Task templates let you create standardized tasks quickly. Define a template once, then use it to create consistent tasks across your practice.
How task templates work
A task template stores:
- Task title
- Description
- Default deadline (days from creation)
- Default assignee
- Priority level
- Tags
When you create a task from a template, these values are pre-filled. You can modify them before saving.
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
Learn more about projects
Create a task template
In a project template
Open project template
Go to Settings and find project templates.
Select a milestone
Click on the milestone where you want to add tasks.
Add task template
Click Add task template.
Configure the template
Set:
- Title
- Description
- Deadline offset (days from milestone start)
- Assignee
- Priority
- Tags
Save
The template is added to the milestone.
In a workflow
Open the workflow
Navigate to your workflow in the builder.
Add Create Task action
Add a Create Task action to your workflow.
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:
Labels applied to created tasks. Useful for filtering and categorization.
Edit a template
Find the template
Navigate to where the template is defined (project template or workflow).
Click to edit
Select the task template.
Make changes
Update any template fields.
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
Find the template
Navigate to where the template is defined.
Delete
Click the delete option on the template.
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 |
Next steps
