Customer Notes and Tags

You write notes on each customer that only your team sees and attach coloured tags; with tags you filter the list, tag in bulk and build automatic…

Where to find: Customers → click a customer (Notes and Tags cards) · the Tags button and Tag filter on the customer list Who it's for: Anyone who wants the team to remember information about customers and to group customers In short: You write notes on each customer that only your team sees and attach coloured tags; with tags you filter the list, tag in bulk and build automatic customer groups.

What is it for?

It solves two different needs:

	Notes	Tags
What is it?	Free text with a date and a known author.	Short, coloured markers (VIP, Wholesale, Risky…).
What for?	"Who said what, what was promised?" — institutional memory.	Classifying, filtering and grouping customers.
Example	"Called on 12 March, asked us to invoice the company."	`VIP`, `Wholesale`, `No cash on delivery`

Both are for your team only. The customer sees neither the notes nor the tags; they never appear anywhere in the storefront.

Part 1 — Notes

Where do I find it?

Click a customer in the Customers list. The customer detail page has a Notes card. The card's description says it too: "Visible to your team only; never shown to the customer."

Adding a note

Write the note in the box at the top of the card ("Write a note about this customer…").
Press the Add Note button.
The note goes to the top of the list; below it you see who wrote it and when.

A note can be up to 5,000 characters; while typing you see how many characters are left below the box. Line breaks are preserved, so you can write in bullet form.

If there are no notes the card says: "No notes yet" — "Phone calls, special requests and warnings are kept here permanently."

Editing and deleting a note

Every note has a menu on its right:

Action	Who can do it?
Edit note	Only the person who wrote it.
Delete note	The author or the store owner/manager.

An edited note is marked "edited" — so a later change to the text is never hidden.

Deleting a note cannot be undone. The confirmation window says so: "This note will be permanently deleted. This cannot be undone."

The content of a deleted note is gone but the trail is not: "who deleted whose note, and what it said" stays permanently in the Activity Log (see Activity Log).

Why can't I edit someone else's note? Changing someone else's words in institutional memory leads to wrong information. If a former employee's incorrect note must be cleaned up, the store owner can delete it.

Part 2 — Tags

Creating and managing tags

At the top of the Customers list there is a Tags button. Clicking it opens the Customer Tags window: "Create tags, rename or recolour them, delete the ones you no longer use."

Type a Tag name (e.g. VIP, Wholesale, Risky).
Pick a Colour. There are 12 ready colours: Slate, Red, Orange, Amber, Lime, Emerald, Teal, Sky, Indigo, Violet, Fuchsia, Rose.
Press Add Tag.

Next to every tag you see how many customers use it ("{count} customers").

Deleting a tag removes it from all customers. The confirmation window tells you how many customers are affected: "The tag … will be deleted and removed from N customers. This cannot be undone."

You cannot create two tags with the same name (a difference in upper/lower case does not count as a new tag either).

Attaching a tag to a customer

From the Tags card on the customer detail page:

Click Add tag; a searchable list opens ("Search or create a tag…").
Pick an existing tag or type a new name in the search box and create it right there with the "Create the tag …" option.
To remove a tag, use the remove button on its chip.

If the customer has no tags it says: "This customer has no tags".

Using tags in the list

On the customer list:

Tags column: the first 3 tags appear as coloured chips on each row, the rest are collapsed into +N.
Tag filter: from the Tag filter at the top you select one or more tags to narrow the list. With the Untagged option you can also find customers with no tags at all.

Bulk tagging

You can apply tags to many customers at once:

Select customers with the checkboxes on the left of the rows.
Choose Bulk Tagging from the bulk actions menu.
In the window that opens, pick the tags and the Action type:

Action	What does it do?
Add to existing tags	Adds the tags you selected and leaves the customer's other tags alone.
Replace existing tags	Deletes all of the customer's tags and puts your selection in their place.
Remove selected tags	Removes only the tags you selected.

Press Apply. The "Tags updated for N customers" notification appears.

The Replace existing tags option also deletes other tags on those customers. If you are not sure, use Add to existing tags.

Part 3 — Connecting tags to customer groups (the segment bridge)

Tags are not just a marker; they can also be used in automatic customer group rules.

When you choose Customer Groups → Create Group → Automatic, the conditions include a Tag field:

Condition	Meaning
Tag · Contains	Customers who have the selected tag join the group.
Tag · Does not contain	Customers who do not have the selected tag join the group.

Example: "Tag contains: Wholesale and Total Spending ≥ 10,000" → customers with the wholesale tag who spent more than ten thousand.

To run the group rules right away, press Evaluate Rules on the group detail; the result appears as "Group evaluated: N members".

If you have no tags yet, the condition box shows the warning "Create a tag first".

Step by step: setting up a VIP customer flow

Customers → Tags → name: VIP, colour: Violet → Add Tag.
Select the customers you consider VIP in the list → Bulk Tagging → VIP → Add to existing tags → Apply.
Customer Groups → Create Group → type Automatic → condition: Tag · Contains · VIP → save.
Open the group and press Evaluate Rules; see the member count.
You can now select this group as the audience of your email campaigns.

Frequently asked questions

Does the customer see the notes or tags? No. Both live only in the management panel.

I can't correct a note someone else wrote. That is correct; only the author can edit it. If necessary, the store owner can delete the note.

Can I change a tag's colour later? Yes — name and colour can be updated at any time from the Tags window; the change is visible on every customer with that tag.

If I delete a tag, are the customers deleted? No. Only the tag is removed; the customer record stays exactly as it is.

Why is there no note count on the customer list? The list screen does not show a note count; open the customer detail to see the notes.

If I delete a tag, what happens to an automatic group that uses it? The group stays but its rule no longer matches; members drop out at the next evaluation. Update the group's condition before deleting.

Customer Notes and Tags

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