Task & taskboard templates

Learning outcomes:

• What is a taskboard template
• When to use a template
• How to create a template from scratch
• How to create a template from an existing board
• How to use a template

What is a taskboard template?

A taskboard template is a taskboard and set of tasks that can be copied and reused whenever needed. The tasks come pre-loaded with checklists, owners, task automation and due dates.

You can add as many team members to the template, and any of the members of the board can use the template.

When to use a template?

Creating taskbord templates can help you and your team streamline repeated workflows. They are great for teams to set up their most common actions such as onboarding a new member of staff, or pushing a marketing campaign live. In doing so, you can improve your efficiency and spend your time working on what really matters instead of setting up processes, again and agian..

Some common use cases for taskboard templates are:

Project templates - create a best practice project template and save it as a template for others in your team or the entire company to access and use. The tasks might include detailed descriptions, checklists, links, automation, and assignments to people. 

Standard operating processes - create standard operating processes as task templates and allow users to access the template and deploy to any of their Taskboards. For example, an annual leave application process. Create the steps to plan, apply, and confirm annual leave. A user can add the template of tasks to their personal task board and action accordingly. 

Product launch - hit every deadline and set up the product launch goal with your best practice product launch sequence of tasks, task automations, assignments, and pre-written content. 

Task templates enable you to make best practice actionable with ease.

How to create a taskboard template from scratch

To create a template from scratch, navigate to the task module by clicking the navigation menu button in the top left of the screen, and select Tasks. 

When the Task module opens, click the template button to display your template library.

To open a template, click the board, or to create a new template, click, add new template.

You can then give the template a name, a due date if necessary, add the team and your partner if applicable. Any team members you have added to teh board will also see the template in their template library.

Hit save and the template board will appear in your tempalte library. You can now open the template by clicking on it, and add the tasks to the board.

To leave the template library and return to your taskboards, click the boards button.

How to create a taskboard template from an existing taskboard

To create a template from an existing taskboard, open the taskboard by clicking on it, and click the templates button then save board as template.

You'll then need to name the new template, choose whether to retain task ownership, or you as the board owner, can take ownership of all the tasks. Retaining ownership is useful when the template will be reused by the same ;team members and immediately applies those team mebers to the template board. If the template will be used by different groups of people, you may want to take ownership and assign the tasks as necessary.

Hit save.

Once you hit save a new template will be created and acopy of all the tasks and their automations, checklists, and owners if you chose to retain owners, will be made. Once the new template is ready, you will have the option to view the templae, or carry on working on the taskboard that is open.

How to use a template

To use a template, you can create a new board first, or apply the template tasks to an existing board. To create a new board, navigate to the task module, and click the add new board button. The board editor will display, and you can add a board title, a due date if applicable, and add your team members.

Hit save to create the board.

Click the board you just created to open it.

Once the board is open, to add the template tasks, click the template button then add template tasks to board.

You'll then be able to choose the template tasks you want to add to the board by clicking it, and whether you want to retain task owners or assign them to yourself, "I'll take the tasks". If you choose to retain task owners, and the owners of the tasks are not members of the board, they will be automatically added to the board.

Once you click retain task owners or I'll take the tasks, the task templates will be applied to your board. All the tasks will retain their automations and checklists, and if you chose to retain owners, the task owners will be informed they have been assigned some new tasks.