Overview
Once you've created tags, you can apply them to documents, risk assessments, forms, issues, incidents, and other records throughout CalmCompliance. Tags make it easy to find related items across different modules and understand what's important at a glance.
Where You Can Use Tags
Tags work across many modules in CalmCompliance:
Documents: Policies, procedures, and reference materials
Risk Assessments: Safety and compliance risks
Form Templates: Custom data collection forms
Issues: Reported problems and maintenance requests
Incidents: Safety incidents and near-misses
Assets: Equipment and asset records
Service Requests: Internal service requests
Each tag you create can work across all these areas, or you can restrict certain tags to specific types of content when you create them.
Adding Tags to an Item
The process is similar across all modules:
Open the item you want to tag (or start creating a new one)
Find the Tags field (usually near the top or in the details section)
Click in the Tags field to open the tag selector
Search for tags by typing, or scroll through the list
Click on one or more tags to apply them
The selected tags appear as colored badges
Save your changes
The tags immediately appear on the item and in list views, making it easy to spot tagged items.
💡 Tip: You can add multiple tags to a single item. For example, a fire safety document might have tags for "Health & Safety", "High Priority", and "Quarterly Review".
Removing Tags from Items
To remove a tag:
Open the item
Find the Tags field
Click the X on the tag badge you want to remove
Save your changes
The tag itself still exists—you've just removed it from this particular item.
Using Tags Consistently
Tags are most effective when your team uses them consistently:
Create tag guidelines:
Document which tags to use for which situations
Share examples with your team
Include tag guidance in onboarding
Review regularly:
Check for duplicate or unused tags every few months
Remove tags that aren't being used
Merge similar tags if you find variations (e.g., "HR" and "Human Resources")
Start simple:
Begin with a few essential tags
Add more as you identify needs
Don't try to tag everything immediately
Tag Filtering
Tags only show in the selector if they're available for that type of content.
Example: If you created a "Health & Safety" tag and limited it to documents and risk assessments only, you won't see it when tagging an issue report. This prevents tags from cluttering lists where they're not relevant.
Common Questions
How many tags should I add to each item?
Use as many as are helpful, but avoid over-tagging. Most items work well with 2-5 tags. If you find yourself adding 10+ tags to everything, you might need to rethink your tag structure.
Can I tag multiple items at once?
Currently, you need to tag items individually. If you have many items to tag with the same labels, consider creating them in batches and tagging as you go.
What if I tag something incorrectly?
Just remove the incorrect tag and add the right one. Tags are flexible—you can change them anytime without affecting the item itself.
Do I need to create tags before using them?
Yes, tags must be created in Settings > Tags before they appear in the tag selector. This ensures consistency and prevents everyone from creating their own variations.
Can I see all items with a specific tag?
Yes! Use the tag filter in any module's list view to see all items with that tag. See Tag-Based Filtering and Search for details.
Best Practices
Tag strategically
Only tag items when it adds value. Don't tag everything with every possible tag "just in case".
Good: Tagging a fire evacuation plan with "Fire Safety" and "Emergency Response"
Unnecessary: Tagging every single document with "Document" (that's already obvious)
Use tags for what changes
Use tags for properties that might change or vary, not for permanent characteristics.
Good: "Under Review", "High Priority", "Q1 2026"
Not necessary: "Document" (use the Documents module), "Risk Assessment" (use the Risks module)
Combine with other organization tools
Tags complement other organization features:
Use folders for structural organization
Use tags for cross-cutting themes
Use filters to combine both
Example: Store all kitchen documents in a "Kitchen" folder, but tag them with "Daily", "Weekly", or "Monthly" to show inspection frequency.