Smart Tags help you visually prioritize opportunities inside your pipelines using color-coded chips. Instead of relying on filters or text labels, you can highlight deals automatically based on rules you define — such as stale deals, high-value opportunities, or new leads.This article shows you how to create, edit and manages smart tags in HighLevel.

Note: This feature is currently in Labs and needs to be enabled by Agency for sub-accounts.

TABLE OF CONTENTS

• What is Smart Tags?
• Key Benefits of Smart Tags
• Permissions & Access
• Limits & Validation
• How to Setup & Use Smart Tags
• Preview, Edit or Delete Tags
• Recommended Pre-Built Tags
• Best Practices
• Troubleshooting
• Frequently Asked Questions
• Related Articles

What is Smart Tags?

Smart Tags are dynamic, rule-based color chips that appear directly on each Opportunity card inside a pipeline. Powered by an easy conditional builder, these tags evaluate every Opportunity in real time, then automatically apply a colored label whenever the record meets your criteria (e.g., deal value > $10 000 or “Last Contacted” > 14 days). The result is an at-a-glance, visual layer that eliminates the need for manual filters or tedious scanning.

Key Benefits of Smart Tags

• Immediate prioritization: High-impact deals jump off the screen.
  
  
• Less context-switching: No need to open each card or apply multiple filters.
  
  
• Faster follow-ups: “Stale” or “no owner” tags make gaps impossible to miss.
  
  
• Consistent team focus: Everyone sees the same color cues, driving aligned action.
  
  
• Custom to every workflow: Build any combo of AND/OR conditions across Standard or Custom Opportunity fields.

Permissions & Access

• Who can create or edit Smart Tags:
  
  
  • Agency Admins
    
    
  • Location Admins
    
    
  • Users with Pipeline Edit Permissions
    
    
• Who can view Smart Tags:
  
  
  • All users (with Pipeline View Permission - even without editing permissions)

Limits & Validation

• Each pipeline supports up to 10 active Smart Tags.
  
  
• Duplicate tags in the same pipeline (same color + rule) are blocked automatically.
  
  
• Tags update automatically as deal data changes — no manual refresh required.

How to Setup & Use Smart Tags

Step 1: Find Smart Tags

1. Go to Opportunities from your sub-account.
    

2. Click on the Pipelines tab.
   
   
   
   

3. Click on Edit button on the pipeline you want to add smart tags to.
   
   
   
   

4. Open the Smart Tags tab.
   
   
   
   

Step 2: Creating a Smart Tag

1. Click Add Smart Tag.
   
   
   
   

2. Choose between:
   
   

   • Create New Tag: Define your own color, name, and rule conditions.
     
     

   • Pre-Built Tag: Use one of our default templates (e.g., New Lead, High Value, At Risk).
     
     
     
     

3. Enter a Label Name (e.g., “Stale Deal”).
   
   

4. Add a Description for clarity. (Optional) 
   
   

5. Pick a Color for the tag.
   
   

6. Check Apply to all pipelines if you want this rule used globally.
   
   

7. Click Next: Add Rule.
   
   
   
   

Step 3: Defining Rules

1. Use the rule builder to specify when the tag appears.
   
   
2. Each tag is rule-based — for example:
   
   
   • Created Date ≤ 3 days ago → “New Lead”
     
     
   • Last Activity Date ≥ 14 days ago → “Stale Deal”
     
     
   • Deal Value > $10,000 → “High Value”
     
     
3. You can:
   
   
   1. Combine multiple conditions with AND / OR logic
      
      
   2. Add nested filters for complex logic
      
      
   3. Use Preview Tag to see how it’ll appear on a sample card
      
      
   4. When done, click Save.
      
      

Preview, Edit or Delete Tags

• After the tag is created, users can easily preview, edit or delete tags directly from the smart tags page.
  
  

Recommended Pre-Built Tags

Best Practices

✅ Use distinct colors for your top priorities (e.g., red for urgent, green for high-value).

✅ Keep tag names short — under 20 characters.

✅ Review rules regularly to ensure relevance.

Troubleshooting

• Smart Tags not visible on cards?
  
  
  • Ensure Smart Tags are added to your card layout (via Customize Card).
    
    
  • Check that the rule conditions are correct and apply to the cards you’re viewing.
    
    
  • Do a hard refresh to sync the changes on the pipeline.

• Missing the Smart Tags tab?
  
  
  • Only Admins can access tag creation and editing.

Frequently Asked Questions

Q: Do Smart Tags work across all pipelines?
Yes — if you select “Apply to all pipelines,” the tag will appear wherever its rule conditions are met.

Q: Can I duplicate Smart Tags between pipelines?
Not yet, but you can reapply the same rule manually in another pipeline.

Q: Are Smart Tags included in reports?
Currently, Smart Tags display visually in the pipeline view only. 

Q: Who can create or edit Smart Tags?

Any user with permission to edit a pipeline’s settings can manage Smart Tags. Use Pipeline Permissions to restrict access if needed. 

Q: Are Smart Tags evaluated in real time?

The system re-checks all tag rules whenever an Opportunity is created, updated, or when its stage/status changes.

Related Articles

• Getting Started - Setup Pipelines and Opportunities
  
  
• Pipeline Permissions in HighLevel
  
  
• Deleting and Restoring Opportunities & Pipelines
  
  
• Multiple Opportunities For The Same Person In The Same Pipeline