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Setting Up Task Templates

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Task templates save the details of a task so you can create it again in a few clicks, for yourself, your clients, or your team. This article shows you how to create, use, share, and manage task templates in your Practice Better account.

In this article:

Before You Begin

  • Task Templates save details, not tasks: Saving a template does not create a task. The template appears in the Templates tab of your Tasks page and in the Use template option when you create a Task in your portal. Create a task from a Task Template, or select it in an automation or program module, to put it to work.
     
  • Task Templates, recurring tasks, and automations are different features: A task template stores task details. A recurring task creates tasks on a daily, weekly, or monthly schedule. A task automation creates a task once each time a trigger happens, such as a booking, a purchase, or a completed form. A template can supply the details for a recurring task or an automation, but it does not run on its own. Learn more in Setting Up and Managing Recurring Tasks → and Creating Tasks Automations →
     
  • Changes are not retroactive: Practice Better copies a template's details into a task when you use it. Editing or deleting a template does not change tasks you already created from it.
     
  • Sharing requires a Team plan: You can share task templates with team members on a Team plan only.

Creating a Task Template

  1. Go to My Schedule > My Tasks. If you have the new navigation, hover over the More Options menu (3 dots) in the left navigation bar and select Tasks.
     
  2. Click the Fast Action Button in the bottom-right corner and select Create template.

     
  3. In the pop-up, select the template type, either “For client” or “For myself.”

     
  4. Enter an organizational label for your template. Clients won’t see this label; you (and team members with access) see this label in your list of Task Templates.
     
  5. Enter the task details, such as the name and notes. The task name has a max. Of 140 characters and the additional notes field has a max. of 5000 characters. 

     
  6. Set the priority as Normal or High, and optionally add a duration (numeric value) in minutes. 

     
  7. Optionally set up recurrence options if you want the task created from this template to recur on a schedule. 
  8. Optionally enable a due date, reminder, and/or notification for the task that gets created from this template. Learn more details about these options below.

     
  9. Click Save.

The template type controls where the template appears: Client templates appear only when you create a task for a client. Personal templates appear when you create a task for yourself or a team member. You can edit the template type, and any other fields, any time after you save the template.

Creating a Template from an Existing Task

  1. Go to My Schedule > My Tasks. If you use the new navigation, hover over the More Options menu (3 dots) in the left navigation bar and select Tasks.
     
  2. Click the More Options menu (3 dots) next to the task you want to reuse and select Save as template.

     
  3. Make any desired adjustments to the task template in the pop-up.
     
  4. Click Save. 

The new template appears in the Templates tab on your Tasks page.

Saving Recurrence, Due Date, and Reminder Settings in a Template

Recurrence: A template preserves the recurrence settings you configure. Saving a template with recurrence turned on does not start a schedule. The schedule begins when you create a task from the template, either manually or through an automation.

Learn more in Setting Up and Managing Recurring Tasks →

Due dates and reminders: Due dates and reminders in a template are relative. Practice Better sets them based on the time that has passed since the task is created. For example, a due date of two days means the task is due two days after Practice Better creates it. The notification that a task was created goes out when the task is created.

Using Task Templates

Creating a Task from a Template

  1. Go to My Schedule > My Tasks. If you use the new navigation, hover over the More Options menu (3 dots) in the left navigation bar and select Tasks.
     
  2. Click the Fast Action Button in the bottom-right corner and select Create task.

     
  3. Choose who receives the task: yourself, a client, or a team member.

     
  4. Click Use template in the bottom-left corner of the Create Task pop-up.
    • When you create a task for a client, you see your client templates. 
    • When you create a task for yourself or a team member, you see your personal templates.
       
  5. Select a template from the list. Practice Better fills in the task details.
     
  6. Review or edit the details, then click Save.

To create a task from a client record, open the Tasks section of the record, click the Fast Action Button, and select Create a task for [client name]. Learn more in Creating a Task for a Client →

You can also click Create task next from your Task Templates page. Depending on the task type set in the template, you’ll be prompted to choose either a client or team member to create the task for. 

Using a Template in a Task Automation

  1. Go to My Practice > Automations and click the Fast Action Button to set up a task automation.
  2. Click Add task, in the Automation setup page.
  3. Click Use template and select a template.
  4. Click Add, then click Create at the top right to save the automation.

The automation supplies the trigger, and the template supplies the task details. Learn more in Creating Tasks Automations →

Using a Template in a Program Module

  1. Open the module in your program and go to the Tasks tab.
  2. Click Add task to complete.
  3. Click Use template and select a template.
  4. Click Add, then save your module.

Only client templates are available here, because a program is delivered to clients. Learn more in Adding Content to Program Modules →

Managing Task Templates

  1. Go to My Schedule > My Tasks. If you use the new navigation, hover over the More Options menu (3 dots) in the left navigation bar and select Tasks.
     
  2. Click the Templates tab.

     
  3. Click Edit next to a task template to open the Edit Template pop-up. Make your changes to the task template and click Save.
     
  4. Click the More Options menu (3 dots) next to a template and select Duplicate, Manage Sharing, or Delete.

You can change any field in a template after you create it, including the template type. Editing or deleting a template does not change tasks you already created from it, including tasks in automations and program modules.

Reordering Your Task Templates

Keep your Task Templates in a customized order in your list. 

  1. From your Task Templates page, click Change Order near the top-right of the page. 

     
  2. Click and drag the group of dots to the left of your task template. 

     
  3. Release the task template to set its new place.
     
  4. Click Done near the top-right of the page to save your changes. 

Sharing Task Templates with Your Team

If you are on a Team plan, you can share task templates with your team members.

📍 Note: Edits you make to a shared template apply to everyone it is shared with, and deleting a shared template removes it from their accounts.

  1. Go to My Schedule > My Tasks. If you use the new navigation, hover over the More Options menu (3 dots) in the left navigation bar and select Tasks.
     
  2. Click the Templates tab.
     
  3. Click the More Options menu (3 dots) next to the template and select Manage sharing.

     
  4. In the Manage Sharing pop-up, select an option from the Share with... dropdown: Private, All team members, Specific team members, or Specific roles.
     
  5. Click Save changes.

To manage sharing for several templates at once, click the sharing icon at the top of the templates list.

Learn more about Mass Sharing Resources with Team Members →

📍 Note: Sharing a template is separate from sharing a task. To share an individual task with team members, learn more in Assigning or Sharing Tasks with Team Members →

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