts.


TABLE OF CONTENTS

What is Smart Tags?

Smart Tags are dynamic, rule-based color chips that appear directly on each Opportunity card inside a pipeline. Powered by an easy conditional builder, these tags evaluate every Opportunity in real time, then automatically apply a colored label whenever the record meets your criteria (e.g., deal value > $10 000 or “Last Contacted” > 14 days). The result is an at-a-glance, visual layer that eliminates the need for manual filters or tedious scanning.

Key Benefits of Smart Tags

  • Immediate prioritization: High-impact deals jump off the screen.

  • Less context-switching: No need to open each card or apply multiple filters.

  • Faster follow-ups: “Stale” or “no owner” tags make gaps impossible to miss.

  • Consistent team focus: Everyone sees the same color cues, driving aligned action.

  • Custom to every workflow: Build any combo of AND/OR conditions across Standard or Custom Opportunity fields.

Permissions & Access

  • Who can create or edit Smart Tags:

    • Agency Admins

    • Location Admins

    • Users with Pipeline Edit Permissions

  • Who can view Smart Tags:

    • All users (with Pipeline View Permission - even without editing permissions)

Limits & Validation

  • Each pipeline supports up to 10 active Smart Tags.

  • Duplicate tags in the same pipeline (same color + rule) are blocked automatically.

  • Tags update automatically as deal data changes — no manual refresh required.


How to Setup & Use Smart Tags


Step 1: Find Smart Tags


  1. Go to Opportunities from your sub-account.
     

  2. Click on the Pipelines tab.

  3. Click on Edit button on the pipeline you want to add smart tags to.

  4. Open the Smart Tags tab.

Step 2: Creating a Smart Tag


  1. Click Add Smart Tag.



  2. Choose between:

    • Create New Tag: Define your own color, name, and rule conditions.

    • Pre-Built Tag: Use one of our default templates (e.g., New Lead, High Value, At Risk).

  3. Enter a Label Name (e.g., “Stale Deal”).

  4. Add a Description for clarity. (Optional) 

  5. Pick a Color for the tag.

  6. Check Apply to all pipelines if you want this rule used globally.

  7. Click Next: Add Rule.



Step 3: Defining Rules


  1. Use the rule builder to specify when the tag appears.

  2. Each tag is rule-based — for example:

    • Created Date ≤ 3 days ago → “New Lead”

    • Last Activity Date ≥ 14 days ago → “Stale Deal”

    • Deal Value > $10,000 → “High Value”

  3. You can:

    1. Combine multiple conditions with AND / OR logic

    2. Add nested filters for complex logic

    3. Use Preview Tag to see how it’ll appear on a sample card

    4. When done, click Save.

Preview, Edit or Delete Tags


  • After the tag is created, users can easily preview, edit or delete tags directly from the smart tags page.


Best Practices


✅ Use distinct colors for your top priorities (e.g., red for urgent, green for high-value).

✅ Keep tag names short — under 20 characters.

✅ Review rules regularly to ensure relevance.


Troubleshooting

  • Smart Tags not visible on cards?

    • Ensure Smart Tags are added to your card layout (via Customize Card).

    • Check that the rule conditions are correct and apply to the cards you’re viewing.

    • Do a hard refresh to sync the changes on the pipeline.


  • Missing the Smart Tags tab?

    • Only Admins can access tag creation and editing.

Frequently Asked Questions


Q: Do Smart Tags work across all pipelines?
Yes — if you select “Apply to all pipelines,” the tag will appear wherever its rule conditions are met.


Q: Can I duplicate Smart Tags between pipelines?
Not yet, but you can reapply the same rule manually in another pipeline.


Q: Are Smart Tags included in reports?
Currently, Smart Tags display visually in the pipeline view only. 


Q: Who can create or edit Smart Tags?

Any user with permission to edit a pipeline’s settings can manage Smart Tags. Use Pipeline Permissions to restrict access if needed. 


Q: Are Smart Tags evaluated in real time?

The system re-checks all tag rules whenever an Opportunity is created, updated, or when its stage/status changes.