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Documentation Index

Fetch the complete documentation index at: https://docs.messagedesk.com/llms.txt

Use this file to discover all available pages before exploring further.

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Organize & Group Conversations With Labels

Labels let you sort, find, and manage conversations fast without building complicated folder structures. A label is a small badge made of text + color + icon that you can apply to any conversation.

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Why use labels

  • Stay organized. Group related conversations across teams and topics.
  • Work faster. Scan your inbox and spot priorities by color/icon.
  • Report & review. Filter by label to see everything for a project, region, or status.
  • Keep it simple. Add or remove labels anytime. No impact on message delivery.
You can apply multiple labels to the same conversation.

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Common label ideas (by team)

Logistics / Dispatch
  • Drivers. Conversations with field staff.
  • Region: North / Region: South. Geographic routing.
  • Urgent. Time-sensitive jobs.
HR
  • Benefits. Questions and announcements.
  • New hire. Onboarding conversations.
Support / Success
  • Support. Active cases.
  • Review-ready. Happy customers to invite for a review.
  • Bug. Product issues to track.
Sales / Ops
  • Proposal. Outstanding quotes.
  • Order. Order updates.
  • Won / Lost. Quick stage markers.
Use a short prefix for clarity (HR: New hire, Sales: Proposal, Support: Bug).

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Label a conversation (from the Inbox)

  1. Open a conversation.
  2. Click the Label icon (top-right of the thread).
  3. Check one or more labels to apply them.
  4. Close the menu. The labels appear above the thread and in the conversation list.
Remove a label. Reopen the Label menu and uncheck it.
Labels without a custom icon show a placeholder label icon in the menu.
Inbox Labels Menu Pn After you label a conversation, you’ll see every label on that conversation in the Inbox list. Inbox Labeled Conversations Pn

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Create & edit labels (quickly from the message thread)

  1. Open a conversation, then click the Label icon.
  2. Click Create label (or Edit labels).
  3. Set Name, Color, and Icon, then click Save.
Keep names short and scannable. Prefer Proposal – ACME over All proposals currently outstanding for ACME Corp.

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Create & manage labels (Workspace Settings)

Admins can manage labels for everyone.
  1. Go to Account → Settings.
  2. Under Workspace Settings, open Inbox Settings → Labels.
  3. Create, rename, change color/icon, or remove labels.
Multi-select labels and delete them in bulk from Label Settings. No need to remove them one at a time.
Labels sort alphabetically (A–Z) by name across label menus, settings, and filters. To control where a label appears, rename it (add a prefix like HR: or Support:).
Renaming a label updates it everywhere it’s used.
Settings Labels Pn Settings Create Edit Label Pn

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Find conversations by label

  • Open your Inbox and use the filter/search to show conversations with a specific label.
  • Save common filters (Support + Urgent) as a view so your team can jump in fast.

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Label naming & color conventions

  • Keep it short. 1–2 words, or a word plus emoji/icon.
  • Use prefixes. HR:, Ops:, Sales:, Support:.
  • Color with intent.
    • Green = success/ready
    • Yellow = waiting/attention
    • Red = urgent/blocker
  • Avoid duplicates. One meaning per label name.
Examples
  • Support: Urgent
  • Sales: Proposal
  • Ops: Region – West
  • HR: New hire
  • Review-ready

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FAQ

Can I apply more than one label to a conversation?
Yes. Apply as many as you need. Do labels affect who can see a conversation or whether messages send?
No. Labels don’t change permissions or deliverability. They’re for organization and filtering only. Can I edit or delete a label later?
Yes. Edit the name/color/icon anytime from Inbox (Label menu) or Workspace Settings. Deleting a label removes it from every conversation. You can also multi-select and delete multiple labels at once from Label Settings. Can I filter by more than one label at a time?
Yes. Combine labels in a filter to narrow your view (Support + Urgent).

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Troubleshooting

  • I don’t see the Label icon.
    Make sure you’re inside a conversation, not just the inbox list. If it’s still missing, check your workspace permissions.
  • I created a label, but teammates can’t find it.
    Ask them to refresh the inbox. Confirm you created it in Workspace Settings if it should be available to everyone.
  • We have too many similar labels.
    Standardize names with prefixes, merge duplicates (rename to the preferred label, then archive the old one), and document your naming rules in a short internal note.