Creating tags for jobs

In this article, you'll learn how to make job tags, put them on jobs and clients, and change or delete them later. Tags are short colored labels that help you spot a job at a glance: waiting on parts, needs a second truck, call before arriving, or whatever matters to your business.

Note: All your tags live in one list in Settings. Jobs and clients both pick from that list, so a tag you make once works everywhere.

To open your tags:

  1. At the bottom of the menu, click the Settings gear. The settings list opens above it.
  2. Under Jobs & leads, click Tags.

If you don't see Tags, your role isn't allowed to change job settings. Adding, editing, moving and deleting tags also needs an admin login, so ask the account owner if your changes don't save.

On the phone app, open the side menu, tap the gear at the bottom, then tap Tags under Jobs & leads. Settings opens with a row of tabs across the top and Tags selected.

The Tags page in Settings
The Tags page in Settings

Creating a tag

  1. Type the tag's name in the New tag box.
  2. Pick a color from the row of swatches underneath. The small square next to the box shows that color with the first three letters of the name.
  3. If you like, add a short note in What this tag means (optional). It shows under the tag on this page, so your team knows when to use it.
  4. Click Add, or press Enter.
Creating a tag

The new tag goes to the bottom of the list, and you can use it right away. If the name matches a tag you already have, the CRM keeps the one you have and doesn't make a second.

Tip: The tag menu on a job lists tags in the order they sit on this page. On the web, drag a tile to move it. On the app, tap the ⠿ handle, then tap the tile you want it to go in front of.

Adding a tag to a job

  1. Open the job.
  2. Click the + next to Tags.
  3. Tick the tags you want. On the web, each tag shows as a colored chip with its short code (hover over it to see the full name). Tags already on the job show an x instead of a box. As you tick, the job's tag row updates so you can see your picks.
  4. Click Save.
Adding a tag to a job
Adding a tag to a job

Nothing is saved until you click Save. If you click away or press Escape, the job keeps the tags it had before.

If you haven't made any tags yet, the menu says No tags yet with an Edit tags link. Once you have tags, an Edit tags and order link at the bottom of the menu takes you to Settings › Tags.

On the app, the + opens a Tags sheet listing each tag's full name in its color with a checkbox, plus a Save button and an Edit tags and order link. That link opens Settings, so tap the Tags tab when you get there. Close the sheet without tapping Save and the job keeps its old tags.

Note: Once a job is marked Done, its tags are locked. The + and the remove buttons disappear. To change the tags, change the job's status first.

Removing a tag from a job

  1. Open the job.
  2. Click the x on the tag's chip. On the app, tap the chip.

The tag comes off that job right away. It stays in your list, so you can still use it on other jobs.

Editing a tag

  1. Go to Settings › Tags.
  2. Click Edit next to the tag.
  3. Change the name, pick a new color or update the note.
  4. Click Save, or Cancel to keep it as it was. On the web, Enter in the name box saves and Escape cancels.
Editing a tag

Every job that already has the tag shows the change. If an automation rule checks for the tag by name, the rule switches to the new name too.

Deleting a tag

  1. Go to Settings › Tags.
  2. Click the x at the right end of the tag's tile.
  3. You're asked Delete "name"?. Click Delete to confirm, or Cancel.

You can't delete a tag that's still on a job. You'll see a message saying how many jobs still use it and suggesting you rename it instead. Take the tag off those jobs first, or rename it to something you'll use.

Warning: NR, SR, DND and DNC are built-in tags. Review requests and the do-not-contact switch look for them by name, so they have no Edit or delete button. You can still move them up or down the list.

Filtering the schedule by tag

  1. In the menu, click Schedule.
  2. In the calendar's toolbar, click the filter icon.
  3. In the Filter the calendar panel, under Tags, click the tags you want to see. Each one is a pill in its own color.
Filtering the calendar by tag

The calendar now shows only jobs with those tags. Click Clear all to remove the filters. The app's calendar filter has the same Tags pills.

Using tags in automations

An automation rule can check a job's tags before it runs. While editing a rule, click Add condition. In the Only if… box, pick job tag from the first list, choose the tag from the value list, then click ✓ Apply. For the full steps, see Adding conditions to your automation rules.

Tags on clients

On the web, a client can carry tags from the same list.

  1. Open the client.
  2. On the card with their name and contact details, click Add tag.
  3. Tick the tags you want. Each shows as a colored chip with its full name, and tags already on the client show an x instead of a box.
  4. Click Save.

To take a tag off, click the x on its chip. It comes off the client right away.

To tag several clients at once, tick them on the Clients list and use Apply tags. Tags they already have stay put. See Tagging multiple clients at once.

Note: The delete check only counts jobs. If you delete a tag that's still on a client, the client's card keeps showing its short code.

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