Appointment tags are your shop's own color key for the calendar. You decide what each color means, for example Orange for self-scheduled jobs, and label it so everyone on the team reads the calendar the same way. An appointment can carry more than one tag at once. Owners and admins set up the tags; anyone on the team can put them on appointments.
Where to manage tags
There are two places, and they stay in sync. A change in one shows up in the other right away.
- Settings → Appointment Tags — the full management page.
- The calendar's Legend — on Schedules, switch the color mode to Tag, then click Legend. The popover shows your tags and, for owners and admins, the same controls in a smaller layout, plus a Manage tags in Settings → link.
The Appointment Tags tile only shows in Settings for owners and admins.
Adding a tag
- Go to Settings → Appointment Tags.
- Type a name in the box at the bottom (for example "Self-scheduled").
- Press Enter or click Add tag.
The new tag goes to the end of the list and gets a starting color automatically. From the calendar's Legend, Add tag creates one called "New Tag" that you can rename right there.
Renaming, recoloring, and reordering
- Rename: click into the tag's name, type the new name, then click away. It saves when you leave the field.
- Recolor: click one of the color swatches next to the tag. (In the Legend popover, hover the tag's color dot to show the swatches.)
- Reorder: use the Move up and Move down arrows. Order matters: when an appointment has several tags, the calendar colors it by whichever of its tags sits highest in this list.
If you see "The tag list is out of date — refresh and try reordering again," someone else changed the list. Refresh the page and try again.
Archiving and restoring
Click the trash icon (Archive tag) to retire a tag. Nothing is deleted:
- The tag moves to an Archived section.
- It's no longer offered when tagging new appointments.
- Appointments that already had it keep showing it.
To bring it back, click Restore in the Archived section. It returns to its old spot in the order.
Tagging an appointment
- Open the appointment's Quick View on the calendar (for example, click an appointment in Month view).
- Find the tag row. If the appointment has no tags it reads "No tags — click to add."
- Click it and check or uncheck tags in the list.
If no tags exist yet, the list says "No tags set up yet" with an Add some → link to Settings. An archived tag that's still on an appointment shows in the list too, so you can remove it.
Coloring the calendar by tag
On Schedules, the color-mode buttons let you color appointments by Customer, Installer, Response, Tag, or None. Choose Tag and each appointment takes the color of its top-ranked tag. Appointments with no tags show in a neutral gray. Your color-mode choice is remembered in your browser.
For the rest of the calendar, see Using the calendar: Day/Week/Month views and drag-to-reschedule.
Frequently asked questions
Q: Who can create or change tags?
A: Anyone with permission to manage appointments, which is owners and admins by default. Everyone else sees the tag list read-only but can still tag and untag appointments.
Q: Can one appointment have more than one tag?
A: Yes. In Tag color mode, the appointment uses the color of whichever of its tags is highest in your tag list.
Q: What happens to appointments when I archive a tag?
A: They keep it. Archiving only stops the tag from being offered for new tagging. Restore it any time from the Archived section.
Q: Why are some appointments gray in Tag mode?
A: They don't have any tags yet. Untagged appointments show in a neutral color until you tag them.