What tags are

Tags are short text labels, such as “In Use”, “Climbing Wall 3” or “Helmet”, that help you find and group equipment and checklists. Each item keeps its own list of tags. There is no central tag list to set up first: a tag exists as soon as you add it to an item.

Risk Memo also adds many tags for you, so most items are searchable without any extra work:

Equipment

• Added automatically: the equipment name and its location.
• Added by you: any search tags you type, such as type, owner, etc.

Checklist templates

• Added by you: search tags set in the Template Builder on the web.

Checklists (inspections)

• Added automatically: a copy of the template’s tags, the template name, the location or organisation, and the author’s name.
• Also added automatically: the names of people chosen in People questions, the IDs of equipment chosen in Link Equipment questions, and answers to questions with Tag Response turned on.
• You can’t type tags on a checklist directly. Use Tag Response questions to tag from answers.

Contacts

• Added automatically: tags from checklists shared with that contact.

Note: A checklist copies its template’s tags when it is started. If you change a template’s tags later, checklists that already exist keep the old tags.

Searching and filtering by tag

When you pick more than one tag, Risk Memo shows only items that have all of them. For example, “Ladders” + “Head Office” shows only ladders at Head Office.

On the web

Equipment

1. Open Equipment.
2. Click Filter by tags… and start typing to narrow the list.
3. Click a tag, or press Enter to use exactly what you typed. You can also click a tag pill on any equipment row.
4. Chosen tags appear as blue pills. Click the × on a pill to remove it.

The “Search Names & IDs…” box searches names and IDs only, not tags. Use the tag filter for tags.

Checklists 

On the Templates, Scheduled, Active, Completed and Archived tabs, use “Filter by tags…” in the same way. The list includes location, template and employee names, so you can filter by these too. You can filter by up to 15 tags at once.

If nothing has all your tags, you’ll see “none match all of the tags”. Remove a tag and try again.

Template Library

Filter by tags… works here too. Template tags must match capital letters exactly, so “Van” and “van” are different tags.

In the app

Equipment

1. Open Equipment and tap Filter by tags… (or the + button).
2. Use Search… to find tags, then tick the ones you want.
3. Tap Add Selected Tags.
4. Tap × to clear the filter.

In the app, the Search… box on the Equipment list also matches tags, as well as names and IDs.

Checklists

Tap the tag icon, tick tags and tap Add Selected Tags. Tags must match capital letters exactly. The app only filters checklists already loaded on your device, so scroll further or use the web to search older records.

Using tags to group equipment and checklists

Tags group items for searching. Automatic tags let you look at your records from different angles without extra setup:

• All equipment at a site: filter by the location name.
• All checklists for one piece of equipment: filter by the equipment’s ID. It’s added as a tag when the item is chosen in a Link Equipment question.
• All inspections of one type: filter by the template name, or by a tag on the template.
• Everything one person completed: filter by their name.
• Checklists with a particular answer, such as “Fail” or a vehicle registration: filter by that answer, if the question has Tag Response turned on.

To tag checklists from answers, open the template in the web Template Builder. Turn on Tag Response for a Text or Multiple Choice question. Each ticked choice becomes a tag. Text answers of up to 50 characters are tagged, and longer answers are saved but not tagged.

To link a checklist to equipment, add a Link Equipment question and choose the items. A matching tag alone does not link them.

Adding tags

You need an Admin or Contributor account to tag equipment. To tag a template, you need to be an Admin or the template’s owner.

Equipment on the web

1. On Equipment, click Add New, or open an item and click Edit Item.
2. In Search Tags:, start typing. Tags already used on your equipment appear as suggestions.
3. Click a suggestion, or press Enter to add exactly what you typed. If no existing tag matches, you can also click Add “your text”.
4. Click Save.

Equipment in the app

1. Open Create New Item, or open an item and tap Update Item.
2. Tap Add search tags… or the + button.
3. In Search or type to add…, tick existing tags. If nothing matches, tap Add followed by your text.
4. Tap Add Selected Tags, then Save & Close or Update.

Many equipment items at once (web only)

1. On Equipment, tick the items, or use Select All.
2. Click Edit Selected.
3. Under Add Tags To All:, choose or type the tags.
4. Save your changes.

Checklist templates (web only)

1. Go to Checklists > Templates. Click Create Template, or Edit Template on an existing one.
2. Open the Template tab.
3. Type a tag in Type and press enter to add search tags… and press Enter.

Template tags save automatically. New checklists started from the template will carry these tags.

Updating and removing tags

To change a tag, remove the old one and add the new one. There is no screen for renaming or deleting a tag across every item at once. On the web, use bulk editing to do this for equipment.

Remove a tag from one item

• Web equipment or templates: in the edit form, click the × on the tag pill, then save. Template changes save automatically.
• App equipment: on Update Item, tap the red ⊗ on the tag, then tap Update.

Rename or remove a tag on many equipment items (web)

1. On Equipment, filter by the old tag, then click Select All.
2. Click Edit Selected.
3. Add the new tag under Add Tags To All:. Put the old tag under Delete Tags:. It must match exactly, including capital letters.
4. Save.

Tags that update themselves

Equipment name and location tags can’t be removed by hand. They change when you change the item’s name or location. In the app, changing the location adds the new location tag but keeps the old one, so remove the old tag yourself.

Renaming a location on the web updates the location tag on that location’s equipment.

Bulk “Change All Names To:” / “Change All Locations To:” adds the new tag but leaves the old one. Add the old one under Delete Tags: to remove it.

Checklist tags come from the template and the answers. Changing an answer updates its tag, and so does changing the checklist’s location or organisation. Editing a template’s tags doesn’t change checklists that already exist.

Each equipment item’s history shows Tags added: and Tags removed:, so you can see who changed what.

Tips

• Agree on a short list of tags with your team and stick to the same spelling and capitals. “Van”, “van” and “Vans” are three different tags.
• Pick an existing suggestion rather than typing a new tag. This keeps your tag list tidy.
• Avoid tags that sit inside longer ones, such as “Van” and “Van 2”. The checklist filter may hide the shorter tag.
• Turn on Tag Response for the questions you most want to report on, such as pass/fail or asset type.

FAQs

Why can’t I edit tags?

You need an Admin or Contributor account for equipment. For templates, you need to be an Admin or the template’s owner. Employees can filter by tags but can’t change them.

Why doesn’t my tag appear in the filter list?

The list only shows tags that are on items you can see. On the Checklists list, it only shows tags on the checklists loaded so far. Also check the spelling and capitals.

Why does my template have a tag that its old checklists don’t?

Checklists copy the template’s tags when they are started. Tags added to the template later only apply to new checklists.

Why does the app show different checklist results from the web?

The app filters only checklists already on your device, and capitals must match. The web searches all your records and ignores capitals.

Can I tag templates or bulk-tag in the app?

Not yet. Use the web for template tags and bulk changes.

Can I import tags from a spreadsheet?

Not at the moment. Add tags in the app or on the web, or use bulk editing on the web.