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A project template defines the structure for a repeatable workflow. Create a project template once, then use it to launch consistent projects for any household.

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What a project template contains

  • Title — A descriptive name (e.g., “Client onboarding”, “Annual review”)
  • Description — Context about when to use this project type
  • Milestones — Sequential phases, each with a name, color, and auto-advance trigger
  • Task templates — Tasks that auto-create when a project enters each milestone

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View project templates

  • Navigate to Settings > Data customizations > Project templates
  • Project templates are listed as expandable cards. Click a card to view or edit it
  • Project templates can be scoped to a specific book or available company-wide across all books

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Create a project template

  • Go to Settings > Data customizations > Project templates
  • Click New project template
  • Enter a Title and optional Description
  • Add milestones with a name, color, and auto-advance trigger
  • Click Create
Each project template must have at least one milestone.

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Edit a project template

  • Go to Settings > Data customizations > Project templates
  • Click the project template card to expand it
  • Edit the Project template name and Description
  • Add, remove, reorder, rename, or recolor milestones
  • Set the Auto-advance trigger for each milestone
  • Click Save
Editing a project template does not change projects that were already created from it. Changes apply to new projects only.

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Configure milestones

Each milestone has:
  • Name — A clear label for the phase (e.g., “Data gathering”, “Account setup”)
  • Color — A color for visual identification on the Kanban board
  • Auto-advance trigger — When the milestone automatically advances:
    • All tasks completed — Advances when every task in the milestone is done
    • Meeting scheduled — Advances when a meeting is scheduled
    • Meeting completed — Advances after a meeting is completed
Use the arrow buttons to reorder milestones. Click Add milestone to add a new one.

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Configure task templates

Each milestone can have task templates that create real tasks when a project enters that milestone.
  • Click Edit tasks on a milestone to open the task template editor
  • Click Add task to create a new task template
  • Configure each task template with:
    • Title and description
    • Deadline offset (days from when the milestone is entered)
    • Priority
    • Assignment (specific user, team, or custom field reference)
    • Labels
    • Email prompt or email template (for AI-drafted emails)

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Remove a milestone

Click Remove milestone on the milestone you want to delete. If active projects are currently on that milestone, they are moved to the next milestone or marked complete if it was the final step. A project type must always have at least one milestone.

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Copy a project template

Create a copy of an existing project template in the same or a different book:
  • Expand the project template card
  • In the Copy project template section, click Copy to book
  • Select the destination book from the dropdown
If you copy to the same book, the new project template is named with “(copy)” appended.

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Reorder project templates

Drag and drop project template cards on the settings page to change their display order on the Projects page.

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Delete a project template

  • Expand the project template card
  • In the Delete project template section, click Delete project template
  • Type the project template name to confirm
You cannot delete a project template that has active projects. Complete or cancel all active projects first.

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Book-scoped vs company-wide

Project templates can be:
  • Book-scoped — Available only within a specific book
  • Company-wide — Available to all books in your company
Use the tabs on the project templates settings page to manage each scope.

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Next steps

Creating projects

Create projects from project templates

Milestones

Learn about project phases

Managing projects

Track project progress

Projects overview

Learn about projects