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 task details, steps, files, and due window 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. Add an estimate and a default teammate or AI Worker assignee if useful.
10. Select Add subtask for each step. Add its title and description, then set its status, priority, due days, and estimate.
11. Use Blocked by to link a subtask to an earlier step.
12. Set any custom field values the new task should start with.
13. Add files the team needs for every task created from this template.
14. Select Save.

Default Fields

• Status controls the starting task state.
• Priority controls the default urgency.
• Due days sets a relative due date.
• Estimated hours sets the task's starting estimate.
• Default assignee assigns new tasks to a teammate or AI Worker, when available.
• Subtasks become separate child tasks, with their own due days and estimates.
• Blocked by creates dependencies between the new subtasks.
• Files appear on each task created from the template.
• Custom fields carry their configured values into each new task.

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.

Subtask due days also count from creation, not from the completion of the step that blocks them.

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.

Plan Subtasks and Dependencies

Add subtasks in the order the team should work through them. For each later subtask, use Blocked by to select any earlier subtasks that need to be completed first.

For example, add "Prepare draft", "Review draft", and "Send final version". Set "Review draft" as blocked by "Prepare draft", and "Send final version" as blocked by "Review draft". Each task created from the template gets its own subtasks and dependency links.

Include Reusable Files

Attach reference files, instructions, or sample documents that the team needs whenever it uses this template. These files appear on each new task, including when the task template is linked inside a project template.

Keep files specific to one customer or project on the actual task instead. Comments, activity, and tracked time are added as the team works on that task.

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, subtasks, dependencies, files, and project 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