How to create and manage tags

Tags replace labels in Vista Social. They give your workspace one shared set of tags you can use across posts, inbox messages, media, ideas, tasks, and automations. Tags support nesting, aliases, and group rules, so you can build anything from a simple set of campaign tags to a full company taxonomy.

What tags can do

• One shared list: manage every tag for your workspace in one place instead of separately for posts, media, and inbox
• Name, color, and description: each tag has a name and a color, and you can add a short description so your team knows when to use it
• Aliases: add alternate names so a tag shows up in search under more than one word
• Nesting: place tags inside other tags to build a hierarchy, up to 10 levels deep
• CSV import: add up to 1,000 tags at once from a spreadsheet
• Group rules: make a group where only one tag can be picked, or where the parent can't be applied on its own
• Usage tracking: see how often each tag is used, where it's used, and when it was last used

How to access tags

Go to Settings → Tags.

What you can see and change on this page depends on your tags permission. Learn more in Who can create and manage tags.

Understanding the tags page

Tag list

The left panel lists every tag in your workspace, with the number of times each one has been applied. Nested tags appear under their parent.

• Search: find tags by name, alias, or path (for example, "Campaigns / Summer sale")
• All, In use, Unused, Archived: filter the list by status
• Sort: click Most used (the default) to switch the order to A to Z, and click again to switch back
• Merge tags: combine duplicate tags (at the bottom of the list)

Your tags at a glance

When no tag is selected, the right panel shows a summary of your workspace.

• Totals: how many tags you have and how many times they've been applied
• Most used: your five most-applied tags
• Needs attention: tags that look like duplicates (click Review and merge to combine them) and tags that have never been used (click See unused to review and archive them)

Select any tag in the list to open its details.

How to create a tag

1. Go to Settings → Tags.
2. Click + New tag.
3. Enter a name (up to 25 characters). The chip next to the name shows how the tag will look on posts and messages.
4. Under Nest under, keep None, keep it top level, or choose a parent tag.
5. Choose a color, or click More colors. A nested tag can use the same color as its parent.
6. Under Show in profile groups, choose All groups or Only some groups.
7. Click Create tag.

To add aliases or a description, open the tag after you create it. Learn more in How to edit a tag.

How to create a nested tag

1. Select the tag you want to use as the parent.
2. Click + New tag. The parent is already filled in under Nest under.
3. Enter the details and click Create tag. The new tag is created inside the selected tag.

You can also choose any parent in the Nest under field. Example: select "product-updates," then create "Feature launches" inside it.

How to import tags from a CSV

Add up to 1,000 tags at once from a CSV file. This is the fastest way to set up a full tag structure, like class types, campaigns, or inbox topics. Tags you already have are skipped, so you can upload the same file again safely.

1. Go to Settings → Tags and click Import from CSV.

2. Under Show in profile groups, click Show this tag in and choose All profile groups or Only the groups I pick, then click Apply. This is required, and every tag in the file uses these profile groups. You can only import into profile groups where you have Manage access to tags.
3. Click Download sample to get a template, then add your tags to it (see the columns below).
4. Drag your CSV file into the window, or click the upload area to choose it.

5. Review the preview. Each row shows Will be added, Already exists, skipped, or the problem to fix.
6. Click Import (the button shows how many tags will be added, for example Import 5 tags).

When the import finishes, you'll see which tags were added, skipped, or not added.

CSV columns

• name (required): the tag name, up to 25 characters
• parent: nests the tag under another tag, either from the same file or one you already have. Separate levels with /, for example Classes / Pilates
• color: a hex value, like #0063E3. Nested tags without a color use their parent's color
• description: shows next to the tag in Settings → Tags

Example: a row for "Classes" and a row for "Yoga" with Classes in the parent column creates Classes / Yoga.

How to edit a tag

Select a tag to open its details. From here, you can:

• Rename the tag, click Add a description, or change its color (or click Custom color)
• Add or remove aliases under Also found when searching with + Add alias (for example, add "promo" and "sale" to a tag named "Promotions")
• See where the tag is used under Where it is used: Posts, Inbox, Media, Ideas, Tasks, Listening, and DM Automations
• See which profile groups the tag is suggested in under Profile groups, and click Change to update them

Renaming updates the tag everywhere instantly, and its old name is saved as an alias, so anyone searching for the old name can still find it.

How to set up tag groups

A tag that contains other tags can act as a group with its own rules. Select the parent tag and turn on either option:

• This tag only groups others: the parent tag organizes the tags inside it but can't be applied to posts, messages, or other items. People pick a tag inside it instead
• Items can only carry one tag from this group: picking one tag replaces the other, which is useful for attributes that can't overlap, like sentiment, funnel stage, or region

Example: a "Content type" group with "Image" and "Video" inside, with both options on. A post can be tagged "Content type / Image" or "Content type / Video," but not both, and not "Content type" by itself.

How to move, merge, archive, or delete tags

Select a tag, then choose an action at the bottom of its details:

• Move: place the tag inside a different parent tag, or choose None, keep it top level
• Merge into another tag: pick two or more tags that mean the same thing, then choose the one to keep. Everything tagged with the others moves over to it, and their names become aliases
• Archive: hide the tag from tag pickers. Items already tagged keep the tag, and you can restore it any time
• Delete: permanently remove the tag and remove it from every item it was applied to

After a merge or move, usage counts update over time. You'll see an asterisk next to a count while it's being recalculated.

How to apply tags

Tags work anywhere labels did, plus a few new places. Open the tag picker, search for a tag, and select the ones you need. If you have the Manage tags permission, you can also type a new name to create a tag from the picker.

• Posts: use Select tags under your post in the publisher (tags also work in the bulk scheduler)

• Inbox messages: click the tag icon on a message to open Tag this message

• Media library items: click + Add tag under a media item

• Ideas: click Tag when you create or edit an idea

• Tasks: use the Tags field in a Vista Work task

• Automations: click the action menu next to an automation and select Tags

Who can create and manage tags

Tags have their own team permission, so admins can choose who is allowed to change your tag list. The permission is set per profile group:

1. Go to Settings → Team Members.
2. Click the action menu next to a team member and select Edit.
3. Select Restricted User and click Continue.
4. Choose the profile groups, then set Role to Restricted User for a profile group.
5. Choose Use only, View, or Manage in the Tags row, and click Save.

• Use only: apply existing tags. Settings → Tags is hidden, and tag pickers don't show Create or Manage tags
• View: apply tags and browse Settings → Tags, but can't make changes
• Manage: create, rename, recolor, move, merge, archive, and delete tags

How tags permissions work across profile groups

• To change a tag, you need Manage in every profile group the tag is shown in. A tag available to all groups needs Manage in every group
• Creating a new tag from a CSV of scheduled posts or a bulk action needs Manage in every profile group. In Create post, you need Manage in every profile group selected in the post, and the new tag is added only to those profile groups. Otherwise, you'll see a message naming the tag
• Import from CSV in Settings → Tags shows for the workspace owner, workspace admins and managers, and anyone with Manage in at least one profile group (an admin or manager role on a single profile group also counts for that group). You can only import into profile groups where you have Manage. Workspace admins and managers can import into any profile group
• You only see tags that are available to all groups or limited to groups you belong to, both in Settings → Tags and in every tag picker
• The same rules apply in the mobile app

Default tags permissions

• Owners, admins, and managers keep full access to tags (Manage)
• New team members start with View
• All other existing team members keep View

Learn more about team permissions in Changing user permissions in your organization.

Best practices

• Plan your structure first: set up parent tags and groups before bulk tagging content
• Import big tag lists: build your structure in a spreadsheet and add it all at once with Import from CSV
• Use aliases for synonyms: add abbreviations, old names, or common misspellings
• Use one-tag-per-group rules for exclusive attributes: content type, funnel stage, or post format
• Archive instead of delete: archiving keeps your history intact for reporting
• Check Needs attention regularly: merge suggested duplicates and use See unused to keep pickers short
• Add descriptions: tell your team when each tag should be used
• Limit who can manage tags: give Manage to the people who own your tag structure, and Use only or View to everyone else to keep your list clean

Frequently Asked Questions

Q: What happened to my labels?

A: Labels are now tags. Your existing labels were carried over, and everything you labeled before still has its tag.

Q: What's the difference between archiving and deleting a tag?

A: Archiving hides the tag from pickers, but items keep the tag and you can restore it later. Deleting permanently removes the tag and strips it from every item.

Q: Why is there an asterisk next to a tag's count?

A: The count is being recalculated after a merge or move. It will update shortly.

Q: If I rename a tag, can people still find it by its old name?

A: Yes. The old name is saved as an alias automatically.

Q: How long can a tag name be, and how deep can tags nest?

A: Tag names can be up to 25 characters, and tags can nest up to 10 levels.

Q: Why can't I create or edit a tag?

A: Creating or changing tags needs the Manage tags permission. To create a new tag in Create post, you need Manage in every profile group selected in the post. For CSV imports, you need Manage in every profile group. To change an existing tag, you need Manage in every group the tag is shown in. Ask an admin to update your permissions in Settings → Team Members.

Q: Why don't I see Settings → Tags?

A: Your tags permission is set to Use only. You can still apply existing tags, but you can't open the tags page.

Q: Can I import a list of tags from a spreadsheet?

A: Yes. Go to Settings → Tags, click Import from CSV, and upload a CSV with up to 1,000 tags. Tags you already have are skipped. Learn more in How to import tags from a CSV.

Q: Why don't I see the Import from CSV button?

A: The button only shows for the workspace owner, workspace admins and managers, and team members with Manage access to tags in at least one profile group. With View access or no access to tags, you won't see it. Ask an admin to update your permissions in Settings → Team Members.

Q: Can I add tags when bulk scheduling with a CSV?

A: Yes. Add a publication_tags column to your CSV and separate multiple tags with |||. Tags that don't exist yet are created automatically during import, as long as you have the Manage tags permission in every profile group. Learn more in How to add tags to CSV bulk scheduled posts. To add tags to your workspace without scheduling posts, use Import from CSV in Settings → Tags.

Need help?

Reach out to our support team, and we are happy to help.

Related Reading:

How to add tags to posts

How to bulk tag posts

How to run reports by tag for campaigns

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