Client Tags: Group and Filter Your Clients

Some agents you’d drop everything for. Some always want a twilight add-on. Some are builders who book ten listings at a time. Client tags let you mark those groups on your client records and pull them back up in one click — the VIP list before a slow week, every builder before you announce a new package.

Tags are available on every plan.

What tags are (and aren’t)

A tag is a short, coloured label your team puts on a client: VIP, Builders, Twilight fans, Luxury — whatever groups make sense for your studio.

• Only your team sees them. Tags never reach the client portal, your booking forms, property websites, delivery links, emails, or invoices.
• They never change anything. A tag doesn’t change a price, a payment rule, a booking, or who gets an email. When you want a group of agents to book at different prices, that’s a price list. When you want a brokerage’s orders to roll up in one place, that’s a company. Tags are for finding and remembering.
• They’re for clients only. Companies don’t carry tags.

Tagging a client

On a client’s page, the tag row sits right under their name. Click Add tag (or the small + once they have tags) to open the picker:

• Tick a tag to add it, untick to remove it. Every tick saves on the spot, and the picker stays open so you can add several in one go.
• Type to search. If nothing matches, Create ”…” makes the new tag and adds it to the client in one step. Names aren’t case-sensitive, so typing “vip” picks your existing VIP instead of making a second one.
• The footer reminds you “Only your team sees tags”. If you can manage tags, a Manage tags link opens the full list.

Hover over a chip to see the tag’s description, if it has one. Click a chip on the client’s page — or on most cards where the client’s name is a link — and the Clients list opens filtered to that tag.

Tagging many clients at once

On a computer, tick clients on the Clients list and choose Tags in the bar that appears. The same picker opens for the whole selection. A tag that’s on some of the selected clients but not all shows as partly ticked, and ticking it adds it to everyone. Spatiko confirms what changed — for example “Added “VIP” to 4 clients”.

A quick way to tag a whole brokerage: filter the list by Company, select everyone on the page, and add the tag.

Filtering by tag

On the Clients list

The Clients list has a Tags column showing up to two tags per client, plus a count such as “+1” for the rest. The Tags filter in the filter bar narrows the list:

• Tick one or more tags, then choose Match: Any (clients with at least one of them), All (clients with every one), or None (clients with none of them).
• Pick No tags to find clients you haven’t tagged yet.

The filter chip sums up what you picked — “VIP”, “VIP or Twilight fans”, “Not VIP”, “No tags” — and it’s remembered with your other list filters. On a phone, the same Tags filter is in the Filters sheet. The search box doesn’t look at tag names, so use the filter to find clients by tag.

To take a tagged group elsewhere, filter, select the clients, and choose Export CSV. The file has a Tags column with each client’s tags separated by semicolons.

On the Orders page

Once your studio has at least one tag, the Orders page gets a Client tags filter with the same Any, All, None, and No tags choices. It goes by the order’s primary client — the agent it was booked for — so “VIP” shows every order booked for a VIP agent, whatever stage it’s in.

Managing your tags

Manage tags opens the Client tags dialog: “Group clients your way — VIP, Builders, Twilight fans. Only your team sees tags, and they never change prices or payments.” Open it from the tag icon at the end of the Clients filter bar (its tooltip reads “Manage client tags”), or from the link at the bottom of any tag picker.

• New tag adds a tag without putting it on anyone yet.
• Rename a tag by clicking its name and typing. Every client with the tag picks up the new name. If you rename it to a name another tag already has, Spatiko offers Merge into that tag instead.
• Colour — click the swatch to pick another colour. New tags get a colour automatically, rotating through the same palette as your pipeline stages.
• Add a description — a one-liner your team sees when they hover over the tag, such as what makes someone a VIP.
• Client count — how many clients have the tag. Click it to open the Clients list filtered to them. A tag nobody has reads Unused.
• Merge into… (in the row’s ⋯ menu) moves every client on this tag onto another one and deletes this one. It’s the fix for near-duplicates like “Builder” and “Builders”.
• Delete tag removes it from every client. Spatiko tells you how many clients have it first, and it can’t be undone.

Where tags show up

Tags appear as small chips wherever your team looks at a client:

• the client’s own page, under their name
• the Clients list, in the Tags column (under the name on a phone)
• each person in an order’s Clients section, so whoever shoots the job sees who they’re dealing with — see managing an order
• the Orders list view, under the client’s name (board and gallery cards stay as they are)
• the order sheet on your calendar
• the payer on an invoice
• a company’s Members tab and a price list’s assigned clients

Chips outside the client’s page are read-only. Add and remove tags on the client’s page or from the Clients list.

AI connections

If you’ve connected an AI assistant through AI connections, it can work with tags too. With Clients shared at View, it can list your tags and filter clients by them — and orders too, if Orders & scheduling is shared — so you can ask for “this week’s orders for VIP agents”. With Clients at Edit, it can add and remove a client’s tags, creating a missing tag along the way.

Who can do what

• Seeing tags comes with permission to view clients. Team members who only see their own shoots see tags on the clients they work with.
• Adding and removing tags, and creating one from the picker, needs Edit clients — Owners, Admins, and Photographers have it by default. A Photographer who can’t see every order can tag only the clients on orders they shoot.
• Renaming, recolouring, merging, and deleting tags needs Business settings — Owners and Admins by default. Without it, the Manage tags link and icon don’t appear.

You can change any of these per person in roles and permissions.

Limits

• 20 tags per studio. At the limit, the picker reads “All 20 tags in use” and points to Manage tags (or to asking an admin) — merge or delete one to make room. Twenty goes a long way: if you need more, some of them are probably doing a job a price list, a company, or a payment setting already does.
• 20 tags per client.
• Names are 1–32 characters, without commas or semicolons, and unique ignoring capitals. Descriptions are up to 120 characters.
• Tags sort alphabetically everywhere. There’s no manual order.
• Client CSV imports don’t bring tags in. Tag clients after importing them.

Go deeper

• Client records — everything else on the record a tag lives on.
• Companies — grouping agents by brokerage — when a group should roll up orders and balances, not just carry a label.
• Custom pricing with price lists — give a group of agents their own rates.
• Client analytics — find the repeat clients worth a VIP tag.
• Roles and permissions in depth — decide who can tag clients and who can tidy the list.