Use tags to organize clients, leads, and jobs

Every business has labels the software never shipped with: the VIP clients, the warranty jobs, the "do not send Steve" properties. Tags are those labels, colored, consistent, and visible to the whole team wherever the record appears.

Define your tags

Go to Settings > Tags (requires the Manage Company Settings permission).
Pick the record type, clients, leads, jobs, invoices, estimates, expenses, payments, or visits. Each type has its own tag set.
Create each tag with a name and one of twelve colors.

Keeping tag creation with admins is deliberate: it prevents the "VIP", "V.I.P.", and "vip!" triplets that make labels useless. The team applies tags; admins curate the vocabulary.

Tag your records

Open any client, lead, job, invoice, estimate, expense, payment, or visit and add tags from the tags section on its detail page. Everyone who opens the record sees them immediately.

Tip

Tags work best as a small, opinionated set. Five tags everyone understands beat thirty nobody remembers. Decide what each color means ("red = problem account") and hold the line.

Filter a list by tag

Open a list (Clients, Leads, Jobs, Invoices, Estimates, Expenses or Payments) and click Filters.
Open the Tags dropdown (it reads Any tag) and pick one or more tags. The number next to each tag is how many of the current results carry it. The list shows every record carrying any of the selected tags, and each row or card shows its tags.
To go back to the full list, click Clear next to Tags, remove a tag from the picks under the dropdown, or click Clear all at the bottom of the panel.

Your selection is remembered on this browser until you clear it. The rest of the panel (dates, status tabs, export) is covered in how lists work.

Good starter vocabularies

Record type	Useful tags
Clients	VIP, Commercial, Residential, Payment risk
Leads	Hot, Referral, Repeat inquiry
Jobs	Warranty, Callback, Multi-day
Invoices	Disputed, Payment plan
Expenses	Fuel, Materials, Tools
Payments	Deposit, Cheque, Disputed

Tags are labels for people, not automation triggers: they change what your team notices and what you can filter, not what WorkZen does on its own.

Frequently Asked Questions

Clients, leads, jobs, invoices, estimates, expenses, payments, and visits. Each record type has its own tag set, so your client tags ("VIP", "Commercial") stay separate from your job tags ("Warranty", "Callback").

Defining tags requires the Manage Company Settings permission (admins). Applying existing tags to a record only requires being able to edit that record, so the whole team can label as they work.

Twelve colors, blue, green, red, orange, purple, pink, gray, teal, amber, cyan, indigo, and brown. Use color meaningfully, for example red for problems, green for VIPs.

No automation, but they do filter. On the Clients, Leads, Jobs, Invoices, Estimates, Expenses and Payments lists, open Filters and pick one or more tags to show only the records carrying any of them.