Overview
Tags help you organize and categorize your documents, risk assessments, forms, and other records across CalmCompliance. Think of them as color-coded labels that make it easy to group related items, even when they're in different modules.
Before You Start
You'll need the Manager role for the Site module to create and manage tags. If you don't see the option to create tags, contact your site administrator to request access.
Creating a New Tag
Navigate to Settings > Tags
Click New Tag in the top-right corner
Enter a name for your tag (e.g., "High Priority", "Finance", "Health & Safety")
Choose a color by clicking the color picker or entering a hex code
The color helps you quickly identify tagged items at a glance. Pick colors that make sense for your organization—for example, red for urgent items or green for completed tasks.
(Optional) Add a description to explain when this tag should be used
This helps your team use tags consistently. For example: "Use this tag for all documents related to fire safety compliance."
(Optional) Enable Limit Usage if you want to restrict this tag to specific types of content
When enabled, you can choose which modules can use this tag (documents, risk assessments, forms, issues, etc.). Leave this disabled if the tag applies to everything.
Click Create
Your new tag is now available across all relevant modules in your site. Any child sites in your hierarchy will also be able to use this tag.
Understanding Tag Inheritance
Tags you create at a parent site automatically become available to all child sites. This ensures consistency across your organization.
Example: If you create a "Health & Safety" tag at your headquarters site, all branch locations will see and can use that same tag. This prevents duplicate tags and keeps your organization system consistent.
💡 Tip: Inherited tags are read-only at child sites. You'll see them labeled as "Inherited from [Site Name]" in the tags list. Only the original site can edit or delete them.
Best Practices for Tag Names
Be specific but not too narrow: "Fire Safety" is better than "Safety" or "Fire Alarm Test Checklist"
Use consistent naming: Decide on a naming convention and stick to it (e.g., all caps, title case, etc.)
Think about search: Use terms your team naturally searches for
Avoid duplicates: Check existing tags before creating new ones
Good tag names:
High Priority
Finance Department
Quarterly Review
COSHH
Equipment Maintenance
Tag names to avoid:
Stuff
Misc
Important (too vague)
ABC123 (meaningless to others)
Editing or Deleting Tags
To modify an existing tag:
Go to Settings > Tags
Find the tag you want to change
Click on the tag to open its details
Click Edit
Make your changes and click Save
To delete a tag:
Find the tag in the list
Click on the tag
Click Delete
Confirm the deletion
⚠️ Note: Deleting a tag removes it from all items where it's currently applied. This action cannot be undone. If you're unsure, consider creating a new tag instead.
Common Questions
Can I change a tag's color after creating it?
Yes! Edit the tag and choose a new color. The change applies everywhere the tag is used.
What happens to tags when I delete them?
The tag is removed from all documents, risks, forms, and other items where it was applied. The items themselves remain unchanged—they just lose that tag.
How many tags can I create?
There's no hard limit, but we recommend keeping your tag system manageable. Too many tags can be as confusing as too few. Most organizations work well with 20-50 tags.
Can I restrict who can use certain tags?
Tags are available to everyone who can create or edit items in the relevant modules. However, you can use the "Limit Usage" option to restrict which types of content can use specific tags.
Why can't I edit a tag?
If you see a tag labeled "Inherited from [Site Name]", it was created at a parent site and can only be edited there. Contact an administrator at that site if it needs changes.