Project Templates
Create, edit, and delete reusable project templates.
Project templates help teams reuse common project structures.
Use them for work that starts with the same phases, description, or setup notes each time.
Use project templates for repeatable delivery systems, not for one customer project that happened to work well once.
Templates are useful only when the starting structure is trustworthy. Review them after delivery process changes.
Create a Project Template
- Open Templates > Productivity.
- Select Project Templates.
- Select New project template.
- Enter the template Name.
- Add a Description that explains when to use it.
- Select Save.
Use the description to explain the project type, expected outcome, and when not to use the template. A good description helps teammates choose between similar templates without asking a manager.
Before saving a new template, confirm the default project structure matches the team's current delivery process. If the work varies heavily by customer, create a lighter template and add customer-specific tasks after project creation.
Keep private customer information out of templates. Template content can be reused by teammates who are creating unrelated projects.
Edit a Project Template
Use Edit on a template row to update the name or description. Keep names specific enough that teammates can choose the right template without opening it.
If the template represents a real delivery process, update it when the process changes. Existing projects created from the old template should be reviewed separately.
After editing a template, create one test project or review the next real project created from it. Confirm the default name, description, phases, milestones, tasks, owners, and handoff notes still make sense.
Delete a Project Template
Use the delete action only when the template should no longer be used. Deleting a template does not delete projects that were already created from it.
Rename or archive the template first if the team may still need to identify old project structures.
Do not delete a template only because a single project was unusual. Delete only when the template itself is obsolete, duplicated, or created by mistake.
Good Project Templates
- Client onboarding.
- Website build.
- Monthly retainer.
- Internal launch checklist.
- Implementation project.
Test A Template
Create one project from the template and confirm the name, description, milestones, tasks, and team expectations are clear. Remove the test project if it was only created for setup.
Handoff Readiness
A project template should make the first handoff clear. Include enough description, phases, default tasks, or notes so the project owner knows what to do first after creating a project. If the first action depends on customer scope, pricing, or files, document where that information should be added.
Avoid putting fixed dates, old customer names, or one-off assumptions in a template. Those details should be added to the project after creation.
Maintenance
Review project templates after scope changes, staffing changes, pricing changes, or repeated delivery issues. Rename old templates before deleting them so teams can recognize what changed.
Troubleshooting
If new projects start with missing work, update the template and review any active projects that were already created from the old version.
If teammates keep choosing the wrong template, improve the template names and descriptions before adding more templates. Too many similar templates makes the new-project flow slower and less reliable.
Versioning Guidance
When a process changes significantly, create a new template or rename the old one as archived before deleting it. This makes it easier to understand why older projects look different from newer projects.