How templates work
A project template contains:- Title and description — What this project type is for
- Milestones — Sequential phases of the project
- Task templates — Tasks that auto-create at each milestone
View templates
1
Open Settings
Click your workspace name → Settings.
2
Find Project templates
Navigate to the project templates section.
3
Browse templates
See all templates available in your book.
Create a template
1
Open template settings
Go to Settings → Project templates.
2
Click New template
Click + New template.
3
Enter basic info
Add a title and description for the template.
4
Add milestones
Create the phases this project will go through.
5
Add task templates
For each milestone, add the tasks that should be created.
6
Save
The template is ready to use.
Template structure
Title and description
Choose a clear name that describes the workflow:- “Client Onboarding”
- “Annual Review”
- “Financial Plan Development”
- “Estate Planning”
Milestones
Milestones are the phases of your project. Add them in order:1
Add a milestone
Click Add milestone in the template editor.
2
Name the milestone
Give it a clear name (e.g., “Data Gathering”).
3
Set color
Choose a color for visual identification.
4
Configure auto-advance
Set when the milestone should automatically advance:
- When all tasks are completed
- When a meeting is scheduled
- When a meeting is completed
- Manual only
5
Repeat
Add more milestones as needed.
Task templates
Each milestone can have task templates that create real tasks when the milestone is entered:1
Select a milestone
Click on the milestone to add tasks to.
2
Add task template
Click Add task template.
3
Configure the task
Set:
- Title
- Description
- Deadline offset (days from milestone entry)
- Assignee
- Priority
- Tags
4
Repeat
Add more tasks as needed.
Example template: Client onboarding
| Milestone | Tasks | Auto-advance |
|---|---|---|
| Data Gathering | Send data request, Collect documents, Review data | All tasks complete |
| Account Setup | Prepare paperwork, Open accounts, Fund accounts | All tasks complete |
| First Meeting | Prepare agenda, Schedule meeting, Send materials | Meeting completed |
| Complete | Send welcome package, Add to newsletter | Manual |
Edit a template
1
Open template settings
Go to Settings → Project templates.
2
Select the template
Click on the template you want to edit.
3
Make changes
- Add/remove/reorder milestones
- Add/edit/remove task templates
- Update title and description
4
Save
Changes apply to new projects only.
Editing a template doesn’t change projects that were already created from it.
Clone a template
Create a copy of an existing template:1
Open template settings
Go to Settings → Project templates.
2
Find the template
Locate the template you want to copy.
3
Clone
Click Clone or the duplicate option.
4
Customize
The new template is created with “(copy)” in the name. Edit as needed.
Delete a template
1
Open template settings
Go to Settings → Project templates.
2
Find the template
Locate the template you want to delete.
3
Delete
Click Delete and confirm.
Template permissions
Template management requires admin access:| Action | Permission required |
|---|---|
| View templates | Any user |
| Use templates | Any user |
| Create templates | Admin |
| Edit templates | Admin |
| Delete templates | Admin |
Best practices
- Start simple — Begin with 3-5 milestones, add complexity as needed
- Clear milestone names — Use action-oriented names
- Realistic task counts — Don’t overwhelm with too many tasks per milestone
- Test before deploying — Create a test project to verify the flow
- Document in description — Explain when and how to use the template
- Review periodically — Update templates based on team feedback
Common templates
Client onboarding
- Data gathering → Account setup → First meeting → Complete
Financial plan
- Discovery → Analysis → Plan development → Presentation → Implementation
Annual review
- Preparation → Review meeting → Follow-up → Complete
Estate planning
- Document collection → Analysis → Attorney coordination → Review → Implementation