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Use tags to organize clients, leads, and jobs

All plansBeginner3 minutesUpdated August 7, 2026

Define your tags in Settings > Tags, one set per record type, each with a name and color. Then add them to any client, lead, job, invoice, estimate, or visit from its detail page. Tags are labels everyone on the team sees.

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

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

Good starter vocabularies

Record typeUseful tags
ClientsVIP, Commercial, Residential, Payment risk
LeadsHot, Referral, Repeat inquiry
JobsWarranty, Callback, Multi-day
InvoicesDisputed, Payment plan

Tags are labels for people, not automation triggers: they change what your team notices, not what WorkZen does.

Frequently Asked Questions

Clients, leads, jobs, invoices, estimates, 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.
Eleven colors, blue, green, red, orange, purple, pink, gray, teal, amber, cyan, and indigo. Use color meaningfully, for example red for problems, green for VIPs.
No. Tags are visual labels for humans, not triggers. They make status obvious at a glance; they do not change behavior.

This article answers:

  • How do I tag a client?
  • How do I create custom tags?
  • Can I tag jobs and invoices?
  • Who can create tags?

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