Task Templates

Task templates help teams create repeatable tasks with consistent defaults.

Use task templates for work that starts the same way each time, such as client onboarding steps, design review tasks, invoice follow-up, monthly reporting, or internal approval checks.

Use a template when the default status, priority, due window, and instructions should be consistent. Use a normal task when the work is a one-off.

Create a Task Template

1. Open Templates > Productivity.
2. Select Task Templates.
3. Select New task template.
4. Enter the template Name.
5. Add a Description.
6. Choose the default Status.
7. Choose the default Priority.
8. Set default Due days if the task should be due a set number of days after creation.
9. Select Save.

Default Fields

• Status controls the starting task state.
• Priority controls the default urgency.
• Due days sets a relative due date.

For example, a due day value of 3 means a task created from the template is due three days after it is created. Use short due windows for handoffs and longer windows for research, production, or client review work.

Choose due days based on working expectations, not optimism. A default that is too short will create overdue work every time the template is used.

If the template is used in a workflow, choose defaults that still make sense when the task is created automatically. Automated tasks need especially clear names, descriptions, and due windows because no teammate may be present to explain them.

Before Saving

Check that the template name is clear without extra explanation. A good name matches how the team will search for it later, such as "New client kickoff" or "Invoice payment follow-up".

Keep the description focused on when to use the template. Do not put customer specific instructions in a shared template unless every future task should use the same instruction.

Include the expected outcome in the description. A task template should help the assignee know what complete looks like, not only what the task is called.

Template Ownership

Assign an owner for templates that drive billing, client onboarding, approvals, or recurring operations. The owner should review the template when the process, due dates, or default priority changes.

Review ownership when teams reorganize. A stale template owner can leave recurring work outdated even when the task itself still appears active.

Test The Template

Create one task from the template and confirm the status, priority, due date, description, assignee behavior, and project or record context are correct. Delete or archive the test task after review if it was only used for setup.

If the task should always belong to a project, client, or workflow, test that context from the place where users will actually create the task.

Edit or Delete

Use Edit to adjust defaults as your workflow changes. Use delete only when a template should no longer be available for new work.

When a process changes, update the template before asking the team to use it again. Existing tasks do not automatically become correct just because the template was changed, so update active work separately when needed.

Before deleting, check whether workflows, project templates, or team instructions still reference the task template.

Template Review Checklist

Before publishing or reusing a task template:

• confirm the name is searchable
• confirm the description explains the expected result
• confirm status and priority are appropriate for new tasks
• confirm due days reflect the real process
• test from the place users will create the task
• update active tasks separately if the process changed

Related Docs

• Create Tasks
• Task Templates