Tags

Tags are labels you stick on records — projects, tasks, people, resources, accounts, and more — so you can group, filter, and report on them in flexible ways. Think of them as hashtags: one record can have several, and you can make up new ones whenever you need a new way to slice your data.

Every tag has an Applies to value (like Projects or Tasks) so the app knows which kinds of records the tag can be attached to. A tag that applies to Projects only shows up on projects; a tag that applies to Tasks only on tasks.

Where to Find Tags

From anywhere in include GO, click the Settings icon in the left sidebar. In the Settings sidebar that opens, under the Administration section, click Tags.

Navigation path: Dashboard → Settings → Administration → Tags

The Tags Page

The page shows a table of every tag in the system. The subtitle at the top tells you how it works: "Right-click to add a tag or act on a row. Cells are editable in place." There's no "Create" button — everything happens through the right-click menu or by clicking directly into a cell.

What you see on this screen

The table also shows Applies To (a pill badge like "Projects" or "Tasks"), Color (a color swatch), Status (Used or Unused — whether any records currently carry the tag), and Notes (free-text internal comments).

Default Tags

A fresh tenant comes seeded with a starter list of tags:

You can rename any of these, add your own, or archive the ones you don't use.

Adding a New Tag

There is no Create or Add button on this page. Instead, right-click anywhere on the grid and choose Add New Tag from the context menu.

The Create Tag dialog opens:

Form fields

Click Create Tag to save. The tag appears in the grid and in pickers for its entity type.

Tip: You can also click directly into cells on an existing tag row to edit its Description, Applies To, or Color in place — no dialog needed. Press Enter to save your change.

Editing a Tag

Two ways to edit an existing tag:

• In place: Click any editable cell (Description, Applies To, Color) and type the new value. Changes save when you click away or press Enter.

• Full dialog: Right-click the row and choose Edit. The same Create Tag dialog opens with the current values pre-filled.

Note: Editing a tag's Description changes it everywhere the tag is applied. If "Residential" becomes "Residential — Single Family," every project tagged with it shows the new name.

Cloning a Tag

Right-click a row and choose Clone to create a copy of the tag with the same Applies To, Color, and Notes. The dialog opens so you can tweak the Description before saving. Handy when you want a similar tag for a different purpose — e.g., cloning "Priority" to create "High Priority" and "Low Priority."

Archiving a Tag

Right-click the row and choose Archive. A confirmation appears first. Archiving a tag hides it from pickers across the app but preserves any existing records that carry the tag.

You can't archive a tag that's in use. If the Status column shows "Used," the tag is currently attached to at least one record and the Archive action is blocked — a toast appears explaining why. Remove the tag from those records first, or rename it instead.

To bring an archived tag back, turn on the Show archived toggle at the top of the page, right-click the archived row, and choose Unarchive.

How Tags Connect to the Rest of the App

Tags show up everywhere a flexible grouping is useful. A record can have many tags, and the same tag can be applied to many records.

Most of these screens offer a bulk-assign tags option — select a handful of records and apply tags to all of them at once. Bulk assign is the fastest way to back-fill tags on existing data after you create a new tag.

Who Can Edit This Page?

Anyone with the Settings View permission can see the Tags page. Only users with the Settings Manage permission can add, edit, or archive tags. By default this means Super Admin, Accountant, and HR Manager roles.

Tips & Best Practices

• Pick the right Applies To. A tag only shows up on records of its selected type — if you make a "Tasks" tag when you meant "Projects," the tag won't appear where you expect.

• Keep descriptions short and title-cased. "Residential" reads better than "residential projects (single-family homes only)" in a picker chip.

• Use Color to speed recognition. Warm colors for urgent tags, muted colors for informational ones.

• Don't duplicate existing classifications. If Project Types already captures Commercial vs Residential, use tags for orthogonal attributes instead (VIP Client, Warranty Work, Needs Permit).

• Use Notes to explain ambiguous tags. If you add "Priority" and "High Priority," write in Notes how the two differ so your team applies them consistently.

• Prefer renaming over archiving. If "Hardscape" should really be "Hardscape & Masonry," rename it — every record keeps its association. Archive only when a tag is truly retired.

• Clone similar tags. Right-click → Clone is the fastest way to spin up a family of related tags (e.g., several priority levels).

• Bulk-assign after creating. New tags show up empty in reports until records are tagged. Use the bulk-assign option on Projects, Tasks, or People to back-fill existing records quickly.

Common Questions

I don't see a Create button — how do I add a tag? That's normal. The Tags page has no Create button. Right-click anywhere on the grid and choose Add New Tag from the menu.

Can I apply a tag from any category to any record? No — a tag only shows up on records matching its Applies to value. A Projects tag appears only on projects, not on tasks or people.

Why can't I archive this tag? Its Status is "Used" — meaning at least one record carries it. Remove the tag from those records first, or rename it so the old label stops appearing.

What happens to a record if I archive a tag it has? The record keeps the tag (no data loss), but the tag disappears from pickers so it won't be assigned to new records.

I archived a tag by accident. How do I restore it? Turn on Show archived at the top of the page, right-click the archived row, and choose Unarchive.

Why are tags in the Administration section and not Organization? Because tags cut across every part of the app — projects, tasks, people, accounts, resources. They're an admin-level utility rather than an organization-structure concept.

Can I filter records by tag? Yes — most list pages (Projects, Tasks, People, etc.) support filtering or searching by tag. Some reports let you group by tag too.

Related Topics

• Projects — Where project tags are applied

• Tasks — Where task tags are applied

• People — Where person tags are applied

• Resources — Where resource tags are applied

• Project Types — A fixed classification system complementary to tags

• Roles & Permissions — Control who can edit Tags