Cards and drawers: contacts, fields and tags

Result

Your sub-account has client cards with five custom fields, three tags, five test contacts and a drawer that fills itself.

Estimated time

50 minutes

Cost

US$ 0.

Analogy

Step-by-step guide

Menu paths are shown as they appear in the English interface, with the Spanish name in parentheses for teams that work in Spanish. Everything happens inside your sub-account: check the switcher in the top left before you start.

1. 01

   Design the card before you build anything

   Pick the five things you want to store about each client and the three labels to group them. For the practice account: the five fields and three tags below.

   Alba Studio fields: "Service of interest" (dropdown), "Lead source" (dropdown), "Preferred time" (single choice), "Last visit" (date) and "Number of visits" (number).

   Alba Studio tags: new-lead, regular-client and lash-promo.

   Key points

   • AXIS's rule of thumb: if the information has a value (a date, a number, an option), it's a field. If it's a yes-or-no mark to group people or trigger something, it's a tag.
   • Don't store health information, such as allergies, on the practice card. That topic comes in lesson I.6.1.

   Source: F2, F5

   The card · five fields

   Service of interestDropdown (single)

   Lead sourceDropdown (single)

   Preferred timeRadio select

   Last visitDate picker

   Number of visitsNumber

   The sticky notes · three tags

   new-lead

   regular-client

   lash-promo

   Does it have a value? Field · Is it a yes-or-no mark? Tag

2. 02

   Create the five fields

   Settings → Custom Fields → + Create fieldCopy path

   In a Spanish-language account: Configuración → Campos personalizados → + Crear campo

   Open Settings → Custom Fields; the Custom Fields tab in Contacts takes you to the same place. In the object filters at the top (All, Contact, Opportunity, Business), choose Contact.

   With Create folder, create a folder named Alba Studio AX-7K2Q: the business name plus your code. You'll see it under the Folders tab.

   Choose + Create field. In the Create custom field drawer, fill in Field type *, Add to object * (choose Contact), Field name * and Folder name * (your folder). Confirm with Create custom field.

   Alba Studio types: "Service of interest" and "Lead source," Dropdown (single); "Preferred time," Radio select; "Last visit," Date picker; "Number of visits," Number.

   Enter the options for the dropdowns and the single choice. "Service of interest": Gel manicure, Acrylic nails, Classic lashes, Lash lift. "Lead source": Instagram, Google, Referral. "Preferred time": Morning, Afternoon, Saturday.

   Repeat until you have all five. The list shows each one's type in the Field type column: check it there.

   Key points

   • A field created for opportunities can't be switched to contacts, and it won't appear in forms. Check Add to object before each field.
   • The list of types may grow: HighLevel is testing new ones in Labs, such as links, date and time, rich text and team members.

   Source: F2, F3, F4

3. 03

   Decide on and create your three tags

   Settings → Tags → + Create tagCopy path

   In a Spanish-language account: Configuración → Etiquetas → + Crear etiqueta

   Decide how they're spelled before you use them. AXIS recommends all lowercase, with hyphens, like regular-client.

   Open Settings → Tags and create all three with + Create tag. The page can also sort tags into categories; you don't need them today.

   In the next step, you add them to your test clients.

   Key points

   • Tags are case-sensitive: VIP and vip are two different tags, and a list that looks for one won't find the other. With a bilingual front desk, agree on one language for tags too.

   Source: F5, F6

4. 04

   Add five test contacts

   Contacts → Smart Lists → (person icon with +)Copy path

   In a Spanish-language account: Contactos → Listas inteligentes → (botón de persona con +)

   Open Contacts. At the top are the Smart Lists, Bulk Actions, Custom Fields, Tasks and Companies tabs; stay on Smart Lists.

   On the right, next to Import, there's a button with no text, just a person icon with a +. Its tooltip says Add Contact: choose it.

   First and last name: all five carry the code. Use the first names Ana, Beth, Carla, Dana and Ellie, each followed by Test AX-7K2Q.

   In the drawer, only First name is required. Your custom fields don't show by default: choose Customize form, which opens in another tab, and add them.

   Email: a different one for each, on the example domain, like ana@example.com. Leave the phone empty: a made-up number may belong to someone.

   Fill in at least "Service of interest" and "Last visit" for each, and save with Save and add another. For the last one, use Save.

   Then open each card and add her tags: pick each one under Tags and confirm with Apply. Give Ana, Beth and Carla lash-promo; also give Ana new-lead and Beth regular-client.

   Key points

   • Use a different email for each contact. If you repeat one, HighLevel may warn you it already exists or create a duplicate card, and your list gets confusing.
   • Without Apply, the tag isn't saved.
   • If you left Include sample data on in mission 2, your sub-account comes with five "(Example)" contacts and sample tags. Don't use them in your evidence.

   Source: F1, F7, F13, F14, F15

5. 05

   Build your first drawer

   Contacts → Smart Lists → + AddCopy path

   In a Spanish-language account: Contactos → Listas inteligentes → + Añadir

   In Contacts, choose + Add, next to the All tab of your lists.

   Add the tag filter: Tag · Is any of · lash-promo. Confirm with Apply and then Create.

   Give it a clear name, like "Lash promo." If it doesn't ask for one when you create it, rename it with the pencil.

   Choose the visible columns: name, tags and at least two of your fields. You pick them with the column picker, which reads something like 7/35 columns (visible out of the total).

   Save the list again so the columns stick.

   Key points

   • The list updates itself: when a new client gets the tag, she shows up there without you doing anything. That's the drawer.
   • Each list belongs to the person who created it. If a teammate needs it, share it; that comes in lesson II.1.4.

   Source: F8, F9

   FilterTag · Is any of · lash-promo

   The drawer · Lash promo

   Ana Test AX-7K2Q

   Beth Test AX-7K2Q

   Carla Test AX-7K2Q

   A new client with the tagDrops in by itself, without you doing anything

   Contacts → Smart Lists → + Add

6. 06

   What you don't do yet

   Don't import your real client list today. Duplicate cleanup (lesson II.1.3) and consent (lesson I.6.1) come first.

   Don't message contacts who haven't agreed to hear from you, even if you have their number.

   Key points

   • Importing is an admin task, and custom fields can only be mapped if they already exist. What you built today is the base for that import.

   Source: F12

Interactive

Field or tag?

This interactive is used inside your AXIS account.

If it breaks

The mistakes that repeat most, and the way out.