Labels System Overview

What Are Labels?

Labels are customizable tags that provide instant visual information about records in Roopairs. Think of them as digital sticky notes that help your team quickly identify key details without opening full records.

Key Benefits:

  • Instant Recognition - See critical information at a glance

  • Better Communication - Keep your team aligned with visual indicators

  • Efficient Search - Find specific records instantly

  • Flexible Organization - Highlight what matters without complex custom fields

Getting Started

Creating Your First Label

  1. Click into the labels field on any record

  2. Type your label name and press Enter

  3. Label is created and ready for future use

Using Existing Labels

  1. Click into the labels field to open the dropdown

  2. Start typing to filter existing labels

  3. Select the matching label to apply it

To remove a label, hover over it and click the X that appears.

Where to Use Labels

Labels work across all your Roopairs records:

  • Clients - Payment terms, service agreements, account status

  • Vendors - Supplier types, relationships, capabilities

  • Jobs - Equipment types, service characteristics, hold reasons

  • Estimates - Equipment categories, approval holds, pricing notes

  • Invoices - Billing types, payment status, service details

  • Purchase Orders - Delivery methods, receiving status, urgency

  • Bills - Credits, tax adjustments, accounting categories

  • Pricebook - Services, parts, discounts, tax rates, and all pricing items

Core Concepts

Labels Are Private

Internal Use Only. Labels are never visible to customers. Use any naming conventions, emojis, or internal notes that help your team work efficiently.

Smart Organization with Number Prefixes

Use ¹ ² ³ prefixes to create visual sections in dropdown lists:

  • ¹ Service Types - Groups service-related labels together

  • ² Equipment - Keeps equipment labels organized

  • ³ Status/Holds - Separates temporary status indicators

This simple system prevents long, unorganized dropdown lists and helps teams find labels quickly.

Dynamic Management

Labels should evolve with your business:

  • Add labels as new patterns emerge

  • Remove outdated status labels promptly

  • Update labels when situations change

  • Review quarterly for relevance

Searching with Labels

  1. Navigate to the appropriate list view (Jobs, Clients, etc.)

  2. Type the label name in the Keyword Search field

  3. View all records with that label

The dropdown filters as you type, making selection fast and accurate.

Can't see all labels? Hover over the labels section in list view to see a tooltip with complete label information for that record.

Labels Done Right (and Wrong)

✅ Do:

  • Establish naming conventions your team understands

  • Use number prefixes to organize related labels

  • Keep labels current and relevant

  • Apply labels consistently across similar records

❌ Don't:

  • Create duplicate labels with similar meanings

  • Over-label records (3-5 labels maximum per record)

  • Leave outdated status labels on completed work

  • Use customer-facing terminology (remember, labels are internal)

Common Questions

🔹 Can my customers see these labels?
No. Labels are completely internal and never appear on customer-facing documents or portals.

🔹 How do I remove a label from a record?
Simply edit the record, hover over the label, and click the X that appears. The label is removed from that record but remains available in your system for future use.

🔹 Can I delete a label entirely from my system?
Yes, but our support team handles this for you. Warning: Deleting a label removes it from ALL records it's attached to. If you just need to rename a label, we can help with that too—contact support at help@roopairs.com.

🔹 Can I prevent a label from being used without deleting it?
Not yet. Label deactivation would let you keep labels for historical reference while preventing new use. Let us know if this feature would help your workflow!

🔹 Can different team members see different labels?
No. All team members with access to a record type can see and use all labels for that type. This ensures consistent communication.

🔹 Who can create and manage labels?
Users with full edit access to a given object type can create and add labels. Users without edit access can still see labels on records but cannot add or remove them.

🔹 Is there a limit to how many labels I can create?
There's no system limit, but we recommend keeping your label library focused. Too many similar labels reduces efficiency.

🔹 Do labels sync between related records?
No. Each record maintains its own labels. For example, labels on a job don't automatically copy to its invoice. This gives you flexibility to update labels as work progresses.

Questions? Need Training? Have Ideas?
Contact our support team at help@roopairs.com — we're here to help!

Was this helpful?