Tag Settings Overview

🏷️ Overview

Tags in Inspect Point are metadata labels that can be applied to records throughout Inspect Point to help organize, categorize, and quickly filter information. Tags can be used across records such as Buildings, Inspections, Work Orders, Inspection Series, Deficiencies, Accounts, and Proposals.

The Tags settings page gives you a centralized place to see and manage every metadata tag in your Inspect Point account allowing you to keep your tags organized and up to date at any time.

What You Can Do: 

Over time, tag lists tend to drift: a typo gets entered and sticks, an old naming convention gets abandoned but never removed, a tag gets applied to a record type by mistake. From one page, you can:

• View all metadata tags in your account, with usage counts broken out by record type — Inspections, Buildings, Work Orders, Inspection Series, Deficiencies, Accounts, and Proposals.
• Sort tags by usage to see which tags are used most across your account or within a specific record type.
• Search by tag name to quickly locate specific tags, including potential typos or duplicates.
• Filter for unused tags to identify tags that are no longer associated with any records.
• Rename a tag globally to update its name everywhere it is currently used.
• Remove a tag from a specific record type without affecting its use on other record types.
• Delete a tag entirely to permanently remove the tag and all of its uses across your account.

🔍 How It Works

Company Settings → Tags shows you every metadata tag in your account in a sortable, searchable table. Usage counts appear in columns so you can immediately see which tags are actively used, which are used on only some record types, and which are sitting unused. 

Every action that changes data (rename, remove from type, delete everywhere) shows you a confirmation before anything is saved. The confirmation tells you exactly how many records are affected and what will change. For Delete everywhere, the confirmation explicitly states that the action cannot be undone. Nothing is modified until you confirm.

Your existing tags, saved views, and filters are unaffected until you take action on this page. There is no migration and no automatic cleanup, everything stays exactly as it is until you decide to change it.

⚠️ A Note on Metadata Tags vs. Tag Colors

This page manages metadata tags, it is not related to Tag Colors, which is a separate feature for physical inspection tags hung on inspection items. 

🚀 Getting Started

1. Go to Settings → Company Settings → Tags to see your full inventory of your tags 
   • How to View & Search Tags
   • How to Manage Tags 
2. Use the Unused only filter to find tags that were created but are no longer associated with any record — these are safe candidates for deletion
3. Search by name to look for typos or near-duplicates (e.g., "montly" vs. "monthly")
4. Sort by the Total column to see which tags are used most heavily before deciding whether to rename or remove them

💡 Good to Know

• Tags cannot be created from this page. Tags are still created from individual record screens, the same as always. The Tags settings page is for viewing and managing tags that already exist. 
• Delete everywhere cannot be undone. There is no undo for a deleted tag. The confirmation dialog states this plainly and shows you the exact record count before you confirm. Review the count carefully before proceeding.
• Merging two tags into one is not currently available. If you have two tags that mean the same thing, the current path is to rename one to match the other, then delete the now-duplicate tag. A direct merge or consolidation tool does not exist on this page.

❓FAQ

Q: What's the difference between metadata Tags and Tag Colors?

A: They are two completely separate features. Metadata tags are labels you apply to records in Inspect Point — inspections, buildings, work orders, and others — to help with filtering, searching, and organization.

Tag Colors is a feature related to physical inspection tags hung on equipment during an inspection. The Tags settings page (Company Settings → Tags) only manages metadata tags.

Q: Can I create new tags from the Tags settings page?

A: No. Tags are still created from individual record screens. The Tags settings page is for viewing and managing tags that already exist in your account. What's new is the central view, the usage counts, and the cleanup tools (rename, remove from type, delete everywhere).

Q: Can I merge two tags into one?

A: Not directly. There is no merge or consolidation tool on this page. If you have two tags that mean the same thing (for example, "No Flow" and "no flow fire pump"), the current workaround is to rename one to match the other, and then delete the duplicate. That two-step process achieves the same result, but does require doing it manually.

Q: If I delete a tag, does it delete the records it was attached to?

A: No. Deleting a tag only removes the tag label — it does not affect the records themselves. Your inspection records, building records, work orders, and all other records stay exactly as they are. Only the tag is removed from them.

Q: Can I undo a deletion if I delete the wrong tag?

A: No. Delete everywhere is permanent and cannot be undone from within Inspect Point. This is why the confirmation dialog shows you the exact number of records affected and states that the action cannot be undone before the deletion occurs. If you delete a tag by mistake, you would need to recreate it by applying it to individual records from each record screen.

Q: A tag shows a count of 0 across all record types. Does that mean it's safe to delete?

A: Yes — a tag with a Total count of 0 is not attached to any records. Deleting it only removes the tag name from your account; no record data is affected. The Unused only filter on the Tags page is the fastest way to find all tags in this state at once. 

Q: I removed a tag from all of my records manually, but the tag name still shows up in dropdowns. What do I do?

A: This is exactly what the Tags settings page is for. When you remove a tag from individual records, the tag name stays in the system — it just has a usage count of 0. 

To remove the tag name from your account entirely (so it stops appearing in the dropdown menus), go to Company Settings → Tags, find the tag (use the Unused only filter to find it quickly), and use Delete everywhere to permanently remove it.