Use Keywords to Segment Contacts

Victoria Glossop
  • Updated

Segmenting your database gives you a deeper understanding of your contacts and allows you to do some very highly targeted messaging. 

To engage effectively with your prospects and clients, the shotgun approach is not the way to go. You want to make sure you're connecting with the right people at the right time with the right information.

Keywords let you do just that.


What Are Keywords?

Keywords are labels that you can assign to contacts. They allow you to track unique bits of information that you can search by, when needed.

For example, you could track the type of home a contact is looking for, eg: a waterfront property or a heritage home. Think of how powerful it is when a listing of that type comes available and in a couple of clicks you can pull up all your contacts who are looking for that type of listing and instantly send them a stylish "just listed" announcement. 


Build Your Keyword List 

It’s simple! Click on the Configuration (gear) icon in the upper right-hand corner of your dashboard and then choose Contacts 




In the pop-up window, underneath Modify System Lists, click on Contacts Keywords. This is your master list of keywords, which is accessible from the contact file of any individual. In the bar, simply type the desired keyword then click the green Add button. You can add as many keywords as you'd like. Click Save and Close once you’re done.  




PRO TIP: Keyword Examples: contact type (Home Inspector, Property Manager), property type (eg: Waterfront Property, Hobby Farm), property style (eg: Rancher, 2 BR Condo), important celebrations (eg: Happy Holidays, Happy Hanukkah), neighbourhoods of interest (eg: Westwood, Point Ideal), budget (eg: $450 - $500). 


Add a Keyword to a Contact Record 

From your CRM Dashboard under the Contacts section, open up the Contact Record. Click the + Keyword button, then scroll down to select one from the list.  




Add a Keyword to Multiple Contacts 

Read our article on how to Edit Contacts In Bulk.


Need a Hand? 

If you’d like a little extra assistance with any of the Prospects CRM features, our Customer Support is ready to help! Contact us at 




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