Labels & Tags

Go to Settings → Tags (under the Library group on the Settings page) and click Create. You need permission to manage settings to edit the tag registry. A tag has:

• Name — required, up to 100 characters, unique per account (case-insensitive, so "seasonal" and "Seasonal" are the same tag).
• Color — picked from a fixed palette of twelve colors (slate, red, orange, amber, green, emerald, teal, sky, blue, violet, purple, pink), each tuned to stay legible in light and dark themes. The tag's name always shows on the badge, so color is reinforcement, never the only signal.
• Description — optional, for your team's benefit in the settings table.
• Status — draft, active, or archived. Only active tags can be applied.

The table shows a usage count per tag — hover it for the breakdown across inventory, transactions, and recipes. If you have no tags yet, one-click starter suggestions (Seasonal, Bestseller, Promotional, Discontinued) get you going.

Three record types support tags, and a record can carry any number of them:

On each detail sheet the tag picker is a searchable multi-select: type to filter your existing tags, and if no tag matches exactly, the picker offers Create "your text" — which adds the tag to the registry and applies it in one step. Suggestions come from your own tags, so the vocabulary stays yours.

Tags do not currently apply to customers, vendors, or other record types — for structured data on those, use custom fields.

Every list with a Tags column has a tag filter in the column header: a multi-select of your tags with color swatches, plus two extra controls —

• Match any / Match all — with several tags selected, "any" shows records carrying at least one of them (the default, good for browsing), while "all" narrows to records carrying every selected tag ("Seasonal AND Bestseller — what do I reorder first?").
• No tags — shows only untagged records, handy for finding what you haven't organized yet. Selecting it clears any tag selections, since the two can't both be true.

Tag filters compose with the list's other column filters, and your selection persists on that device between visits.

You don't have to open records one at a time. On the inventory, transaction, and recipe lists, select rows with the checkboxes, then use Add tag or Remove tag in the selection toolbar and pick a tag — it's applied to (or removed from) every selected record in one action, recorded as a single audit-trail entry with the affected count.

A useful pattern: filter the list first (say, everything in one category with low stock), select all, and tag the result — the tag then becomes a saved slice of your catalog you can return to from any list.

CSV export from the inventory, transaction, and recipe lists includes a Tags column with the record's tag names joined by semicolons — for example Seasonal;Bestseller. On import, the Tags column is matched against your existing registry tags by exact name (case-insensitively), and the matched tags are applied to the imported records.

Import never creates a tag. A name that doesn't match any existing tag is reported as a row error rather than silently minting a new registry entry — so a typo like "Seasonl" can't pollute your vocabulary. Create the tags in Settings → Tags first, then import.

See Importing from CSV for the full import workflow and the import reference for every supported column.

Tags live in one registry, so renaming or recoloring a tag updates every record that carries it, instantly — the edit sheet reminds you how many records that is. This is the big win over free-text keywords: "Holiday-2026" can never drift into three spellings.

A tag that's still applied to records can't be deleted — archive it instead. Archiving removes it from pickers and filters going forward without touching the records it's on, and you can unarchive it any time. Delete is only available once the usage count reaches zero. Every change is recorded in the audit trail.