Skip to main content
Who can use this?
  • Gallabox users with tag management permissions.
  • Roles: Owners and Admins (and roles with the relevant permission)
  • Plans: Available on all plans.

​
Plan Availability

​
What are Tags?

Tags are labels you apply to contacts and conversations to categorize, organize, and filter them. Unlike segments (which are dynamic groups based on rules), tags are manually applied — you decide when and why to tag a contact. Tags are the connective tissue across Gallabox:
  • Filter conversations in the inbox by tag
  • Build contact segments based on tags
  • Trigger sequences when contacts receive a tag
  • Target audiences in broadcast campaigns
Think of tags as sticky notes — you can put multiple tags on one contact, and tags don’t change the contact’s data — they just help you organize.

​
Creating Tags

  1. Go to Settings → Tags in the left navigation of Gallabox.
  2. Click Add Tag.
  3. Enter the tag name — use clear, descriptive names your team will instantly understand.
  4. Choose a color (optional) — colors help you spot tags faster in the inbox.
  5. Click Save.
Naming conventions that work well:
  • "Hot Lead" — intent level
  • "Enterprise" — customer type
  • "Spanish Speaker" — language
  • "Awaiting Payment" — status
  • "Escalated" — urgency
  • "Newsletter" — campaign membership
  • "VIP" — priority
Avoid vague names like "Active" or "Open" — these don’t tell your team what action to take.
Pro tip: Create a tag taxonomy before adding tags ad hoc — e.g., a prefix system like intent:Hot Lead, type:Enterprise, language:Spanish. This keeps your tag list organized as it grows and makes filtering much more intuitive.

​
Applying Tags

​
Manually — in the contact profile

  1. Open the contact’s profile.
  2. Click Add Tag in the Tags section.
  3. Select from existing tags or create a new one.
  4. The tag is applied immediately.

​
Manually — in a conversation

  1. Open the conversation.
  2. Click the Tag icon in the conversation header.
  3. Select a tag. It is added to that conversation, not to the contact record.
To tag the contact record, open the contact profile and add the tag in its Tags section.

​
Using Tags Across Gallabox

​
In the Inbox

Filter conversations by tag to see specific types of conversations:
  • Tag = "Hot Lead" — all hot lead conversations
  • Tag contains "Enterprise" — all enterprise customer conversations
Create a View for each priority tag so your team sees the right conversations automatically.

​
In Broadcasts

When creating a broadcast audience, filter by tag:
  • "Newsletter" — contacts who opted in to your newsletter
  • "Summer Sale Interested" — contacts tagged during a previous campaign
  • "Customers" — all paying customers (vs. leads)

​
In Sequences

Tags are commonly used as start conditions and stop conditions for sequences:
  • Start condition: “Contact tag = ‘Demo Requested’” → triggers onboarding sequence
  • Success stop: “Contact tag = ‘Demo Booked’” → contact exits sequence with success
  • Failure stop: “Contact tag = ‘Unsubscribed’” → contact exits sequence

​
Tag Taxonomy Example

Here’s a recommended structure as your tag list grows: This makes filtering fast and predictable — type intent: in the filter and see all intent tags.

​
Example

Scenario: You run a SaaS business and want agents to tag conversations consistently based on what customers ask about, so the sales team can prioritize follow-ups.
1

Create tags

Create tags: intent:Pricing, intent:Demo, intent:Integration, intent:Enterprise
2

Tag conversations as they come in

Agents apply the right tag based on what the customer asks about:
  • Pricing questions → add intent:Pricing
  • Demo requests → add intent:Demo
  • Integration questions → add intent:Integration
  • Enterprise inquiries → add intent:Enterprise
3

Create Views

Create Views for each tag so your sales team can quickly see intent:Demo conversations.
4

Create a sequence

Create a sequence that starts when the intent:Enterprise tag is added to a contact. The sequence can send enterprise case studies and a direct booking link.
5

Trigger the Demo sequence

When a contact books a demo, an agent opens the contact profile and adds intent:Demo. The Demo sequence then starts based on its contact-tag condition.

​
Managing Tags

  • Edit a tag — change the name or color. This updates all contacts and conversations with that tag everywhere in Gallabox.
  • Delete a tag — removes the tag from all contacts and conversations. The contact data itself is not deleted.
  • Merge tags — if you have duplicate tags (e.g., "Hot Lead" and "hot-lead"), manually consolidate them by editing contacts. Gallabox doesn’t have an automatic merge function yet.
Deleting a tag is permanent — it removes the tag from all contacts immediately. Make sure no active sequences or broadcasts depend on the tag before deleting.

​
FAQs

A tag is a label that can be applied separately to a contact or to a conversation. A segment is a dynamic group of contacts defined by rules (e.g., “all contacts with tag ‘Hot Lead’ AND country = India AND last activity < 7 days”). Segments update automatically; tags are individual labels. Use tags for quick labeling; use segments for complex audience building.
Yes — contacts can have as many tags as you need. There is no practical limit. Multiple tags on one contact are independent of each other.
Yes — tags can be applied to conversations (not just contacts). This is useful for organizing your inbox without changing the contact’s permanent record. Conversation-level tags are visible in the inbox and Views but not on the contact profile.
Tags are not auto-removed by Gallabox. When a condition changes, remove the tag manually. For example: when a contact becomes a paying customer, remove the intent:Demo tag and add type:Customer.