How to Categorize and Organize Tasks with Tags

Learn how to create tags in kakiko to categorize and filter tasks. Covers hierarchical tags, color settings, reordering, and using tags with Quick Add.

This article explains how to create, edit, and delete tags, as well as how to categorize and filter tasks using tags.

What Are Tags?

Tags are labels you attach to tasks. You can freely name them—such as “Work,” “Personal,” or “kakiko/LP”—to categorize your tasks.

Creating Tags

There are three ways to create tags.

From the Task Detail Panel

  1. Click a task in the task list to open the detail panel.
  2. Click the “Tags” field. You can also use the keyboard shortcut T.
  3. Enter a tag name in the input field.
  4. “Create new tag: (tag name)” will appear—click it or press Enter.
  5. The tag is created and linked to the task.

To apply an existing tag, simply select it from the list.

From Add Task Dialog

In the Add Task dialog, type # followed by a tag name to assign a tag.

Examples:

  • Write report #work → Title: “Write report”, Tag: “work”
  • Fix LP #kakiko/LP #design → Title: “Fix LP”, Tags: “kakiko/LP” and “design”

If you enter a tag name that doesn’t exist, the tag will be created automatically.

From the Tag Management Screen

  1. Click “Manage tags” in the Tags section of the sidebar.
  2. Enter a tag name in the “New tag” input field.
  3. Select a color if needed.
  4. Click the Create button.

Using Hierarchical Tags

Including / in a tag name creates a hierarchical tag.

Examples:

  • Work/Project A
  • Work/Project B
  • kakiko/LP
  • kakiko/Marketing

Hierarchical tags have the following characteristics:

  • Child tags (e.g., “Project A”) are grouped under their parent tag (e.g., “Work”).
  • You can expand and collapse parent tags in the tag filter.
  • The parent tag’s task count includes the total of all child tags.
  • If a child tag has no color set, it inherits the parent tag’s color.

Setting Tag Colors

Adding colors to tags improves visibility in the task list.

  1. Click “Manage tags” in the Tags section of the sidebar.
  2. Click the color icon of the tag you want to change.
  3. Select a color from the color picker.

Once a color is set, the tag badge is displayed in that color. If a child tag has no individual color set, the parent tag’s color is applied automatically.

Filtering by Tags

Follow these steps to filter your task list by tags.

  1. Click “Tags” in the filter area at the top of the task list.
  2. Select the tags you want to filter by. You can select multiple tags.
  3. When multiple tags are selected, you can switch the condition mode:
    • AND: Show only tasks that contain all selected tags
    • OR: Show tasks that contain any of the selected tags
  4. To clear the filter, click “Clear all.”

Reordering Tags

You can change the display order of tags.

  1. Click “Manage tags” in the Tags section of the sidebar.
  2. Use the up/down arrow buttons next to a tag to adjust its order.
  3. For hierarchical tags, child tags can be reordered within the same parent. Moving a parent tag also moves its child tags.

Renaming Tags

  1. Click “Manage tags” in the Tags section of the sidebar.
  2. Click the edit button for the tag you want to rename.
  3. Enter the new tag name.
  4. Confirm the change.

The name change is automatically reflected across all tasks that have the tag.

Deleting Tags

  1. Click “Manage tags” in the Tags section of the sidebar.
  2. Click the delete button for the tag you want to remove.
  3. Select “Delete” in the confirmation dialog.

Deleting a tag removes it from all tasks. The tasks themselves are not deleted. Deleting a parent tag in a hierarchy also deletes all its child tags.

Archiving Tags

You can archive tags you no longer use instead of deleting them.

  1. Click “Manage tags” in the Tags section of the sidebar.
  2. Click the archive button for the tag you want to archive.

Archived tags no longer appear in the tag selection list, but the data is preserved. To restore an archived tag, click “Restore” in the Archive section of the tag management screen.

Setting Tags on Routines

You can also set tags on routines (templates for recurring tasks). When a routine has tags, tasks generated from that routine are automatically assigned those tags.

  1. Open the routine creation or editing screen.
  2. Select tags in the “Tags” field.

Keyboard Shortcuts

ActionShortcut
Open tag panelT

Tag Limits on the Free Plan

On the Free plan, you can use up to 5 tags. Tags beyond the fifth are locked and cannot be added to tasks or edited.

Upgrading to the Pro plan removes the tag limit. If you downgrade from Pro, tags from the sixth onward (in creation order) are locked, but the data is preserved. Upgrading to Pro again unlocks them.