Help Center

Contact Categories

* Page referenced in this article: contact categories page.

Contact Categories help you classify contacts using one clear, structured label. Because each contact can have only one category at a time, categories are best for broad classifications your team wants to keep consistent across contacts, filters, reports, workflows, and campaigns.

Overview

• Each contact can have one category.
• Categories can be used in filters, segments, workflows, campaigns, and reports.
• Admins can create, rename, reorder, deactivate, and manage categories.
• Categories work best when you want one primary classification for each contact.

Categories are best for broad contact types. If a contact should belong to more than one group at the same time, use tags instead.

Manage Categories

Create a Category

1. Go to the Contact Categories page.
2. Click + Add Category.
3. Enter the category name.
4. Choose a color if that option is available.
5. Add a description if needed.
6. Click Save.

Edit or Reorder a Category

• Click the category name to rename it or update its details.
• Drag the category to change the display order if drag-and-drop ordering is available.

Delete a Category

A category can be deleted once no active contact uses it. LeadCenter also allows the delete when the only remaining assignments are on archived, soft-deleted, or merged contacts — those hidden assignments are removed automatically before the category is deleted.

1. Go to Settings.
2. Select Database lists.
3. Under Contacts, select Contact categories.
4. Find the category and select Delete.

Selecting Delete removes the category immediately — there is no confirmation step. If any active contact still uses the category, you'll see "Cannot delete this category as it's already assigned to some leads." Reassign or clear the category on those contacts, then try again.

Deletion is also blocked while the category is selected under Available for the following contact categories only on a free time slot (on a calendar, select Create → Busy/free time slot, then set Busy/Free time to Free). Remove the category from that restriction, then try deleting it again.

If a delete used to fail with no clear reason after contacts were archived, try again — archived, soft-deleted, and merged assignments no longer block deletion. Active contacts keep their category until you change it; deleting a category does not remove it from contacts you can still see in Contacts.

Apply a Category to a Contact

1. Open the contact's details page.
2. Find the Category field in the Important Information section.
3. Select the category.
4. Save the change.

Update Categories in Bulk

To update multiple contacts at once, go to Contacts or the Sales Pipeline, select the contacts, and use the bulk action bar to Change category.

Bulk category updates are helpful when cleaning up imported contacts or standardizing older records.

Use Categories in Filters and Automation

• Use categories in saved filters and segments.
• Use categories in workflows to branch logic or target the right contacts.
• Use categories in email and text campaign filters when you want one defined audience type.
• Use categories in reports to compare outcomes across contact groups.

Categories vs. Tags vs. Custom Fields

A simple rule of thumb: use categories for one main classification, tags for flexible grouping, and custom fields for structured data.

Best Practices

• Keep the category list short. A smaller list is easier to use consistently and makes reporting clearer.
• Use categories for mutually exclusive groups. If a contact could reasonably fit in more than one group, tags may be a better fit.
• Apply categories early. Setting a category when the contact is created helps keep filtering and automation accurate.
• Review categories regularly. Deactivate categories that no longer match your current process.
• Use clear names. Avoid category names that overlap too much with tags, stages, or custom fields.

FAQs

Can a contact have more than one category?

No. A contact can have only one category at a time.

What happens if I deactivate a category?

Existing contacts keep the category, but it no longer appears as an option for new selection.

Can I rename a category without losing history?

Yes. Renaming updates the category label without removing the value from existing contacts or reports.

Are categories the same as stages?

No. Stages show where a contact is in the Sales Pipeline. Categories describe the type of contact.

Should I use a category or a tag?

Use a category when the contact should have one main classification. Use tags when the contact may belong to multiple groups.

Related Articles

• Contact Tags
• Contact Custom Fields
• Creating Segments