Basics of Creating and Using Templates

What are templates?

Templates are the foundation of all your future checklists. Think of your templates as the master blueprint of your process, whilst checklists are single, dynamic instances that you run from your template.

For example, if you were hiring a few new team members, you would run a checklist for each new hire that you need to onboard, all based off of the same new hire process template.

Users: In order to create or edit templates you must be an Administrator or a Member who has been given ‘can edit’ access by your Administrator.

There are endless use cases for templates and processes, including:

Essentially you can have templates for every recurring task or SOP that you can imagine!

The above use cases are examples from our library of premade, ready-to-use templates which you can copy and use in your organization. You can use these templates as they are, run checklists from them, share them, or edit them to suit your specific needs.

You can even assign users and due dates to specific tasks in your templates, to make sure that everyone knows what they need to do and when, once a checklist has been run.

How to make templates

Making a new blank template

To start from scratch and make a new blank template, first click on the “Templates” tab at the top of your screen.

You need to be able to see the “New Template” button in the top left corner of your screen to be able to create new templates.

Click the “New Template” button.

Note: If you don’t see the “New Template” button, you may have collapsed the side menu on the left of your screen, or you may need to ask your Administrator for ‘can edit‘ permission.

The template gallery opens up, and from here you can click “New Blank Template”, shown below.

Once your blank template opens up, you can give it a name.

Click where you see the words “Blank Template” in the top left corner, and change this to your desired template name.

Edit a blank template

Inside the template editor you can type task names into the blank tasks shown below, change the name of your template and add a description for your process.

Add tasks and headings

Next you can add tasks and headings into your template. Headings are the main stages or segments of your process, whilst Tasks are the actual steps that are involved in implementing your process.

In the bottom left corner of the template editor you will see this menu:

  • Click ‘Task‘ or ‘Heading‘ to add these into your template
  • Use the Up/Down arrows to re-order your headings and tasks
  • Click ‘Duplicate‘ to copy a task or heading (and any content within them)
  • Click the Trashcan icon to delete a heading or task
  • Click ‘Approval’ to add a sign-off task into your workflow

Note: Approvals are a feature on our Standard Plan.

Pro tips:

  • Add new tasks by hitting your Enter / Return key
  • Remove an empty task by hitting your Backspace / Delete key
  • Transform tasks into headings (and vice versa) by adding or removing a colon : at the end of the words in that field
  • Re-order your headings and tasks by mousing over them on the left side, then drag and drop them into place
  • Multi-select separate tasks and headings by holding your CMD or CTRL key and clicking on each item you’d like to select, or use the SHIFT key to select a group of consecutive tasks

When you multi-select tasks, you can bulk-set Task Assignments, Dynamic Due dates, Stop Tasks and Task Permissions, as shown above.

You can also move this block of tasks up and down, or delete them by using the “Move up” or “Move down” arrows.

Save your changes

Save changes to your template when you have finished editing.

Now you can run checklists straight away or start building another template.

Unsaved template changes

If you navigate away from your template without saving your changes, these changes will not push through to any active checklists.

When you return to the template, you will see a pop-up message at the top of your screen, and an orange/yellow warning icon next to the “Edit Template” button, as shown below.

Edit the template to either save or discard your latest round of template edits.

Using a premade template

If you would like to use one of our premade templates rather than starting from scratch, we have a template library full of hundreds of examples to help you get started.

Click on the “Templates” tab at the top of your screen and then click the “New Template” button to access the template gallery.

Note: If you don’t see the “New Template” button, you may have collapsed the side menu on the left of your screen, or you may need to ask your Administrator for ‘can edit‘ permission.

Once the template gallery is open, you can search the template library by typing a keyword or phrase into the search box shown below, or click on a category from the menu on the left.

The gallery shows a selection of templates relating to your search. Each one shows an image and a short description for the template, to help you decide which one to use.

To use a template, click one of the templates in the gallery. This opens the template and adds it to your home dashboard. If you opened the template gallery while already inside a folder, the template will be added to that folder (you can always move your templates later if needed).

Now you can look through the whole template to see all the tasks and content it contains. You can run checklists straight away or edit the template to suit your specific needs.

Edit a premade template

To start editing a premade template, you’ll first need to access the template editor.

If you are viewing the template you just clicked on from the gallery, make sure you can see the right-side menu. From here click “Edit Template”.

Another way to open the template editor (shown below) is to start from your template dashboard (or a folder in your dashboard) and click the three dots next to the name of the template you’ve chosen to edit. Next click “Edit Template” over on the right-side menu.

Whether you are editing a premade template or a blank one, the template editor is exactly the same. The only difference is that with a premade template, you have a lot more tasks, headings, form fields and content widgets to start with, that you might want to change.

Navigate to the instructions on how to add tasks and headings to see how to use the task menu in the bottom left corner of the editor, and how to multi-select sections of your template.

Add more features & functions

Find out how to add the following content or form fields into your templates:

And how to add these powerful features:

Learn how to build out or change your templates further, in our Getting Started Guide below.


Was this article helpful?

Related Articles