FeatureEvery plan

Tags

A shared workspace vocabulary you can put on any task, type while capturing, and filter by anywhere.

By ToDidIt Product TeamUpdated 5 September 2026

Who do tags belong to?

The workspace, not the person. Everyone filters on the same words, which is the whole point: a tag only earns its keep when it means the same thing to the person who applied it and the person searching for it later.

Who can create and change tags?

Creating is open and destroying is not, because those risks are not the same.

Any member can create a tag, including inline while capturing a task. Stopping to file a request for a new word is how vocabularies die.
Any member can apply and remove tags on tasks.
Admins and owners rename, recolor and delete tags, because those change or remove the word everywhere it has ever been used. That work happens on the tag card in workspace settings.
Members see that same card read-only, with a usage count against each tag, so everyone can see what the vocabulary is even if only some people can change it.

How do I create a tag?

Two routes, and the one you want depends on whether you are in the middle of something.

Mark step 1 complete: Type it into the tag field on a task.
Type it into the tag field on a task.
Open a task, start typing in the tag field, and if no tag matches you are offered the option to create it. It is added to the workspace and applied to that task in one action, so a new word never costs you your place.
⌘ K does the same at capture time: #follow-up in the task name creates the tag if the workspace has not got one. See natural-language entry.
Open All Tasks
Mark step 2 complete: Or add one deliberately from workspace settings.
Or add one deliberately from workspace settings.
Settings, Workspaces, open the workspace, and the tag card sits above the Danger zone. This is the route when you are setting up a vocabulary rather than reacting to a task, and it is the only one that takes a color at the same time.
Open workspace settings

How do I rename or recolor one?

Both live on the same card in workspace settings, and both are admin work.

Rename by clicking the tag's name and typing. The change follows every task already carrying it, because tasks point at the tag rather than at a copy of the word.
Recolor from a small built-in palette, or clear it back to neutral. Color is optional and a tag without one is not lesser.

Tip

Renaming is the safe way to fix a tag nobody understood. Deleting and recreating loses every assignment; renaming keeps them all and changes the word everywhere at once.

How do I delete one?

Same card, and it asks first. Deleting a tag removes it from every task that carried it, in one pass, rather than leaving the tasks pointing at something that no longer exists.

The card shows how many tasks use each tag, so the number you are about to affect is on screen before you decide.

Watch out

There is no undo. The tasks themselves are untouched, but the assignments are gone and putting them back means finding those tasks again. If the word is merely wrong, rename it instead.

How do I take a tag off one task?

Open the task and remove it from the tag field. That unassigns it from that task and leaves the tag itself alone for everyone else, which is the difference between removing and deleting.

Any member can do this. Deleting the tag from the workspace is the admin action.

How do I use them?

Put any number on a task and filter by them on every task surface. If a filter is worth returning to, save it as a saved view.

You can also type them while capturing: press ⌘ K and put #sales or #follow-up in the task name. It becomes a tag, is lifted out of the title, and a tag that does not exist yet is created for you. Tags start with a letter and can hold letters, numbers and hyphens. See natural-language entry.

Tags come along when a task is stamped from a task template.