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As part of my free ConvertKit Audit, I look at a LOT of different accounts and THE number one thing that stands out every time is how quickly the lack of a naming system starts to cause chaos and stops people from sending the right emails to the right people (=money left on the table).
The longer this continues the more frustrated my clients are when we end up working together.
One of the reasons for the chaos is that often there is no cohesive naming system for forms, tags and sequences.
So, if you’re new to using ConvertKit (or any other platform) spend some time figuring this system out BEFORE you start to add things or people into your account.
If you have an account already and looks a little like the Chernobyl reactor post accident (amazing TV series BTW, watch it if you haven’t yet!), then read on – I’ll tell you how to fix it.
The exact naming system you’ll want to develop will depend on your business, but you should be able to put a similar system together based on your needs. I’ve helped both service providers and product-based businesses to sort their accounts out.
I always do this initial stage of planning on paper, so that it’s easy to see everything in ONE place.
The basis of the system is to use key categories in brackets [] before any other more specific information, and how you’ll come up with this is explained below, so read on:

1. Naming your Forms

When naming your forms, ask yourself what different types of people are added into your account, so you can come up with the categories.
You may have categories of the following types:
[FREEBIE] – For people that sign up to your freebie (I know, I know this one was obvious)
[PURCHASE] – For purchases that are a one off (eg. a standalone product or course)
[CLIENT] For your longer term clients (eg. 3 month coaching)
[APPOINTMENT] – For those that have booked Discovery Calls or local appointments with you.
If you use third-party tools to integrate into ConvertKit, then you may want to have a secondary category so you know which form links to which tool outside of CK. It may look something like this.
[FREEBIE] [CF] Name of Freebie
This would be a Freebie that’s created in ClickFunnels and the name of your Freebie.
[PURCHASE] [TH] Name of Course
These are people that have purchased a certain course on Thinkific for example.
The nice thing about using this system is that when everything is sorted alphabetically all Freebie forms will end up next to each other in the form overview.

2. Naming your Tags

I follow pretty much the same system with the tags, just that the tools used to connect are often not as relevant, so unless we need this info inside ConvertKit, I want to keep it simple.
[FREEBIE] Name of Freebie
[PURCHASE] Name of Course
[CLIENT] Name of program
If you are using link triggers to track clicks through to a sales page, then I also use temporary tags, to target marketing comms better:
[INTEREST] Name of Course (2019-09 Launch)
I would encourage you to only track the info you are actually going to use as part of your launch and to clean this information up afterwards.
Sometimes you may also need tags to make your automations run, these ones I usually label as [ADMIN] so we know that it’s needed, but it’s not related to a specific purchase or anything eg. [ADMIN] Welcome in Progress – these people are currently receiving welcome emails and should not receive anything else until later on.
Using the [] means that again all of your tags are grouped together nicely.

3. Naming your Sequences

For sequences I follow a similar system although the categories are different. I often have the following categories set up:
Freebies and paid programs may receive an email from a sequence to deliver the freebie or program information. So anything that delivers something people have requested gets labeled as [DELIVERY].
You may only have one welcome sequences, however if you offer support at multiple levels, there may be more than one, so let’s label them all as [WELCOME].
Doing this will ensure that you are clear whenever you look at a form, tag or sequence who it’s for. It also makes it clear what to clear out in your regular, quarterly account clean up. It also makes it more obvious in your automation Rules which form links to which tag and sequence etc.
Once your system is all set up, document in a google slides document for reference.

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