Tag Management System

Master WhatSnap's tag-based contact routing system to efficiently manage multiple WhatsApp accounts and organize your messaging operations.

WhatSnap's tag management system is the backbone of multi-account WhatsApp messaging. Understanding how tags work is essential for effectively managing multiple WhatsApp accounts and ensuring messages are sent from the correct phone numbers.

Core Concept: Tags determine which WhatsApp account sends messages to specific contacts. Every contact must have an account tag to receive WhatsApp messages through WhatSnap.

How the Tag System Works

Automatic Tag Assignment

Auto Account Tag Switching: When a contact messages a different WhatsApp number (with a different account tag), their existing account tag will be automatically replaced with the new account tag. This enables fluid communication where contacts can seamlessly interact with multiple WhatsApp accounts within the same conversation window - the system simply switches which account tag is associated with that contact based on their most recent interaction.

Example: If John has whatsnap-account-sales tag and then messages your support WhatsApp number, his tag will automatically switch to whatsnap-account-support to ensure all future replies use the correct WhatsApp account.

Tag Structure

WhatSnap creates tags in a standardized format:

Standard Format: whatsnap-account-[identifier]

Examples:

• whatsnap-account-0

• whatsnap-account-1

• whatsnap-account-2

Edit WhatsApp Account Tag

Tag-Based Message Routing

Outgoing Message Flow

1

Contact Tag Check

When you send a message to a contact, WhatSnap checks for the contact's account tag.

2

Account Selection

The system uses the tag to determine which WhatsApp account should send the message.

3

Message Delivery

The message is sent through the designated WhatsApp account to maintain conversation consistency.

Message Routing Examples

Sales Scenario

Contact: John Smith

Tag: whatsnap-account-sales

Result: All messages to John are sent from the Sales WhatsApp account

Workflow:

1. John messages the Sales WhatsApp number

2. Contact gets whatsnap-account-sales tag

3. All future messages to John use the Sales account

4. Conversation remains consistent from one number

Support Scenario

Contact: Sarah Johnson

Tag: whatsnap-account-support

Result: All messages to Sarah are sent from the Support WhatsApp account

Workflow:

1. Sarah messages the Support WhatsApp number

2. Contact gets whatsnap-account-support tag

3. Support team responses use the Support account

4. Clear separation from sales communications

Multi-Touch Scenario

Contact: Mike Brown

Initial Tag: whatsnap-account-marketing

Changed To: whatsnap-account-sales

Workflow:

1. Mike responds to marketing campaign (gets marketing tag)

2. Becomes qualified lead - tag changed to sales

3. All sales follow-up uses sales WhatsApp account

4. Clear handoff between departments

Managing Tags

Viewing Contact Tags

In GoHighLevel Contact Page:

1. Navigate to the Contacts section

2. Open any contact record

3. View the Tags section

4. Look for tags starting with whatsnap-account-

In GoHighLevel Conversional Page:

1. Navigate to the contact conversation

2. Open the right sidebar and view the Tags section

3. Look for tags starting with whatsnap-account-

Manual Tag Management

Tag Changes: Manually changing account tags on contact affects which WhatsApp account will be used for future messages to that contact.

Adding Tags:

1. Open the contact record in GHL

2. Navigate to the Tags section

3. Add the desired whatsnap-account-[name] tag

4. Save the contact

Switching WhatsApp Accounts:

1. Remove current whatsnap-account- tag

2. Add new whatsnap-account- tag for desired account

3. Future messages will use the new account

Tag-Based Filtering and Organization

Contact Filtering

Use tags to filter and organize your contacts by WhatsApp account:

Filter Examples:

• All Sales Contacts: Filter by whatsnap-account-sales

• Support Inquiries: Filter by whatsnap-account-support

• Regional Contacts: Filter by whatsnap-account-california

• Campaign Responses: Filter by whatsnap-account-marketing

Filter Benefits:

• Account-Specific Views: See only contacts for specific WhatsApp accounts

• Performance Analysis: Analyze results by account/department

• Team Management: Show team members only their assigned contacts

• Campaign Tracking: Track results from specific outreach accounts

Workflow Integration

Workflow Power: Tags enable sophisticated automation workflows based on WhatsApp account interactions.

Tag-Based Workflow Triggers:

• Tag Added: Trigger when specific account tag is assigned

• Tag Removed: Trigger when account tag is changed

• Tag Contains: Trigger based on any WhatSnap account tag

• Multiple Tags: Complex logic with multiple account tags

Workflow Examples:

Departmental Routing

Trigger: Tag whatsnap-account-sales added Actions:

1. Assign to sales team member

2. Add to sales pipeline

3. Send welcome message from sales account

4. Schedule follow-up sequence

Benefits: Automatic qualification and routing based on WhatsApp account contacted

Account Switching

Trigger: Contact moves to "Qualified Lead" pipeline stage Actions:

1. Remove whatsnap-account-marketing tag

2. Add whatsnap-account-sales tag

3. Assign to sales representative

4. Send transition message from sales account

Benefits: Seamless handoff between marketing and sales teams

Support Escalation

Trigger: Tag whatsnap-account-support added + specific keyword detected Actions:

1. Remove basic support tag

2. Add whatsnap-account-vip-support tag

3. Assign to senior support specialist

4. Send escalation notification

Benefits: Automatic escalation to specialized support accounts

Workflow Account Switching: When crafting workflows, you can set a contact's associated WhatsApp account by switching tags using "Remove Tag" and "Add Tag" actions. However, this approach multiplies the number of actions required and adds visual complexity to your workflow design.

To simplify this process, WhatSnap implements a Commands System that allows you to switch WhatsApp accounts directly using commands in the SMS area, making account switching more streamlined and efficient.

📖 Learn More: See the dedicated Commands System section for detailed information on direct account switching.

Troubleshooting Tag Issues

Common Tag Problems

Contact Not Receiving WhatsApp Messages

Possible Causes:

• Contact missing WhatsApp account tag

• Tag references disconnected WhatsApp account

• Tag name doesn't match any connected account

• Trial expired

Solutions:

• Check contact has appropriate whatsnap-account- tag

• Verify the tagged account is connected and active

• Update tag to reference active WhatsApp account

• Activate WhatSnap account with a credit card and active payment

Messages Sent from Wrong WhatsApp Account

Possible Causes:

• Contact has multiple WhatsApp account tags

• Tag references different account than expected

• Tag was manually changed incorrectly

• A workflow is causing the issue

Solutions:

• Remove duplicate WhatsApp account tags

• Verify tag matches intended WhatsApp account

• Check tag spelling and format accuracy

• Check last workflow activated on the contact page

Next Steps

After mastering tag management:

1. User Assignments - Learn how user assignments work with tags

2. Conversations - Apply tag knowledge to messaging

3. Workflow Automation - Use tags in advanced workflows

4. Outreach Campaigns - Leverage tags for campaign organization

Tag Mastery: Understanding the tag system is crucial for effective multi-account WhatsApp management. Take time to plan your tag structure before scaling to multiple accounts.