Daily use

Project templates · creating a batch of tasks at once

Inside a record, a project template creates every task of a known playbook at once, each one already carrying a due date calculated from today. Three templates ship ready to use: Customer onboarding, Implementation and Sales proposal. They keep you from skipping a step in a repeated process and keep everyone following the same sequence.

Every onboarding has the same six steps, every proposal the same five. Creating that by hand, customer after customer, burns time and always misses one. A project template is the list, already written: you pick the playbook, click Apply, and the tasks are created linked to the record, each on its own date.

How to apply one

Open the record that will receive the tasks: an opportunity, a company, a contact.
Go to the record's Activities tab.
In the Project template picker, choose one of the playbooks.
Click Apply.
The system confirms how many tasks were created and they show up right there in the tab.

💡 The picker only appears inside a record. On the general Activities screen, with no record selected, there is nothing to link the tasks to, which is why the option is not offered.

The three playbooks and their due dates

Each task's due date is counted from the day you apply the template.

Customer onboarding: Kickoff meeting the same day, Gather requirements and access in one day, Initial setup in three days, Team training in seven days, Go-live in fourteen days, 30-day follow-up in thirty days.
Implementation: Project planning the same day, Collect data for migration in two days, Setup and configuration in five days, Testing and validation in ten days, Customer sign-off review in twelve days, Delivery and activation in fifteen days.
Sales proposal: Discovery meeting the same day, Gather needs in one day, Build the proposal in three days, Send the proposal in four days, Proposal follow-up in seven days.

Each task is created with the right type: meeting, call, email or plain task, depending on the step. They are all created open, linked to the record and assigned to you.

Example: Meridian Systems closed a deal with Golden Wheat Bakery on Tuesday the 3rd. The analyst opened the opportunity, went to the Activities tab, picked Customer onboarding and clicked Apply. The system answered 6 tasks created from the template. The kickoff meeting landed on the 3rd, the training on the 10th and the follow-up on the 2nd of the next month. She then reassigned the training to the technical consultant and pushed the go-live out by two days.

After applying

The tasks are ordinary tasks: you can edit the subject, due date, owner and notes, one by one.
To change the owner, open the task and change the Assigned to field.
To chain the steps, use the Depends on field and make the next task wait for the previous one.
Deleting a task that does not apply is normal: just remove the leftovers.
The Timeline shows everything that was created, spread across the dates.

Permissions and limits

Applying requires write access: read-only users cannot create the tasks.
The catalog of three templates is fixed and identical for every organization; there is no project template editor on this screen.
Applying the same template twice on the same record creates the tasks twice. Check the tab before repeating.
Due dates are always counted from today, never from the close date or any other field.

Common questions

Can I create my own task template? Not from this picker. For your own playbooks, with custom columns and stages, use the board templates in the Projects module.
I applied it to the wrong record, how do I undo it? There is no single undo. Delete the tasks that were created: they go to the Trash and can be restored within thirty days.
Do the tasks land on other people's calendars? They are created with you as the owner. Reassign them one by one to spread them around.

Open this article inside the system →