Tags Overview
Tags are a powerful and flexible way to organise your work in CheckFlow. They allow you to group related checklists, tasks, templates and library items together so that you can find and act on them quickly.
Unlike folders or categories, a single item can have multiple tags, and the same tag can be applied across checklists, tasks, templates and library items simultaneously. This makes tags ideal for cross-cutting concerns — things like projects, clients, regions, priorities or any other dimension that matters to your team.
What Can Be Tagged?
Tags can be applied to the following item types in CheckFlow:
| Item | Where Tags Are Applied |
|---|---|
| Checklists | Directly on a checklist via the checklist menu |
| Checklist Tasks | On individual tasks within a checklist |
| Templates | Via the Template Settings → Tags panel |
| Template Tasks | Via the Template Settings → Tags panel |
| Library Templates | Directly on the item in the Library |
| Library Articles | Directly on the item in the Library |
| Library Files | Directly on the item in the Library |
How Tags Work
Tags are free-text labels — you type the name of the tag and CheckFlow creates it if it doesn't already exist. When you start typing an existing tag name, CheckFlow will autocomplete it so that the same tag is reused across items rather than creating duplicates.
Tag Inheritance
One of the most useful features of tags is template inheritance. When you add a tag to a template, every checklist created from that template automatically receives that tag. Similarly, tags added to tasks within a template are inherited by the corresponding tasks in every derived checklist.
This means you can tag once at the template level and all future checklists are organised automatically — without any manual effort.
Example: Employee Onboarding
Imagine you have an Employee Onboarding template. You add the tag Onboarding to the template and tags HR, IT, and Line Manager to the relevant tasks within the template.
Every new onboarding checklist created from that template will automatically have the Onboarding tag. Each task will carry its relevant department tag. You can then click Onboarding in the Tags Menu and immediately see every onboarding checklist running across the business.
Common Use Cases
Tags are flexible by design. Here are some of the most common ways teams use them:
- Projects — Tag all checklists and tasks belonging to a specific project so the whole project can be reviewed in one place.
- Clients — Tag client-facing checklists with the client name so you can quickly pull up everything related to a particular account.
- Regions or Locations — Useful for teams that operate across multiple offices, territories or countries.
- Priority — Use tags like High Priority or VIP to surface the most important work.
- Departments — Tag tasks with the responsible department (e.g., HR, Finance, IT) so department heads can filter to their own work.
- Product or Service Type — Group checklists by product line or service category.
- Compliance or Audit — Tag any checklist or task that relates to a specific regulatory requirement or audit cycle.
Accessing Tagged Items
Once tags are applied, there are two main ways to access your tagged items:
Tags Menu — Hover over the Tags button in the left navigation. A list of all your tags appears. Click any tag to open the Tag Page showing all checklists, tasks and library items with that tag.
Tags Filter — On the Checklist Reports View, use the Tags filter at the top of the page to narrow the checklist grid down to one or more tags.
Managing Tags
Administrators can rename a tag or delete it entirely from the Tag Page. Renaming a tag updates it everywhere it is applied. Deleting a tag removes it from all associated items but does not delete the items themselves.
See Managing Tags for full details.
Next Steps
| Article | Description |
|---|---|
| Tagging Checklists | Add and remove tags on your checklists |
| Tagging Tasks | Add and remove tags on individual checklist tasks |
| Tagging Templates | Use template tags to automatically tag all derived checklists |
| Tagging Library Items | Tag templates, articles and files in the Library |
| The Tags Menu | Navigate and access tagged items from the sidebar |
| The Tag Page | View all items associated with a tag |
| Managing Tags | Rename and delete tags |
| Filtering by Tags | Filter your dashboard using tags |