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Hashtags and Custom Hashtags

Hashtags are optional labels you can attach to items to flag and group them. This guide explains the built-in hashtags, how to apply them to items, and how an organization owner or admin adds **custom hashtags**.

Written by Pal

What Are Hashtags?

Hashtags are short labels stored on each item. They let your team mark items with information that does not fit the standard fields — for example, items that need to be rushed, items of sentimental value, or any category your organization tracks.

There are two kinds of hashtags:

  • Built-in hashtags — Always available to everyone. There are four:

    • Rush

    • Sentimental

    • Questionable

    • Pre-existing condition

  • Custom hashtags — Extra hashtags your organization defines (for example, "high-value" or "do-not-clean"). Once added, they appear alongside the built-in hashtags for everyone in the organization.

An item can have any number of hashtags, and the same hashtag can be applied across as many items as you like.

Adding Hashtags to an Item (Mobile)

You can apply hashtags while capturing a photo or when editing an item later.

While Capturing

  1. Take a photo of the item.

  2. In the editing actions, tap Comment.

The Comment button in the capture screen's editing actions

  1. The Comment & Hashtags dialog opens. Under the Hashtags section you'll see the built-in hashtags first, followed by your organization's custom hashtags (sorted alphabetically).

    The Comment & Hashtags dialog with hashtag chips

  2. Tap any hashtag chip to select it. Tap again to deselect.

  3. Add a comment if you like, then tap Save.

Editing an Existing Item

  1. Open the item.

  2. Find the Hashtags field.

  3. Tap chips to add or remove hashtags, then save your changes.

Locking Hashtags Across Items

When you are capturing several items that all share the same hashtags, you can lock your selection so it carries over to the next item automatically:

  1. In the Comment & Hashtags dialog, select the hashtags you want.

  2. Tap the lock icon next to the Hashtags heading. The icon switches to a locked state.

    The lock icon engaged next to the Hashtags heading

  3. Each new item you capture will start with those hashtags already applied.

  4. Tap the lock icon again to unlock and stop carrying the hashtags forward.

Note: A lock with no hashtags selected has nothing to carry over, so the lock clears automatically if you remove the last selected hashtag.

Creating Custom Hashtags (Organization Settings)

Custom hashtags are defined once at the organization level and then become available to everyone in the app. This is done from the web app and requires organization owner or admin access.

  1. In the web app, open Organization Settings.

  2. Find the Custom Hashtags section.

  3. Type a hashtag in the input field (for example, high-value) and click Add, or press Enter.

  4. The hashtag appears as a badge. To remove one, click the X on its badge.

  5. Click Save Settings to apply your changes.

The Custom Hashtags section in Organization Settings

Custom hashtags are tidied up automatically when saved:

  • Leading # characters are removed — you can type either #high-value or high-value.

  • Surrounding spaces are trimmed and empty entries are dropped.

  • Duplicates are removed (matching ignores capitalization).

  • A custom hashtag cannot duplicate a built-in one (Rush, Sentimental, Questionable, Pre-existing condition).

Once saved, the new hashtags appear in the mobile app's Comment & Hashtags dialog for everyone in your organization, alongside the built-in labels.

Tips

  • Agree on a convention — Decide as a team what each custom hashtag means before adding it, so everyone applies it consistently.

  • Use the lock for batches — When inventorying a run of similar items (for example, a whole room of pre-existing damage), lock the hashtags so you don't have to reselect them on every photo.

  • Keep the list short — A focused set of custom hashtags is easier to apply consistently than a long one.

Need Help?

If you encounter issues:

  1. Go to Help and Support in the sidebar

  2. Visit our support portal: https://support.contentspal.com

  3. Use the chat widget for further support

Last Updated: June 2026

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