Tags

Tags are short labels you attach to tasks and clients — Rush, Extension, New client, Waiting on K-1. They are flat (no parent/child), shared by everyone in your firm, and reusable everywhere.

A tag is not a status. A status describes where something is in a pipeline and only one applies at a time. A tag describes anything you want and any number can apply at once. If you find yourself creating tags named In progress or Done, you want a status instead.

Where to find it

Everyone can see tags where they're used. Creating, renaming, recoloring, archiving, and merging require the Firm settings permission — without it you'll see the list but no action buttons.

Create a tag

1. Go to Settings → Tasks & Pipeline → Tags.
2. Click New tag (top right).
3. Type the name in the row that opens at the top of the list.
4. Press Enter, or click Add.

Press Escape to cancel without saving.

Tags can only be created here. The tag pickers on tasks and clients list your existing tags; they don't create new ones. If a teammate needs a tag that doesn't exist yet, someone with Firm settings permission has to add it on this page first.

Apply a tag

To a client

1. Open the client record.
2. Find the Tags card.
3. Click Add tag and pick from the list.
4. To remove one, click the × on the tag chip.

To a single task

1. Open the task.
2. On the Details tab, find the Tags section.
3. Click the dashed + Tag chip and pick from the list.
4. To remove one, click the × on the tag chip.

To many tasks at once

1. From the task list, tick the checkbox on each task you want.
2. Use the bulk action bar to add a tag.
3. Every selected task gets the tag. Tasks that already had it are left alone.

Bulk tagging only adds. To remove a tag from several tasks, remove it from each one, or merge the tag into another if you're retiring it entirely.

Rename, recolor, archive

All three live in the tag row on the settings page.

Rename — click the pencil icon, edit, press Enter. The change applies everywhere the tag is already used; nothing is re-tagged and nothing is lost.

Recolor — click the colored dot in the Color column and pick from the palette. Colors are cosmetic. Nothing filters or sorts by color.

Archive — click the trash icon. The tag is removed from the client picker so nobody can apply it going forward, but it stays attached to everything it's already on, and it stays on this page marked Archived. Click the restore icon to bring it back.

Merge two tags

Use this when the same idea ended up with two names — Rush and Urgent, Ext and Extension.

1. Click Merge tags at the top of the page.
2. Under Merge this tag, pick the one you want to get rid of.
3. Under Into this tag, pick the one you're keeping.
4. Click Merge tags.

Everything tagged with the source is re-tagged onto the target, and the source tag is removed. Anything already carrying both ends up with just the one.

Filtering and automations

Tags are usable as filters wherever you work with lists of tasks, and they can be saved into a view so the filter sticks.

They also work in automations, in two directions:

• As a condition — a client's tags can gate whether an automation runs, so you can build rules like only for clients tagged Monthly bookkeeping.
• As an action — an automation can add or remove a tag on a task, which lets you mark things automatically instead of by hand.

Notes and limits

• Tags are firm-wide. There is no per-office or per-client-group tag list, and no way to make a tag visible to only some staff.
• Tags are flat. No nesting, no groups, no required/optional distinction.
• There is no limit on how many tags a task or client can carry, but lists get hard to read past four or five.
• The Used on count on the settings page reflects tasks. A tag applied only to clients can still show a low count, so check the client side before retiring one.
• Renaming is safe. Merging is not reversible. Archiving is reversible.
• Anyone who can see a task or client can see its tags. Tags are not a way to hide information.

A note on naming

Tags work best when the firm agrees on them up front and keeps the list short. The failure mode is thirty tags that mean almost the same thing, created ad hoc, none of which anyone trusts enough to filter on.

Two habits that help: decide who owns the list — in most firms that's one person with Firm settings permission — and prefer a status or a custom field when the answer is always one value from a fixed set. Tags are for the messy, overlapping, changes-often things.