Labels & Segments
What are labels?
A label is a free-form tag you attach to a contact or an organization to group records that belong together — for example “VIP”, “Newsletter”, “Partner”, or “Trade fair 2026”. By assigning the same label to several records, you effectively create a segment: a set of contacts or organizations that share something in common.
You might call them tags, categories, segments, or lists — in FlowQi they are labels.
Labels are kept per organization (tenant), so every label you create is available to your whole team.
Contact labels vs. organization labels
Labels live in two separate lists, depending on where you use them:
| Context | Where it applies |
|---|---|
| Contact | Labels you assign to individual people |
| Organization | Labels you assign to companies |
A label you create while editing a contact appears in the contact label list; a label you create on an organization appears in the organization label list. The two lists are independent — a label name can exist in both without clashing.
Creating and assigning labels
You don’t manage labels in a separate screen — you create them right where you use them, through the Labels field.
On a contact
- Open a contact (or click + New contact).
- Go to the General section.
- Click the Labels field and pick one or more existing labels.
- To create a new one, start typing the label name. If it doesn’t exist yet, choose the create new label option — FlowQi adds it and assigns it in one step.
- Click Save (or Save changes).
On an organization
- Open an organization (or click + New organization).
- Go to the General section.
- Use the Labels field the same way — select existing labels or type a new name to create one on the fly.
- Save your changes.
Keep label names short and consistent (for example always “Newsletter”, never sometimes “newsletter” and sometimes “Nieuwsbrief”). Consistent names make your segments reliable when you scan the overview.
Where labels show up
Assigned labels appear in the Labels column of both the contacts overview and the organizations overview, so you can see at a glance which records belong to which group.
When you open the Labels field, the dropdown shows:
- the labels that already exist for that context;
- a No labels found message when nothing matches your search;
- a Creating new label… indicator while a new label is being added.
Using labels as segments
Because labels are shared across your organization, they’re the practical way to segment your CRM:
- Tag every prospect from one campaign with the same label.
- Mark your key accounts as “VIP” and your suppliers as “Supplier”.
- Group organizations by partner type, region, or any criterion that matters to you.
Open a record to see all the labels it carries, and use the Labels column in the overview to scan which records share a label.
Naming rules and limits
| Rule | Detail |
|---|---|
| Name length | Up to 255 characters |
| Required | A label needs a name; an empty label can’t be saved |
| Uniqueness | Within one context, each label name is unique for your organization — you can’t create the same contact label twice |
| Number of labels | You can assign as many labels as you need to a record |
Permissions
Working with labels is part of editing contacts and organizations. If you can create or edit a contact, you can assign and create contact labels; the same goes for organizations. If you can’t see the Labels field or the + New buttons, you’re missing the matching contact or organization permission — ask your administrator.