> ## Documentation Index
> Fetch the complete documentation index at: https://docs.timetracker.in/llms.txt
> Use this file to discover all available pages before exploring further.

# Tags settings: manage your workspace tags

> Add, rename, recolour and retire the shared tags your tasks use. Covers the tag table, the 24 colour palette, and what Archive and Delete really do.

Tags are one shared list for the whole workspace. **Settings → Tags** is where you
add them, rename them, change their colour, and retire the ones you stopped using.

Route: `/{workspaceSlug}/settings/tags`. For Northwind Studio that is
`/northwind/settings/tags`.

<Note>
  This page documents the screen. For what a tag is and how to put one on a task,
  read [Task tags](/tasks/task-tags).
</Note>

## Who can open it

The **Tags** item sits under **Content** in the settings sidebar. It is not hidden
from anyone and it does not belong to an app, so every member sees it. What you can
do once you are there depends on your capabilities.

| Action                           | Capability   | Who holds it                                      |
| -------------------------------- | ------------ | ------------------------------------------------- |
| Add a tag                        | `task.edit`  | Owner, Admin, Project Manager, Member, Contractor |
| Rename or recolour a tag         | `tag.manage` | Owner, Admin, Project Manager                     |
| Archive, delete or restore a tag | `tag.manage` | Owner, Admin, Project Manager                     |

Adding is deliberately wider than curating. Sarah Lin can create the tag she needs
while she works, and Priya Raman keeps the shared list tidy afterwards.

<Warning>
  The three-dot menu and the pencil are shown to everyone on this page. If you do not
  hold `tag.manage`, the action fails and a message tells you so. Nothing changes.
</Warning>

## The tag table

One row per tag, in one table.

| Column         | What it shows                                                                                          | Sortable |
| -------------- | ------------------------------------------------------------------------------------------------------ | -------- |
| **Tag**        | The tag drawn as its own coloured pill, plus an **Archived** or **In Trash** badge when it is retired. | Yes      |
| **Created**    | The date the tag was made, in your workspace date format.                                              | Yes      |
| *(unlabelled)* | The row actions – a pencil and a three-dot menu.                                                       | No       |

An active tag carries no badge. The normal state is the absence of a chip.

### Controls above and below the table

* **Search tags…** – a search box that filters the rows as you type. It matches
  what is on screen, including the created date.
* **Column headers** – click **Tag** or **Created** to sort. **Created** sorts by
  real date, not by the text of the date.
* **Rows per page** – 10, 25, 50 or 100. It starts at 25.
* **Page X of Y**, with **Previous** and **Next**.
* A row count on the left, which reflects the filtered rows while a search is
  active.

### The lifecycle filter

Top right of the card is a dropdown with four choices. It sets what the table
lists.

| Choice       | Shows                                    |
| ------------ | ---------------------------------------- |
| **Active**   | Tags in normal use. This is the default. |
| **Archived** | Tags you put away.                       |
| **Trash**    | Tags on their way to being destroyed.    |
| **All**      | Every tag in every state.                |

<Note>
  Tags are not counted or used in a total anywhere on this screen. There is no
  "used by N tasks" column.
</Note>

## Add a tag

The add row sits directly above the table.

<Steps>
  <Step title="Pick a colour">
    Click the round swatch button on the left, labelled **Tag color**. A palette
    opens, four swatches wide. The default is the first colour, Beetroot.
  </Step>

  <Step title="Type the name">
    Type into **New tag name…**. A name is 1 to 32 characters once trimmed. The
    **Add tag** button stays disabled until the name is valid.
  </Step>

  <Step title="Save it">
    Click **Add tag**, or press Enter in the name box.
  </Step>
</Steps>

The new tag appears in the table straight away, and in the tag picker on every
task. The name box clears and the colour resets to the default, so you can add
several in a row.

<Tip>
  If you type a name that already exists, you get the existing tag back rather than a
  duplicate. The shared list stays clean on its own.
</Tip>

## Rename or recolour a tag

The pencil on a row opens the **Manage tag** dialog. It has two fields.

| Field     | What it does                                                        |
| --------- | ------------------------------------------------------------------- |
| **Name**  | The tag text. 1 to 32 characters. Press Enter to save.              |
| **Color** | The full palette as a strip of swatches. The current one is ringed. |

**Save** stays disabled until you change something. **Cancel** closes without
saving. A refused save shows the reason in red under the **Name** field.

Renaming updates the tag everywhere at once. Every task already carrying it shows
the new name and colour immediately – there is nothing to re-apply.

## The colour palette

There are **24 colours**, and every tag uses one of them.

|           |                |           |          |
| --------- | -------------- | --------- | -------- |
| Beetroot  | Cherry blossom | Flamingo  | Tomato   |
| Tangerine | Pumpkin        | Mango     | Banana   |
| Citron    | Avocado        | Pistachio | Basil    |
| Sage      | Eucalyptus     | Peacock   | Cobalt   |
| Lavender  | Blueberry      | Wisteria  | Amethyst |
| Grape     | Cocoa          | Graphite  | Birch    |

Every colour is solid, with white text, and reads the same in light and dark mode.
This is the same palette the [Resource Planner](/planner/overview) uses for planned
blocks, so a colour means the same thing wherever you see it.

You cannot add a colour of your own or enter a hex code.

## Retire a tag

The three-dot menu on a row holds every action that takes a tag out of use. Which
items appear depends on the tag's current state.

| Menu item              | Shown when                      | What happens                                                      |
| ---------------------- | ------------------------------- | ----------------------------------------------------------------- |
| **Archive**            | The tag is active               | It leaves the tag picker. Tasks already carrying it keep it.      |
| **Delete**             | The tag is not already in Trash | It moves to Trash. Nothing is destroyed yet.                      |
| **Restore**            | The tag is archived or in Trash | It returns to your active list.                                   |
| **Delete permanently** | The tag is in Trash             | The tag is destroyed and removed from every task that carries it. |

Each one opens a confirmation modal that names the tag and states exactly what
happens.

### Archive versus Delete

**Archive** is for a tag you finished with. It disappears from the picker so nobody
tags new work with it, and every task that already has it keeps it. You get it back
from [Settings → Archive](/settings/archive).

**Delete** moves the tag to Trash. This is still reversible. The tag row and every
tagging survive, so restoring the tag brings back the taggings too. You get it back
from [Settings → Trash](/settings/trash) until it is permanently deleted.

<Warning>
  **Delete permanently is the only step that touches your tasks.** It destroys the
  tag and strips it from every task that carries it. That cannot be undone, and
  restoring is no longer possible. Because it is irreversible, the modal asks you to
  type the tag's name to confirm, with a copy button next to it.
</Warning>

## Example

Northwind Studio tagged a season of work `Q3-campaign`.

<Steps>
  <Step title="The campaign ends">
    Priya Raman opens **Settings → Tags**, finds `Q3-campaign`, and picks
    **Archive** from the three-dot menu.
  </Step>

  <Step title="New work stops using it">
    The tag no longer appears in the picker on any task. Nobody tags Bluebird
    Coffee's next brief with it by mistake.
  </Step>

  <Step title="History stays readable">
    Every task from the campaign still shows the `Q3-campaign` pill, so last
    quarter's reports still make sense.
  </Step>
</Steps>

## Empty and loading states

* While the list loads, the table shows placeholder rows.
* With no tags at all, the table reads: *No tags yet – add one above, or create
  tags inline from any task.*
* With a search that matches nothing, the table shows the same message with no
  rows. Clear the search box to get the list back.

## Errors you may see

| Message                                           | Why                                                                  | What to do                                                |
| ------------------------------------------------- | -------------------------------------------------------------------- | --------------------------------------------------------- |
| A tag with that name already exists               | Renaming onto a name another tag already uses                        | Pick a different name, or rename the other tag first      |
| That tag name won't work                          | The name is empty or too long once trimmed                           | Use 1 to 32 characters                                    |
| Couldn't create the tag. You may lack permission. | You do not hold `task.edit`                                          | Ask an Owner or Admin                                     |
| Couldn't save the tag.                            | The rename or recolour was refused, usually for missing `tag.manage` | Ask an Owner, Admin or Project Manager to curate the list |

## Common questions

<AccordionGroup>
  <Accordion title="Can a member create a tag without an admin?">
    Yes. Creating a tag needs `task.edit`, which Members and Contractors hold. Only
    renaming, recolouring and retiring need `tag.manage`.
  </Accordion>

  <Accordion title="Does deleting a tag remove it from my tasks?">
    Not at the **Delete** step. That moves the tag to Trash and leaves every task
    untouched, so a restore brings back the tag and its taggings. Only **Delete
    permanently** strips the tag from tasks.
  </Accordion>

  <Accordion title="Are tags per project?">
    No. One list serves the whole workspace. A tag made on a Bluebird Coffee task is
    available on a Harbor Logistics task too.
  </Accordion>

  <Accordion title="Can I merge two tags?">
    There is no merge on this screen. Retire the one you do not want and re-tag the
    tasks that used it.
  </Accordion>

  <Accordion title="Why is my tag missing from the table?">
    The lifecycle filter is on **Active** by default. Switch it to **All** to see
    archived and trashed tags too.
  </Accordion>
</AccordionGroup>

## Related guides

<CardGroup cols={2}>
  <Card title="Task tags" icon="tag" href="/tasks/task-tags">
    What a tag is and how to put one on a task.
  </Card>

  <Card title="Archive, Trash and Delete" icon="box-archive" href="/concepts/archive-trash-and-delete">
    The difference between putting something away and destroying it.
  </Card>

  <Card title="Roles and capabilities" icon="shield-check" href="/concepts/roles-and-capabilities">
    Who holds `tag.manage`, and how capabilities work.
  </Card>

  <Card title="Filters and sorting" icon="filter" href="/tasks/filters-and-sorting">
    Filter your task list down to one tag.
  </Card>

  <Card title="Settings overview" icon="gear" href="/settings/overview">
    Every settings screen in one place.
  </Card>

  <Card title="Trash" icon="trash" href="/settings/trash">
    Restore a deleted tag, or destroy it for good.
  </Card>
</CardGroup>