Tags in Kolleno are often used as conditions in Workflows if a tag is accidentally deleted or incorrectly added by a team member, it can silently break automation that relies on it. The Manage Tags permission lets Admins control exactly which users are allowed to add or delete tags, reducing the risk of accidental changes.
What the Permission Controls
When the Manage Tags permission is disabled for a user, they can view tags but cannot:
Add new tags to customers or invoices
When enabled, the user has full ability to create and delete tags.
Where to Find It
The Manage Tags permission appears in two places:
On an individual user
Go to Settings → Users & Permissions → Users.
Click on the user you want to edit.
In the permissions section, locate the Manage Tags toggle and switch it on or off.
Save your changes.
On a User Group
If you use User Groups, the Manage Tags permission is included in the group's permission set. Enabling or disabling it on a group applies the setting to all active members of that group at once.
Go to Settings → Users & Permissions → User Groups.
Open the relevant group and navigate to the Permissions tab.
Toggle Manage Tags on or off.
Save and confirm.
Default Behaviour
Admins always have tag management access regardless of this toggle.
For Members, the permission can be individually enabled or disabled by an Admin.
If a user is a member of an active User Group, the group's Manage Tags setting overrides their individual toggle. Their individual toggle will appear read-only.
Important Notes
This permission applies to tags on customers and invoices. For more on how tags work, see Tags and Managing Customer Tags.
Disabling Manage Tags for a user prevents destructive tag changes but does not remove any existing tags from their view — they can still see all tags.
If you have Workflows that depend on specific tags as trigger conditions, it is recommended to restrict tag management to trusted users only.