How to create Smart Tags

How to create and use Smart Tags as a powerful tools that can help you quickly find key moments in your conversations

Updated over a week ago

What are Smart Tags?

Smart Tags are powerful tools that help you quickly find key moments in your conversations. They act like trackers, identifying specific words, phrases, or even concepts mentioned during calls. Grain comes with 8 built-in Smart Tags, but you can also create your own based on your team's priorities and what insights you want to capture.

How do Smart Tags help?

Smart Tags give you key insights into conversations happening across your team. They surface mentions of specific words, phrases, or concepts, showing you where, when, and how often they occur.

For example:

  • Review key talking points: Easily see when specific words, phrases, or concepts are mentioned, like product features, pricing, or competitor mentions.

  • Identify coaching opportunities: Understand which talk tracks are working the best and coach team members on improving their conversation skills.

  • Track Frequency: Monitor how often key topics are discussed.

How Smart Tags Work:

Smart Tags use two types of information to identify words, phrases, or concepts:

  1. Topic-based: Topic information uses AI to identify concepts even when expressed with different words. For example, a Smart Tag for "pricing" with the phrase “Asking for a discount” will also capture phrases like "Is that the best you can do?".

  2. Keyword-based: Keyword information uses specific words you define to identify Smart Tags. You can add multiple keywords like "competition", "budget", or "timeline".

How to create a Smart Tag

1. Navigate to Settings:

  • Go to Settings > Smart Tag

2. Create a New Smart Tag:

  • Click + New Smart Tag

3. Define Your Smart:

  • Name: Choose a clear and concise name for the concept you want to track.

  • Description: Briefly explain what the Smart Tag will track.

  • Meeting Type: Select the types of meetings you want to Track. This helps focus the Smart Tag on the type of meeting.

    • Internal, External, or All: Choose if the tracker applies to internal meetings, external meetings, or both.

4. Provide Examples:

  • Phrases: Provide a few real sentences or phrases that exemplify the concept. These will be used to identify similar sentences in meetings.

    Tips for Writing Phrase examples:

    • Use actual sentences or phrases from your calls

    • Keep your examples short and specific

    • Include multiple types of phrases

  • Keywords: Add relevant keywords for precise matching. We’ll match the Smart Tag with the exact word said on the meeting.

5. Preview:

  • Once you’ve added your examples, preview your Smart Tag results by clicking on Preview in the bottom right corner.

  • Alternate between meetings to see results across different meetings.

6. View Results:

  • After saving, you can view Smart Tag results by locating the Smart Tag you created and clicking the number of matches link.

Where to see Smart Tags in action

You can see Smart Tags results throughout Grain, including:

  • Meetings page: Filter meetings based on Smart Tags (e.g., to find mentions of product features).

  • Meeting recordings: See where Smart Tags matched during a call in the Insights section.

  • Workspace Insights: Explore how often Smart Tags are mentioned, and click on a tag to see all related meetings. To view them, go to Insights > Smart tags.

Out-of-the-Box Smart Tags:

Smart Tag

Meeting Type

Tracker Phrases: How is this concept expressed in real calls?



  • "Can you differentiate your product from"

  • "How does this compare to"

  • "How do you stack up against"

  • "Other solutions we've considered are"

  • "We're trying to find something better than"

  • "We are doing a proof of concept with"

  • "We are looking at a few other vendors right now"

  • "We have been comparing different vendors including"



  • "Given our current budget"

  • "I'm looking for a cost-effective solution."

  • "I am not sure how much we would be willing to spend at this time."

  • "I do have some budget constraints."

  • "I will find out if there is room in the budget for this"

  • "In terms of budget, we're aiming to stay within"

  • "We're looking for a solution that fits within our budget."

  • "We are looking for a solution that fits within our financial limitations."



  • "Our main requirement is a solution that can"

  • "We are experiencing a pain point in our"

  • "We are facing challenges with"

  • "We are seeking a solution that addresses our problem of"

  • "We're experiencing a pain-point with lack of"

  • "We are looking for features that can help us improve our"

  • "We require a solution with"

  • "We want to make sure the product is compatible with our existing"



  • "Final approval needs to come from"

  • "Getting approval for new solutions comes from"

  • "It's important to have the support of"

  • "is the person that makes these decisions."

  • "We'll need to get approval from"

  • "We are waiting on a green light from"

  • "We need to get buy-in from"

  • "We will have to get a final decision from"



  • "As part of next steps, can you share"

  • "As part of the next steps, can you send us"

  • "As part of the next steps, we need additional clarification on"

  • "Before making any commitments, it is crucial for us to understand"

  • "Before moving forward, we are interested in learning more about"

  • "Can you detail the following steps needed for"

  • "For us to proceed, we require further details on"

  • "The next steps are"



  • "I'm concerned about how this will integrate with our existing systems."

  • "I am not ready to make a decision right now."

  • "I am not interested in that feature."

  • "Our team is not convinced about the effectiveness of this feature."

  • "We are not looking to buy right now."

  • "We're looking for a different solution."

  • "We are not sure if that feature will solve our needs."

  • "We need to see more data before we can make a decision."

  • "We are not ready to make a decision right now."



  • "Are there any discounts or special packages available for long-term commitments?"

  • "Can you provide details on the pricing tiers or volume discounts?"

  • "How does the pricing compare to similar products in the market?"

  • "Pricing flexibility is important to us; what options are available?"

  • "Pricing is a significant factor in our decision-making process."

  • "We're exploring different pricing options"

  • "We are interested in a solution that offers a clear pricing structure."

  • "We are open to different pricing options."



  • "A fast timeline is crucial for us."

  • "Is that timeline going to be a problem?"

  • "Our deadline to find a solution is"

  • "Our goal is to have something in place by the end of"

  • "Timeline is a key factor in our decision-making process."

  • "We've got a fairly short timeline to find a product and implement it."

  • "We need a vendor that can commit to our timeline."

  • "We would like to make a decision by"

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