What are Tags?
Tags are labels you can assign to records to categorize and group information. You can add tags to records such as projects, activities, documents, and invoices to help keep track of them and ensure they are easy to find in the future.
Tag Groups
Every tag belongs to a group. The group controls the colour of the tag and lets you filter your tag list. Every workspace starts with four groups.
General Tags – used for any topic or keyword (e.g., “Incident”, “Notice”, “Annual General Meeting”, “Quote”).
Asset Tags – used for electrical, plumbing, or mechanical equipment such as “Boiler #1”, “Garage Door”, “Chiller”, or “Make-Up Air Unit”.
Common Element Tags – used for shared areas like “Lobby”, “Parking Level #1”, “Building Envelope”, or “Swimming Pool”.
Unit Tags – used for individual units in your condominium, such as “Unit 101”, “Unit 501”, or “Parking Spot #55”.
If you are not sure which group to use, choose General. You can change a tag’s group later without affecting the records it is attached to.
Groups beyond the four standard ones
Your workspace may have more than four groups. Additional groups are set up on request, so if you see groups that are not on the list above, someone at your property asked for them. Other clients have added groups such as “Violations” and “GL Codes”.
To see every group available to you, open the Group filter on the Tags page, or open the Select Group list while creating a tag. Both show the full set for your workspace.
Groups cannot be created from inside Managemate. To add one, email [email protected] with the group names you want and we will set them up for you.
Example of Use Cases for Tags
Unit-Specific Work or Incidents
If something is related to a specific condo unit, you can tag it with that unit number.
Example: apply document records such as letters, quotes, or work orders with “Unit 501”.
Benefit: Makes it easy to pull up everything tied to that unit later.
Board Meeting Events
Tag all board meeting activity records with “Board Meeting”.
Benefit: Quickly find past meetings and related records.
Preventive Maintenance
Tag activity records related to recurring maintenance tasks.
Example: “Kitchen Stack Cleaning”, “Dryer Vent Cleaning”, “Equipment Servicing”.
Benefit: Easily view all activities with that tag and track upcoming related activities.
Incident Report Tracking and Resolution
Tag incident report records with the related unit, issue, or type.
Example: “Unit 501”, “Noise Complaint”, “Security”.
Then, create an activity with the same tag to resolve it.
Benefit: Keeps both the report and the solution connected.
Work History
Tag all records related to a certain topic.
Example: “Fire Safety”, “Security”.
Benefit: Easily review your condo’s history on that topic for better decision-making.
To learn how to create tags, add them to your records, and use them to find your property history, see Using tags to organize and find your property history.