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Use task templates

Reuse tasks by creating and applying task templates. Streamline processes, events, bug reports, and any other work you repeat regularly. 

What you'll need

  • Task templates are available on every plan.
  • Guests have access to templates for tasks, Docs, views, checklists, and Whiteboards.
  • Everyone, including guests with edit or full edit permissions, can create, edit, apply, and delete task templates.

Create a task template

To create a new task template:

  1. Create a task, or select an existing List.
    • If necessary, add the tasks, views, and Automations that you would like to save as a template.
  2. In the task's upper-right corner, click the ellipsis ... icon.
  3. Select Templates.
  4. Click Save as Template.
  5. Choose a name.
    • Optionally, you can add a description and tags.
    • By default, the template is shared with all Workspace members and admins. You can edit the sharing settings.
    • By default, most task properties are imported. In the Import options section, you can also select Customize import items.
  6. In the lower-right corner, click Save Template.

Task import options

When creating a task template, you can choose to Import everything or Customize import items. 

If you select Import everything, the task template will include all task properties, fields, and settings.

If you select Customize included items, you can choose what the template will include from the following options:

Included item Description
Assignees Include task assignees.
Attachments Include task attachments.
Checklists Include task checklists.
Keep checked items Completed checklist items will remain marked complete. 
Comments Include task comments.
Copy settings for Statuses Include all of the task's statuses as options.
Current task statuses Set the same task status as the task.
Custom Fields

Include Custom Fields.

Formula Fields are not included.
Dependencies Include task dependencies.
Description Include the task description.
Due dates Include the task's due date and time.
Duration Include the task duration.
Followers Include the task followers.
Links Include any task links. 
Priority Include the task priority.
Subtasks

Include the task's subtasks.

There is a limit of 1,000 subtasks per task, including any deleted within the last 51 days. If applying the task template exceeds the subtask limit, then the template will fail to apply.
Start date Include the task's start date and time.
Recurring settings Include the task's recurring settings.
Relationships Include the task's relationships.
Tags Include any tags that have been added to the task. 
Task Types Set the same custom task type, if applicable.
Time Estimate Include the task's time estimate.

Apply a task template

Repeat processes by applying task templates. Once a task template is applied, it cannot be undone. Check out our ClickUp University course Apply and Manage Templates.

To apply a task template:

  1. Open a task and in the upper-right corner, click the ellipsis ... icon.
  2. Select Templates.
  3. Click Apply a template.
  4. In the Template Center, search for a template. You can also filter for task templates using the left sidebar.
  5. You can hover over the template and click Quick Use. Or, select the template to edit it. Then, next to the template name, click the ellipsis... and select edit.

You can also create an Automation to apply a template each time a new task is created to prevent the need for extra work. 

Your Automation should use the following trigger and action:

  • Trigger: Select When Task or subtask is created. 
    • To only apply templates to tasks, in the Trigger column, click the Tasks or subtasks dropdown and select Tasks. 
  • Created by: By default, any task or subtask created will trigger the Automation. Use the checkboxes to filter for tasks that were created in specific ways.
    • Templates can't be applied to tasks or subtasks that were created by a template. 
  • Action: Select Apply a template, then from the Template dropdown, select a template. 

Screenshot of the Automations modal with the trigger and action described above selected.png

Use /Slash Commands to apply task templates

To apply a task template using /Slash Commands:

  1. Type /temp into a task title or description.
  2. Select the template.
  3. Press Enter.

The template /Slash Command is also available when creating a new task in List view, Board view, Calendar view, Timeline view, Team view, Whiteboard view, and Workload view.

Update a task template

Update task templates to stay up-to-date with your processes. Once a task template is updated, the template cannot be reverted to its previous state.

To update a task template:

  1. In the Home Sidebar or Spaces Sidebar, next to a Space, Folder, or List, hover over the location and click the ellipsis ... icon. Or, right-click the location.
  2. Select Templates, then Update existing Template.
  3. Search for and select the existing template you want to update.
  4. Click Next.
    • Optionally, you can rename your template and update its sharing and Import options.
  5. In the lower-right, click Save Template.

Set a default task template for a List

Automatically apply a template to all new tasks created in a List.

Delete a task template

Delete task templates you no longer need. Once a task template is deleted, it cannot be recovered.

To delete a task template:

  1. In the upper-left corner, click your Workspace. 
  2. Select Templates and browse or search for the task template.
  3. Select the template.
  4. Next to the template's name, click the ellipsis ... icon.
  5. Click Delete.

Remap subtask due dates

Enable the Remap Subtask Due Dates ClickApp to automatically change subtask due dates by the same amount as their parent task is changed.

For example, if you move the parent task due date back five days, all subtask dates will also be moved back five days.

Remap dates when applying templates

When you create a Space, Folder, or List template, you can choose to save its tasks' start and due dates when setting the template Import options.

When you apply the template, you can choose to use the original task start and due dates or remap them. Instead of manually updating every task, all your tasks will be updated when the template is applied.