TL;DR — Design your taxonomy in Workspace > Keywords & Tags before tagging anything, using 8-20 tags across topics, audience segments, and funnel stages. Go to Overview > GEO Matrix after applying topic tags to see a strategic heatmap where each row is a business area and each column is an AI provider. Use Compare > By Tag and By Funnel Stage to get segmented visibility numbers that actually drive decisions. Pro tip: align your Qwairy topics with the product categories in your CRM so visibility data and pipeline data share the same taxonomy.
The Question
“How should I organize my prompts with tags, topics, and funnel stages?”A flat list of monitored prompts gives you overall visibility numbers, but it makes it impossible to answer the questions that actually matter: “Where am I weak by topic? Which funnel stage has the lowest visibility? Which tag is driving my best competitive results?” Tags, topics, and funnel stages are the taxonomy that turns raw prompt data into structured, filterable intelligence. This page shows you how to design that taxonomy and apply it in Qwairy. You might also be wondering:
- “What is the difference between a tag, a topic, and a funnel stage in Qwairy?”
- “How granular should my tags be — should I have 5 tags or 50?”
- “Can I use the same prompt in multiple tags?”
Where to Go in Qwairy
Start here: Workspace > Keywords & Tags
Navigate to Workspace > Keywords & Tags — this is where you create and manage your tag taxonomy.
Before creating tags at random, design your structure first. A practical system uses three layers: Topics (broad thematic buckets aligned to your product areas or use cases, e.g., “email marketing,” “analytics,” “integrations”), Tags (more specific attributes that can cross topics, e.g., “enterprise,” “SMB,” “competitor comparison,” “pricing”), and Funnel Stages (awareness, consideration, decision — applied to every prompt to enable funnel-level visibility reporting).
Create your tags here, then apply them to prompts individually or in bulk via the Monitoring settings page.
Go deeper: Overview > GEO Matrix and Compare
Cross-reference with Overview > GEO Matrix after applying your topic taxonomy.
The GEO Matrix uses topics as row groupings — each row in the matrix represents one of your topics, and columns are AI providers. A well-organized topic structure transforms the GEO Matrix from a generic heatmap into a strategic map of your business: you can see immediately which product areas have strong AI presence and which are invisible across all providers.
Then open Overview > Compare and use the By Tag, By Topic, and By Funnel Stage breakdown tabs. These views only produce meaningful output when your prompts are properly tagged — without organization, every breakdown shows the same undifferentiated number.
Complete the picture: Filters across all pages
Once your taxonomy is in place, use the Topic, Tag, and Funnel Stage filters available across the Performance Dashboard, Prompts page, and Compare views to slice data by any dimension.
The Looker Studio tag-performance and prompt-performance data sources also respect this taxonomy — a properly organized prompt set unlocks automated, segmented reporting in your BI dashboards without any manual slicing.
What to Look For
Workspace > Keywords & Tags — Taxonomy Design
The most important decision is how many tags to create. Too few (3–5 generic tags) and you lose the ability to filter meaningfully. Too many (50+ hyper-specific tags) and the maintenance overhead makes tagging inconsistent. A practical range for most companies is 8–20 tags across all categories, with every prompt assigned at least one topic tag and one funnel stage.| Element | What it tells you |
|---|---|
| Untagged prompts | Prompts that will be excluded from all filtered views — a coverage gap in your reporting |
| Tags with only 1–2 prompts | Tags too narrow to generate statistically meaningful visibility rates |
| Funnel stage distribution | Whether your prompt set is balanced across awareness, consideration, and decision stages |
| Topic overlap | Prompts that logically belong to multiple topics — a signal to reconsider your taxonomy boundaries |
GEO Matrix — Topic Row Structure
The GEO Matrix becomes genuinely useful when topics represent strategically distinct areas of your business. If you sell to both SMB and enterprise customers, those should be separate topics (or separate tags that you can filter on), so you can see that enterprise-focused prompts show 12% visibility while SMB prompts show 41% — a finding that drives a very different action plan than a single blended 26%.Pro Tip: Align your topics in Qwairy with the product categories or use cases you track in your CRM. When visibility data and pipeline data share the same taxonomy, attribution conversations become much more concrete: “We are weak on AI visibility for the enterprise data integration use case, which is also our largest deal size category.”
Filters That Help
| Filter | How to use it for this question |
|---|---|
| Topic | View GEO Matrix, Compare, and Performance Dashboard for a single product or use case area |
| Tag | Slice by audience segment, competitor comparison, or content type across all analytics views |
| Funnel Stage | Check visibility specifically for decision-stage prompts — these have the most direct revenue impact |
How to Interpret the Results
Good result
Every monitored prompt has at least one topic tag and one funnel stage assigned. The GEO Matrix shows distinct rows for each major business area with meaningful variation across the grid — some topics strong, some weak — giving you a clear strategic picture. The Compare > By Tag and By Funnel breakdowns show differentiated numbers: decision-stage prompts have lower visibility than awareness-stage (normal), and you can identify which specific tags need work. Looker Studio tag-performance reports run automatically without manual setup.Needs attention
More than 20% of your monitored prompts have no tags applied. All prompts are assigned to a single generic topic, making the GEO Matrix useless as a strategic tool. Funnel stages are not used at all, so you cannot distinguish decision-stage visibility from awareness-stage visibility. Or: tags were created inconsistently by different team members and the same concept has 3 different tag names (e.g., “Enterprise,” “enterprise,” “ENT”).Example
Scenario: A multi-brand retail group operating 4 fashion labels and 2 home decor brands monitors 48 prompts across all brands with no tags. They want to organize them into a reporting-ready taxonomy so each brand team gets relevant insights.
- Open Workspace > Keywords & Tags and create the following topic tags per brand vertical: “premium fashion,” “streetwear,” “sustainable fashion,” “luxury accessories,” “home furniture,” “home textiles.” Create audience tags: “Gen Z,” “millennial,” “premium buyer.” Create channel tags: “e-commerce,” “in-store.” Assign funnel stages to all 48 prompts by reviewing each one.
- Apply tags in bulk via Monitoring settings: 12 prompts tagged “premium fashion,” 9 tagged “streetwear,” 8 tagged “sustainable fashion,” 6 tagged “luxury accessories,” 7 tagged “home furniture,” 6 tagged “home textiles.” All 48 prompts receive a funnel stage — 18 awareness, 20 consideration, 10 decision.
- Open Overview > GEO Matrix. The matrix now shows 6 distinct topic rows by brand vertical. The “sustainable fashion” row is dark red across all providers (9% average visibility) despite being the group’s fastest-growing segment, while “premium fashion” is green on Perplexity (54%) and ChatGPT (47%). This immediately surfaces the sustainability content gap as the highest-priority area for the group’s growth strategy.
- Open Overview > Compare > By Funnel Stage. Decision-stage prompts show 13% brand visibility vs 41% for awareness prompts — confirming the brands are recognized in AI responses but not recommended when shoppers are ready to purchase. The “Gen Z” audience tag shows an even steeper drop: 8% at decision stage versus 39% at awareness.
Go Further
Tags and topics documentation
Read the Keywords & Tags documentation for the complete guide to organizing your prompts with tags and topics
Video: organize your workspace
Watch the video tutorial on setting up an effective tag and topic taxonomy in your Qwairy workspace
Export your prompt taxonomy
Export your full prompt, tag, and topic structure as CSV for documentation or migration purposes
Related Questions
Am I monitoring the right prompts?
Audit your existing prompt set for coverage gaps before organizing it
How visible is my brand for each topic in AI?
Use your new topic taxonomy to analyze per-category visibility
Which topic + provider combination is my biggest weakness?
Use the organized GEO Matrix to find competitive blind spots
How do I compare my visibility by funnel stage?
Analyze how AI visibility differs across the buyer journey stages