If you’re using Clay and finding your data’s getting messy—or worse, you can’t slice and dice it the way you need—this guide’s for you. Maybe you’re tired of scrolling through long lists, or you’re struggling to send the right emails to the right people. Custom fields and tags aren’t magic, but they will help you get your act together. Let’s skip the fluff and walk through exactly how to set up your Clay workspace for better segmentation, faster filtering, and less wasted time.
Why Custom Fields and Tags Matter (And When to Use Them)
Before jumping in, let’s get clear: Clay comes with some built-in fields, but they’re pretty generic. If you want to get specific—say, tracking customer industry, lead score, or “last contacted”—you’ll need custom fields. Tags are even simpler: they’re just labels you slap on contacts or companies so you can pull up groups fast.
Custom fields are best when: - You need to store unique data (numbers, dropdowns, dates, etc.). - Filtering, sorting, or automations depend on that data.
Tags are best when: - You want to group contacts loosely (e.g., “VIP,” “Event 2024,” “Newsletter”). - You don’t care about sorting or calculations—just quick filtering.
Don’t overthink it. If you’re not sure, start with tags—they’re easy to add and remove.
Step 1: Plan What You Actually Need
Don’t fall into the “fields for everything” trap. Too many custom fields and tags just turn into clutter. Here’s how to keep it tight:
- List your real use-cases. What do you wish you could filter by? What would help you prioritize?
- Pick what actually moves the needle. Ignore “nice to have” fields—if you won’t use it weekly, skip it.
- Remember: less is more. You can always add more later.
Pro tip: If your team isn’t sure what half your fields mean, you’ve got too many.
Step 2: Creating Custom Fields in Clay
Ready to set up your fields? Here’s the no-nonsense process:
- Go to the Right Table
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Open Clay and pick the table (Contacts, Companies, etc.) where you want the field.
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Open the Field Management
- Find the column headers at the top.
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Click the little “+” icon or “Add Field.” (It’s not always obvious. If you don’t see it, look for a settings/gear icon.)
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Choose Field Type
- Name your field something clear—avoid jargon or inside jokes.
- Pick the field type:
- Text: For short notes or categories
- Number: For scores, counts, etc.
- Dropdown: Good for statuses (e.g., “Hot,” “Warm,” “Cold”)
- Date: For follow-ups or sign-up dates
- Checkbox: Yes/No stuff
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Don’t get fancy unless you need to—simple types are easier to filter.
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Set Any Options or Defaults
- For dropdowns or checkboxes, add your choices.
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Set a default if you want (but don’t force it unless it makes sense).
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Save and Test
- Add some test data. See how it looks in the table.
- Try sorting or filtering by your new field to make sure it works the way you want.
Honest take: Some field types (like multi-select or formulas) sound cool but get confusing fast. Only use them if you’re sure you need them.
Step 3: Bulk Adding or Editing Custom Fields
If you’ve already got a ton of data, you don’t want to edit one row at a time. Here’s how to move faster:
- Import via CSV: Export your data, add columns in Excel/Sheets, re-import with new fields.
- Bulk Edit: Most Clay tables let you select multiple rows (shift+click or checkboxes), then edit a field for all at once.
- Automation: If you’re technical, use Clay’s integrations or API to populate fields automatically from other tools.
What to skip: Don’t waste time perfecting every record. Get your top 20% organized—you can clean up the rest later.
Step 4: Creating and Using Tags in Clay
Tags are even easier than fields. Here’s the quick path:
- Find the Tags Area
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Usually there’s a “Tags” field in your table by default. If not, add a new text or tags-type field.
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Add Tags to a Record
- Click into the tag field for a contact or company.
- Type your tag—hit “Enter” or “Comma” to add it.
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You can add multiple tags per record.
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Bulk Tagging
- Select several rows.
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Add a tag to all of them at once.
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Filter by Tag
- Use the Filter option to pull up everyone with a specific tag.
- Combine tags with other filters for laser-focused lists.
Real talk: Tags get messy fast if you’re not consistent. Stick to a “master list” or at least agree with your team on spelling (“VIP” vs “V.I.P.” is a classic mess).
Step 5: Segmenting Your Data for Real-World Use
Now that you’ve got fields and tags set up, here’s how to actually use them:
- Filter Views: Create saved views for “High Value Leads” or “Newsletter Subscribers.”
- Sort and Prioritize: Sort by lead score, last contacted date, or whatever matters most.
- Automate Follow-ups: Use Clay’s automations to trigger actions (like reminders or emails) based on your fields/tags.
Don’t over-segment: If you have 50 views and nobody uses them, you’re just making busywork. Build segmentation around how you actually work.
What Works, What Doesn’t, and What to Ignore
Works well: - 3–7 custom fields per table—enough for clarity, not chaos. - A handful of tags you actually use. - Saved views for real workflows.
Doesn’t work: - Making a field for every possible thing (“Last Event Attended Location State”... yikes). - Letting tags get out of hand (“VIP,” “vip,” “V.I.P.,” etc.). - Over-automating before your team’s ready.
Ignore: - Fancy features you don’t need yet. Master the basics first. - Fields nobody uses or understands—delete them. - Extra data for “just in case.” You’ll know when you actually need it.
Pro Tips for Keeping Clay Organized
- Audit quarterly: Check fields/tags and delete what’s not used.
- Keep naming simple: Use plain language, not abbreviations or codes.
- Document your system: One Google Doc with “what each field/tag means” saves headaches later.
- Train your team: Even 10 minutes will save hours of cleanup.
Wrapping Up: Start Simple, Iterate as You Go
Custom fields and tags can make Clay way more useful—but only if you keep things simple. Start with what you know you’ll use. Don’t sweat perfection. Once you see what works (and what doesn’t), tweak your setup. And when in doubt? Delete more than you add.
Good segmentation isn’t about having data on everything—it’s about finding what you need, fast. Keep it tight, and you’ll thank yourself later.