Tags & Labels

Tags help you organize tasks that span multiple projects and add extra context to your work.

What are Tags?

Tags are labels you attach to tasks:

• Cross-project organization
• Add context (e.g., #waiting, #quick)
• Filter and find related tasks
• Create custom views

Unlike projects, a task can have multiple tags.

Creating Tags

While Adding a Task

Type # followed by the tag name:

"Call client about proposal #urgent #calls"

If the tag doesn't exist, it's created automatically.

From Tag Management

1. Click Tags in the sidebar
2. Click + New Tag
3. Enter the tag name
4. Choose a color
5. Click Create

Tag Properties

Each tag has:

• Name - Short, descriptive label
• Color - Visual identification
• Description (optional) - What the tag means

Using Tags

Adding Tags to Tasks

Multiple ways to tag:

1. While creating: Type #tagname
2. From task details: Click Add tag
3. Bulk action: Select tasks → Add tag
4. Drag and drop: Drag task to tag in sidebar

Removing Tags

1. Open the task
2. Click the tag to remove it
3. Or right-click tag → Remove

Tag Shortcuts

Quick tag entry:

• # - Opens tag selector
• Type to filter tags
• Enter to add
• Continue typing for more tags

Tag Organization

Tag Groups

Group related tags:

1. Go to Tags in sidebar
2. Click + New Group
3. Name your group (e.g., "Contexts", "People")
4. Drag tags into the group

Nested Tags

Create hierarchies:

#work
  #work/meetings
  #work/reports
  #work/admin

Child tags inherit parent properties.

Favorite Tags

Pin frequently used tags:

1. Right-click a tag
2. Select Add to favorites
3. Appears at top of tag list

Filtering by Tags

View Tag Tasks

Click any tag in the sidebar to see all tasks with that tag.

Multiple Tag Filter

Find tasks with multiple tags:

1. Click a tag
2. Click + Add filter
3. Add more tags
4. Choose AND or OR

AND: Tasks with ALL tags OR: Tasks with ANY tag

Exclude Tags

Find tasks without certain tags:

1. Open filters
2. Click Exclude tag
3. Select tag to exclude

Tag Strategies

Context Tags

Where/how you'll do the task:

• #computer - Needs computer
• #phone - Phone calls
• #errands - Out and about
• #home - At home
• #office - At work

Energy Tags

Match tasks to energy levels:

• #deep-work - Requires focus
• #quick-wins - 5-minute tasks
• #creative - Creative tasks
• #admin - Administrative

Status Tags

Track progress:

• #waiting - Waiting on someone
• #blocked - Can't proceed
• #review - Needs review
• #someday - Future consideration

People Tags

Track who's involved:

• #@john - Related to John
• #@team - Team tasks
• #@client - Client work

Best Practices

Keep Tags Simple

• Use short, clear names
• Limit to 10-15 active tags
• Archive unused tags

Be Consistent

• Decide on tag naming conventions
• Stick with them
• Document your system

Review Regularly

• Weekly: Review tagged tasks
• Monthly: Clean up unused tags
• Quarterly: Evaluate tag system

Don't Over-Tag

• 2-3 tags per task is usually enough
• Too many tags = hard to manage
• Use projects for primary organization

<Callout type="tip"> Start with a few tags and add more as needed. It's easier to add than to reorganize later. </Callout>

Tag Presets

GTD (Getting Things Done)

#inbox - Unprocessed items
#next-actions - Ready to do
#waiting-for - Delegated/waiting
#someday-maybe - Future ideas
#reference - Information only

Eisenhower Matrix

#urgent-important - Do first
#important - Schedule
#urgent - Delegate if possible
#neither - Eliminate

Energy-Based

#high-energy - Complex tasks
#low-energy - Simple tasks
#quick - Under 5 minutes
#focus - Needs concentration

Tag Colors

Color Meaning

Use colors consistently:

• Red - Urgent/blocking
• Orange - Important
• Yellow - Attention needed
• Green - On track
• Blue - Information/reference
• Purple - Creative/special
• Gray - Low priority/someday

Visibility

Bright colors for:

• Important tags
• Action-required tags

Muted colors for:

• Reference tags
• Status tags

Searching by Tags

In Search Bar

Type tag:tagname to find tasks:

tag:urgent
tag:waiting
tag:work

Combined Search

tag:urgent project:Marketing
tag:calls tomorrow

Managing Tags

Rename Tags

1. Right-click the tag
2. Select Edit
3. Change the name
4. All tasks update automatically

Merge Tags

Combine duplicate tags:

1. Go to Settings → Tags
2. Select tags to merge
3. Click Merge
4. Choose the surviving tag

Delete Tags

1. Right-click the tag
2. Select Delete
3. Tag is removed from all tasks

Archive Tags

For seasonal or project-specific tags:

1. Right-click the tag
2. Select Archive
3. Tag hidden but data preserved

Keyboard Shortcuts

Next Steps

• Learn about filters
• Organize with projects
• Master keyboard shortcuts