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Task templates save time when the same type of task is created often. Use them for repeatable checklists, review steps, onboarding tasks, client handoffs, and standard operating procedures.

Create a Task From a Template

Open Productivity > Tasks.
Choose the template option.
Select the template.
Review the task title and description.
Choose the project, status, and priority.
Create the task.

The new task starts with the template details, but you can edit it after creation.

Review the generated task before assigning it. Templates speed up creation, but the final task still needs the right project, owner, due date, priority, and customer context.

After choosing a template, replace generic wording with the current project, customer, deadline, and acceptance criteria. A task created from a template should still tell the assignee exactly what to do now.

If the task belongs to a customer handoff, link the right project, contact, account, document, invoice, or file before assigning it.

Choose the Right Template

Pick the template that matches the work closely. A good template should reduce typing without hiding important project-specific details.

If you need to rewrite most of the template every time, create a more specific template or use a normal task instead.

After creating a task from a template, update the owner, due date, priority, project, and description for the current work. A template should provide a starting point, not replace task ownership and planning.

Use a project template instead when the repeated work needs several tasks, milestones, or a delivery sequence.

Good Template Examples

Client onboarding checklist
Design review task
Monthly report preparation
Invoice follow-up
QA review
Publish blog post
New employee setup

Maintain Templates

Review task templates after process changes, role changes, or repeated task corrections. If teammates keep deleting the same checklist item or adding the same missing step, update the template so the next task starts cleaner.

Template Ownership

Assign an owner for important task templates. The owner should review the template after process changes, customer complaints, recurring missed steps, or new approval requirements. Without ownership, templates can keep creating stale work long after the process has changed.

For customer-facing delivery work, test the template by creating one task and following it through completion. Confirm the title, checklist, assignee, priority, and linked project give the assignee enough context without extra messages.

Create Better Templates

Good task templates include:

an action-oriented title
a concise description
checklist steps when the work has a sequence
default priority when appropriate
guidance for due dates or owners
links to reusable internal instructions

Avoid putting customer-specific files, prices, private notes, or old deadlines inside a reusable template.

Template Quality Checks

Before using a template widely:

create one test task from it
check the title starts with a clear action
remove customer-specific details
verify default status and priority
confirm relative due timing makes sense
check whether the description is current
confirm comments or files should not be part of the template instead

Archive or rename templates that are kept only for historical reference.

When Not to Use a Template

Use a normal task when the work is unique, sensitive, or still being defined. Use a project template when the repeated process needs multiple tasks, milestones, dependencies, or phases.

Task Templates