Simplify your daily organization safely
As your business grows, it's normal to accumulate dozens of tags to classify your accommodations, bookings, or customers. However, until now, keeping that list clean and free of duplicates could be a challenge.
With the new tag management feature, administrators can centralize, review, and clean up the company catalog from a single place. And best of all: the system has smart protections so you never accidentally delete a tag that's critical for your operations or automations.
Getting started
The tag management section is available exclusively to users with the Administrator role.
You can find this section in your VRMS account by following this path:
Configuration
Company
Additional configuration
Tags
What will you learn in this article?
How to view and filter your entire tag catalog.
The process for safely deleting tags.
How smart locks work to protect your operations.
How to prevent duplicate tags from being created in the system.
Advantages
More clarity: Remove visual clutter by deleting tags you no longer use.
Guaranteed security: The system warns you if a tag is in use and prevents you from deleting it if it would break any automation or rule on your web.
Data consistency: The real-time assistant prevents your team from creating duplicate tags or making spelling mistakes.
When should you use this feature?
You should use this feature when you want to adjust your tag catalog, clean up outdated terms, check how many entities (accommodations, bookings, etc.) use a specific tag, or audit your company's organizational criteria.
Before you start
It's a good idea to review beforehand:
Which tags are truly obsolete in your current strategy.
If your team is using unified criteria to classify information.
It's also recommended to notify your team before deleting a commonly used tag, as it will be permanently removed for all users.
Follow these steps
Go to the menu: Go to Configuration → Company → Additional configuration → Tags → View x tags
Find the tag: Use the search bar or entity type filters to find the tag you want to review.
Start deletion: Click the Delete button in the actions column of the corresponding row.
Confirm the action: Review the message in the pop-up window (it will tell you if the tag is assigned to any item) and click Delete to confirm permanently or Cancel if you want to go back.
Expected result
Once the configuration is complete, the selected tag will be automatically and permanently deleted from the system. You can immediately see the impact, as it will disappear from the global list and from all entities it was associated with.
Recommended next steps
After saving the configuration, randomly check an accommodation, booking, or customer that had that tag to make sure it has been correctly unlinked.
Main fields and options
To help you navigate the panel, here’s a breakdown of what you’ll find on your screen:
Name: The identifier or exact text of the tag.
Entity type: The area where it applies (Accommodation, Booking, Owner, Customer, or Portal).
Number of associated entities: Shows at a glance how many items are currently using that tag.
Search filters: You can search by free text (Name) or filter using the dropdown menu (Name, Entity type) to move much faster.
Limitations and considerations
Keep in mind that:
Final action: Deleting a tag cannot be undone.
Scope of release: In this current version, it is not possible to rename tags, merge several into one, or perform bulk deletions.
Before making mass changes or deep cleanups, always check how many entities will be affected in the "Number of associated entities" column.
Best practices
Set simple, easy-to-review rules so your whole team uses the same tags.
Avoid applying too many tags to the same item to keep the view clean.
Check the result in the general list after deleting a tag.
Review your tag strategy periodically based on your business demand or season.
Practical example
Cleaning up obsolete tags
Imagine that during a previous campaign you created the tag "Promoción_Verano_2024" to apply to your accommodations.
The campaign is over and you no longer need it.
When you go to the tag management panel, you see that this tag is still associated with 12 accommodations.
When you click Delete, the system will warn you: “The tag is associated with 12 accommodations. Deleting it will remove it from all of them.”
Since you’re sure the campaign is over, you confirm the action.
The system automatically cleans those 12 accommodations and your catalog is spotless for the new season.
Common mistakes
The rule doesn’t apply or the "Save/Create" button is disabled when creating a tag: Check that the name you’re entering doesn’t already exist. The system validates uniqueness in real time (it doesn’t distinguish between uppercase and lowercase). If it already exists, select the tag from the dropdown menu. Remember, identical names are allowed for different entity types, but never within the same type.
The "Delete" button appears greyed out (disabled): This is a tag automatically generated by the system (like MidLongStay). Hovering over it will show a warning indicating that these critical tags cannot be deleted.
The configuration affects the wrong items: Remember that when you delete a tag, it disappears from absolutely all associated entities. Always check the "assigned entities" column before confirming.
If something isn’t working
If the feature isn’t behaving as expected, check these points before contacting customer support:
Make sure the search filters you’ve applied are correct.
Check if the tag you’re trying to delete is blocked by one of these two security conditions:
Harmony automations: You’ll see the message "This tag is associated with a Harmony automation. You must unlink it before deleting."
Web categories: You’ll see the message "This tag is associated with an accommodation category on your website. You must unlink it from that category before deleting."
Refresh the page and check the result again.
If the problem persists, contact our customer support team and include screenshots, the tag name, the affected entity, and the dates when you’re experiencing the issue.
Related articles
Frequently asked questions
Can I have a tag with the same name for Accommodations and for Bookings?
Can I have a tag with the same name for Accommodations and for Bookings?
Yes, absolutely! The system allows tags with the same name as long as they belong to different entity types. What’s not allowed is duplicating the name within the same entity type (for example, having two tags called "VIP" within Customers).
What happens if I delete a tag by mistake?
What happens if I delete a tag by mistake?
Deletion is permanent and cannot be undone automatically. If you delete it by mistake, you’ll need to create it again and manually reassign it to the accommodations, customers, or bookings that had it. That’s why we include confirmation windows that tell you how many items will be affected before carrying out the action.
Why can’t I rename an existing tag?
Why can’t I rename an existing tag?
In this version of the tag manager, the feature is focused on viewing, duplicate control, and safe deletion. Editing names or merging tags isn’t included for now, but we appreciate your feedback for future system updates!