# Use tags to organise captures

Label captures with shared or personal tags, filter by them in Captures and send shared tags to your CRM.

Updated 27 Oct 2026 · Admin and member

## What you'll need

- An admin to create shared tags. Personal tags need nothing extra.

  1. **Open Tags and choose Add a tag**
   In **Tags**, choose **Add a tag**. Admins see this page in the sidebar.

       [Image: The Tags page with the Add a tag button highlighted at the top right of the tag list]

  2. **Name the tag and choose its scope**
   Enter a **Name** and, if you like, a **Description**. Under **Scope**, choose **Shared workspace tag** or **Personal tag**, then choose **Create tag**.

       **Note:** A tag name can use letters, numbers, spaces and these characters: &, apostrophe, colon, parentheses and %. If you use anything else, RareMachine shows `Tag name may contain letters, numbers, spaces, &, apostrophes, colons, parentheses, and %.`

  3. **Tag one capture**
   Open a capture. In the tags row, open **+ Add tag**, choose a tag and choose **Add**.

       [Image: A capture page with the tags row highlighted, showing two tags and the Add tag control]

  4. **Tag many captures at once**
   In **Captures**, tick the people, choose a tag in the bar that appears and choose **Apply tag**. **Remove tag** takes it off again.

  5. **Filter by a tag**
   In **Captures**, open **Any tag** and choose the tag you want.

       [Image: The Captures list with the Any tag filter highlighted in the filter row]

  6. **Send shared tags to your CRM**
   With auto-sync on, a new lead's tags go to your CRM with it. For leads already there, select them in **Captures** and choose **Export tags to CRM**. Personal tags are never exported.

       **Note:** HubSpot needs a contact property called `raremachine_tags`, a single-line text field. If it is missing, the capture shows `Tags were not sent: the HubSpot contact property "raremachine_tags" does not exist. Ask a HubSpot admin to create it (Single-line text), then export the tags again.`

  7. **Limit the team to shared tags**
   Admins can turn on **Restrict to shared tags only** at the bottom of **Tags**. Teammates can then apply shared tags only.

       [Image: The Restrict to shared tags only switch highlighted below the list of tags]

Result: the capture carries its tags in **Captures**, and shared tags reach your CRM with the lead.

## Frequently asked questions

### What is the difference between shared and personal tags?

A shared workspace tag is visible to the whole team and can be sent to your CRM. A personal tag belongs to one teammate and is never exported.

### Who can create a shared tag?

Owners and admins. A teammate who is not an admin can create personal tags only, and the Tags page does not appear in their sidebar.

### Can I rename or remove a tag?

Yes. Choose the tag in Tags to change its name, emoji or colour. Archive a tag you no longer use and restore it later from the Archived tab.