How task templates work
A task template stores:- Task title
- Description
- Default deadline (days from creation)
- Default assignee
- Priority level
- Tags
Where templates are used
Task templates appear in several places:| Location | How templates work |
|---|---|
| Project milestones | Tasks auto-create from templates when entering a milestone |
| Workflows | Create Task action uses templates |
| Quick create | Select a template when creating a task |
Templates in projects
Project templates contain milestones, and each milestone can have task templates. When a project enters a milestone:- Task templates for that milestone activate
- Real tasks are created from each template
- Due dates are calculated (milestone start + offset days)
- Assignees are applied
Create a task template
In a project template
1
Open project template
Go to Settings and find project templates.
2
Select a milestone
Click on the milestone where you want to add tasks.
3
Add task template
Click Add task template.
4
Configure the template
Set:
- Title
- Description
- Deadline offset (days from milestone start)
- Assignee
- Priority
- Tags
5
Save
The template is added to the milestone.
In a workflow
1
Open the workflow
Navigate to your workflow in the builder.
2
Add Create Task action
Add a Create Task action to your workflow.
3
Configure task details
Set the task properties that will be used when the workflow runs.
Template fields
Title
The task title. Can include variables in workflows:- “Review meeting for [household name]”
- “Follow up with [first name]“
Description
Detailed instructions or context. Supports rich text formatting.Deadline offset
How many days after creation (or milestone start) the task is due.| Offset | Due date |
|---|---|
| 0 | Same day |
| 1 | Next day |
| 7 | One week |
| 14 | Two weeks |
| 30 | One month |
Assignee
Who the task is assigned to:- Specific user — Always assigned to this person
- Workflow trigger user — Person who triggered the workflow
- Household owner — Assigned user on the client/prospect
- Unassigned — No default assignee
Priority
Task priority level:- High
- Medium
- Low
Tags
Labels applied to created tasks. Useful for filtering and categorization.Edit a template
1
Find the template
Navigate to where the template is defined (project template or workflow).
2
Click to edit
Select the task template.
3
Make changes
Update any template fields.
4
Save
Future tasks created from this template will use the new values.
Editing a template doesn’t change tasks that were already created from it.
Delete a template
1
Find the template
Navigate to where the template is defined.
2
Delete
Click the delete option on the template.
3
Confirm
The template is removed. Existing tasks are not affected.
Best practices
- Be specific — Clear titles make tasks actionable
- Include context — Descriptions should explain the “why”
- Realistic deadlines — Set achievable offset days
- Consistent naming — Use patterns across templates
- Don’t over-template — Only template truly repeating tasks
Example templates
Client onboarding
| Task | Offset | Assignee |
|---|---|---|
| Send welcome email | 0 days | Owner |
| Schedule discovery meeting | 1 day | Owner |
| Collect account paperwork | 3 days | CSA |
| Review paperwork | 7 days | Owner |
| Open accounts | 10 days | CSA |
Quarterly review prep
| Task | Offset | Assignee |
|---|---|---|
| Pull performance reports | 0 days | CSA |
| Review portfolio allocation | 2 days | Owner |
| Prepare meeting agenda | 5 days | Owner |
| Send pre-meeting materials | 7 days | CSA |