Consistent names make it faster to find contacts, share lists, and filter across campaigns. This article covers practical conventions for tags and lists, grounded in how each feature works.
How tags work
Tags are free-form text strings attached to individual contacts. There is no shared tag library or autocomplete from a fixed set: any string you type becomes a tag for that contact in your organization. Tags are org-scoped, so every member of your organization sees the same tag values.
Because tags are free-form, small inconsistencies accumulate quickly. "Major Donor" and "major donor" are two different tags. Decide on capitalization and stick with it across your team.
Tag naming conventions
Use a consistent capitalization style. Title case ("Major Donor", "Event Attendee") or all-lowercase ("major donor", "event attendee") both work, but pick one and document it.
Use a prefix to group related tags. If you have many tags, a short prefix makes filtering easier:
event:for event attendees (e.g.event:gala-2024,event:fundraiser-june)segment:for donor segments (e.g.segment:major,segment:lapsed)source:for acquisition source (e.g.source:actblue,source:import-spring)status:for contact status (e.g.status:do-not-call,status:vip)
Prefix-based tags let you filter your contact table to all tags starting with event:, for example, without needing a separate dropdown or category system.
Include a date or cycle for time-bound tags. Tags like event:dinner-2025-03 age better than event:dinner because they remain meaningful in future cycles.
Keep tag names short. Tags appear in compact UI spaces. Aim for under 30 characters.
Avoid spaces when you can. Use hyphens instead of spaces (e.g. major-donor instead of major donor). Both work, but hyphenated names are less likely to cause confusion when multiple words run together.
How lists work
Lists are named, saved queries of contacts. There are two kinds:
Dynamic lists re-run their filter every time you open them. Membership changes as contact data changes.
Static lists snapshot membership at the time you save. New contacts matching the filter do not appear later.
Lists also have a visibility setting:
Org lists are visible to everyone in your organization.
Private lists are visible only to you.
Shared lists are visible to specific teammates you choose.
List naming conventions
State what the list is, not what you will do with it. "Q3 2025 Major Donors" is clearer than "Calls List".
Include a date or campaign cycle. Lists without dates are hard to distinguish after a few months: "Major Donors 2025-Q3" is unambiguous; "Major Donors" is not.
Include the owner or team for shared or org-wide lists. When multiple people create lists with similar names, an owner prefix helps: "Rachel: Gala 2025 Prospects" or "Finance Team: Monthly Pledges".
Name static lists to indicate they are frozen. Because static list membership does not update, the name should convey that: "Finalized Send List 2025-06-01" makes it clear the list is a snapshot.
Name dynamic lists to convey they are live. "Active Donors Last 12 Months" signals to teammates that membership shifts as donations come in.
Use consistent separators. Colons, hyphens, or spaces are all fine, but pick one style across your team: "Gala 2025: Attendees" or "Gala-2025-Attendees", not both.
Keeping conventions consistent across your team
Because tags are free-form and list names have no enforced format, a short team reference document is the most practical enforcement mechanism. Capture your agreed-on prefixes, date format, capitalization style, and any reserved tags. Share it with new team members before they start creating contacts or lists.