Lead tags
Classify the leads you captured, without turning your CRM into the source of truth.
RareMachine keeps a fast local vocabulary for the work happening around a capture. Shared tags are governed by your workspace; personal tags stay with the rep who created them. CRM export is one-way and waits for approval.
What are lead tags?
Lead tags are short labels, such as “hot lead”, “distributor” or “follow up next quarter”, that classify the leads a sales team captures in RareMachine. There are two kinds. Shared tags belong to the workspace: admins create, rename and archive them, and they are the only tags that can be exported to your CRM. Personal tags belong to the rep who made them, are never shown to teammates and are never sent to the CRM. Reps can apply tags from the web dashboard or by asking the WhatsApp assistant, and an event applies its own shared tag to every lead attributed to it. Tag names are normalized, so “Hot Lead” and “hot lead” are one tag, not two. Because tags are stored in RareMachine itself, tagging keeps working while the CRM connection is down, and an edit made inside the CRM never rewrites what your team recorded.
How do lead tags work?
One vocabulary for the team, private labels for each rep.
- An admin sets the shared vocabulary. Up to 100 active shared tags per workspace, each with an optional description so the team uses it the same way.
- Reps tag where they work. From the web dashboard, or by asking the WhatsApp assistant to tag a lead they just captured. Events add their own shared tag automatically.
- Personal tags stay personal. A rep can keep private labels for their own follow-up. An admin can switch the workspace to shared tags only.
- Shared tags travel to the CRM. The lead’s full set of shared tags is exported as one write, after approval. Change the set later and the last export is marked out of date, not silently left behind.
One vocabulary, fewer spellings
Names are normalized once, so “hot lead” and “Hot Lead” cannot quietly become different shared labels. Archived tags remain visible on history without appearing in new pickers.
Export only what you own
RareMachine never imports CRM tag vocabulary or reads CRM edits back into your workspace. Only shared tags are eligible for export, and a changed set pauses at the existing approval boundary.
Questions about lead tags
Can teammates see my personal tags?
No. A personal tag is visible only to the rep who created it, and it is never exported to the CRM. Only shared workspace tags leave RareMachine.
Which CRMs can receive tags?
HubSpot, Zoho CRM and Frappe CRM. HubSpot has no built-in tag field, so an admin chooses the contact property tags are written to; RareMachine never guesses a field.
What happens when we retire a tag?
Archive it. It disappears from the picker for new leads but stays visible on every lead it was already applied to, so history is never rewritten. An archived tag can be restored.
If someone edits tags inside the CRM, does RareMachine change too?
No. Export is one-way. RareMachine never imports the CRM’s tag list or reads CRM edits back, so your team’s own record of what it tagged stays exactly as they left it.