Groups, tags & entities
Organize and segment your users, and manage multiple brands.
Three complementary tools structure your users and your data within an organization. Unlike spaces, which compartmentalize permissions, these tools are mainly for organizing and targeting.
Groups
Groups bring users together (by team, department, site, and so on). They're used in particular for targeting: assigning a template, a campaign or an order to an entire group rather than to each person. A user can belong to several groups at the same time.
Create a group:
- Open Organization → Groups.
- Click Create a group and give it a name (e.g. "Sales", "Management").
- Add the relevant users.
You can then target this group when assigning a template or a campaign.
Tags
Tags are free-form labels used to segment users and contacts — for example "trade show 2026", "VIP" or "sales". They make filtering and exporting easier.
Section: Organization → Tags.
Unlike groups (which are used for targeting), tags are mainly sorting and search criteria. A single item can carry several tags.
Entities
An entity represents a brand or department with its own visual identity (logo, colors). It's useful when several brands coexist within a single organization: each entity can carry its own information in the templates (profile page, signature, wallet).
Section: Organization → Entities.
Example
A group owns two brands, "Alpha" and "Beta". You create two entities, each with its own logo and colors. In a signature, the entity variable automatically shows the right logo depending on the entity attached to the user.
Custom attributes
You can add custom attributes to your users (tailored fields, e.g. "employee ID" or "region"). They can be used in filters, in imports and in Microsoft Entra ID synchronization.
Groups, tags or spaces: which one to choose?
| Need | Tool |
|---|---|
| Target a template/campaign at several people | Group |
| Sort, filter, export users/contacts | Tag |
| Manage several visual identities (brands) | Entity |
| Compartmentalize administration permissions | Space |
Good to know
- A user can belong to several groups and carry several tags; entities and spaces, on the other hand, are more structural attachments.
- Custom attributes and some segmentation options depend on your plan.
- For definitions, see the Glossary.