Activity Templates
Create reusable blueprints for activities to ensure consistency across your team.
Overview
Activity Templates are pre-configured activity settings that can be applied when creating new activities. Instead of manually entering the same information repeatedly, your team can select a template to auto-fill common activity details.
Templates are useful for:
- Standardizing processes - Ensure all team members follow the same workflow
- Saving time - Pre-fill activity details with one click
- Automating checklists - Attach checklist templates that create task lists automatically
- Workflow automation - Set timing rules for when activities should be scheduled
Accessing Activity Templates
- Go to Settings > Calendar > Activity Templates
- View the list of existing templates
- Click Add Template to create a new one
Creating an Activity Template
Template Details
| Field | Description |
|---|---|
| Name | Internal name for the template (displayed in template selection) |
| Description | Optional notes about when to use this template |
| Enabled | Toggle to make the template available for use |
Activity Configuration
| Field | Description |
|---|---|
| Subject | Pre-filled subject line for activities created from this template |
| Activity Category | The category (Appointment, Call, Task, etc.) |
| Activity Subcategory | More specific classification within the category |
| Activity Type | The type of activity being performed |
| All Day | Whether activities should be all-day events |
Assignment Settings
| Field | Description |
|---|---|
| Assignee Role | The role responsible for this activity (e.g., Sales Rep, Project Manager) |
| Team Member Roles | Additional roles to include as team members |
When an activity is created from the template, users with matching roles can be auto-suggested for assignment.
Workflow Automation
Configure timing for automated activity scheduling:
| Field | Description |
|---|---|
| Start Date Offset | How long after creation the activity should start |
| Duration | How long the activity should last (for all-day activities) |
Interval Options:
- Minutes
- Hours
- Days
- Weeks
- Months
Example: A "Follow-up Call" template with a 3-day start offset will schedule the activity 3 days after the project reaches a specific stage.
Email Template
Link an email template to automatically associate it with activities created from this template. When the activity is completed, the linked email can be sent to the customer.
Checklist Templates
Attach one or more checklist templates to automatically create checklists when an activity is created from this template.
- In the template form, find the Checklist Templates section
- Select the checklists you want to attach
- When an activity uses this template, the selected checklists are created with all their pre-defined items
See Checklist Templates for more on creating checklist templates.
Using Activity Templates
When creating a new activity:
- Open the activity form (from a project, contact, or calendar)
- Click Use Template or the template icon
- Select the desired template from the dropdown
- The form populates with the template's settings
- Adjust any fields as needed
- Save the activity
Checklists from the template are created automatically when the activity is saved.
Managing Templates
Editing Templates
- Go to Settings > Calendar > Activity Templates
- Click on a template name or the edit icon
- Modify the settings
- Save changes
Changes only affect new activities. Existing activities created from the template are not modified.
Disabling Templates
Toggle the Enabled switch to hide a template from the selection menu without deleting it. Disabled templates can be re-enabled at any time.
Deleting Templates
- Click the delete icon next to the template
- Confirm the deletion
Deleting a template does not affect existing activities that were created from it.
Best Practices
- Name templates clearly - Use descriptive names like "Sales Follow-up Call" or "Design Kickoff Meeting"
- Group related templates - Use consistent naming conventions for easy searching
- Attach checklists - Add checklist templates for activities with specific steps to complete
- Set appropriate roles - Configure assignee roles to help with team assignment
- Review periodically - Update templates as your processes evolve