Why Use Tags?
Tags allow you to categorize and organize records in a structured and flexible way, making it easier to filter, search, and report on different types of data without having to use free-form notes. For example:
- Crew Member: Tag who is “Available to Travel”
- Timesheet: Tag for specifying “Mileage Reimbursement”
- Offers: Tag for “Background Check Required”
How to Create and Manage Tags
1. Navigate to the Tag Management Area
Go to
Settings➔Code Tables.Click on Create Record.
2. Tag Fields Explained
| Field | Description |
|---|---|
| Order | Number for tag order; controls the display sequence of tags in selection menus. |
| Name | Name of the tag (must be unique; cannot have duplicates). |
| Meta Table | Select which type of record: Timesheet, Offer (Assignments), Crew, or Position. |
3. Adding Tags Directly to Records
Tags are free form in NextCrew:
You can type and add a new tag on-the-fly directly on a record, even if it’s not already listed in your lookup table.
4. Where to Find Tags
Whenever you open a record (Crew, Timesheet, Offer, Position), you’ll find a section for tags.
Pro-Tip: If you add a tag for a Crew member, it will only be available when tagging Crew records.
5. Displaying Tags in Grids and Views
By default, tags are not visible in list/grid views.
To show them:
Click on the cog (settings) icon on any list/grid view.
Add the “Tags” column.
(Optional) Save your view to make Tags always visible. [Click here to learn how to manage lists and views]
6. Deleting Tags
Caution:
You cannot delete a tag if it’s associated with records.
To check usage, click on tag “Details.” The system will show associated record counts.
To delete a tag:
First, remove the tag from all associated records.
Then, delete the tag from the Code Table.
This helps prevent accidental deletions of tags in active use.
7. Use Cases & Examples
Timesheet: Tag timesheets for “No Show Reason.”
Offers (Assignments): Tag offers as “License Verified” or “Background Check Pending.”
Crew: Tag crew as “Can Travel.”
Position: Tag positions as “PM Shift.”
Each example shows how tags guide categorization and improve workflows.
8. Exporting Tags
Click on the Export button on the page to export the list in Excel format.
9. Finding records with specific tag
When you navigate to the screen, you should be able to select it from the Quick Search or by clicking on the Filter button on that screen.
Quick Tips
Tags are unique to their table: Crew tags are for Crew only, Timesheet tags for Timesheets, etc.
Order matters: Use the Order field to prioritize frequently used tags.
Free form enabled: Don’t see a tag in the list? Just type and add directly.
View settings: Make tags always visible by customizing and saving your grid view.
Need More Help?
If you have questions about managing views, grids, or tags, click here to view the topic to manage lists.