Task templates let you create tasks with preset settings. These settings can include the description, deadline, assignee, checklist, and more. Set up a template once, then reuse it anytime.

Templates work well for recurring tasks, such as onboarding new employees or preparing monthly reports. You do not need to re-enter details each time. The assignee gets a clear, structured task with all required steps.

Create a task template

By default, all employees can create task templates. To restrict this, update the access settings.

Go to Tasks and Projects > More > Templates > Create. This opens the template form.

Enter a name. Enter a short, clear name. Example: Prepare sales report.

Add a description. Add instructions or required details. When users create a task from the template, they can edit the description without changing the template.

Example: In a Prepare monthly report template, describe the process, list required metrics, and define the format. In the task itself, a manager can add the reporting period and a link to the file.

Add an assignee. Select who will complete the task. You can change the assignee when creating a task without editing the template.

Assign this task to all new users. Enable this option to automatically create tasks from this template for every new employee. The new employee becomes the assignee.

Specify the task owner. You can set a task owner in the template. However, when someone creates a task, the task owner becomes the person who created it.

Add other participants. Add participants who work on the task. Add observers who track progress but do not take action.

Set a deadline. Set how long tasks should take. This deadline applies to every task created from the template. You can select a value or enter a custom one.

Example: If you set three days, each task must be completed within three days.

Add more options. You can also add a checklist, files, time tracking, or recurring task settings. These options help define steps, attach materials, track time, and repeat tasks on a schedule.
Create a task

Set access permissions. Select who creates tasks from this template and who edits it.

1. In the lower-right corner of the form, click Access permissions.
2. Click Add and choose users or groups: all employees, specific users, a workgroup, or a department.
3. Set an access level:
• Full access: Edit and delete the template.
• Read-only access: View the template and create tasks.
4. Click Done.

After you create a template, it appears in the list and is ready to use. You can edit it anytime.

Edit a template

1. Go to Tasks and Projects > More > Templates.
2. Open the template.
3. Update the task settings, such as files or observers.

Changes apply only to new tasks. Existing tasks stay unchanged.

Create a task from a template

Users with access can create tasks from templates in several ways.

From the Tasks and Projects section. Click the arrow next to Create, select Task using template, and choose a template.

From a new task form. In Tasks and Projects, click Create. In the task form, select Detailed form. At the bottom, open the Templates block and choose a template.

From an existing task.

1. Open a task.
2. Click the three dots next to the task name.
3. Select Create using template.
4. Choose a template and click Menu (≡) > Create using template.

From the Templates section.

1. Go to Tasks and Projects > More > Templates.
2. Find a template by name or use the filter.
3. Click Menu (≡) > Create using template.
4. If needed, edit the task settings. This will not change the template.
5. Click Create.

Create a task with subtasks from a template

Add subtask templates to a main template to define the structure in advance.

Example: Annual sales report as the main template and Monthly sales report as a subtask template.

First, create a separate template for the subtask and link it to the main template.

Create a separate subtask template. You can do this in two ways:

• In the template list, find the main template and click Menu (≡) > Add subtask for template.
• In the template form, click the three dots and select Create subtask for template.

Fill in the subtask template. The system links it to the main template automatically. Click Create.

When you create a task from the main template, you can create subtasks automatically or manually.

Create a subtask automatically

1. Open the main template and click Create task.
2. Edit the task if needed.
3. Click Create.
4. Confirm that you want to create subtasks

If the template includes multiple subtask templates, the system creates all of them.

Create a subtask manually

1. In the template list, find the main template and click Plus (+).
2. Select a subtask template.
3. Click Create task.
4. Edit the task if needed and click Create.