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Project templates and adding tasks from a template

Do you have processes for recurring activities? If not, we highly recommend to start with project templates in Freelo. The template can be just a checklist of steps. It helps you keep the same procedure and not to forget anything.

Project templates help you to create typified projects quickly. There can be also pre-set due dates or sub/task solvers.

Template of the project Training & Workshop.
Template of the project Training & Workshop.

How to create a template

In order for your team to use templates for individual tasks, To-Do lists or projects, you first need to create a project template.

1. New project template

You can create a brand new project template and define the procedure by adding To-Do lists, smart subtasks and subtasks. Go to Projects > All projects > click Create template.

How to create a new project template.
How to create a new project template.

At the top of the left column you will find the Create template button. After clicking, you will see the form. It is similar to creating a new project. Enter a name of the template and a captain.

The captain of the template should always be the user who assigned you the Project manager role and is the owner of the paid plan.

Enter template name and select its captain.
Enter template name and select its captain.

Then you have a clear project template where you define particular To-Do lists, tasks, subtasks. You can also invite other users, assign them as solvers or preset due dates.

2. Template from existing project

In case you have a well structured project and you know the tasks are recurring, you can create a template from the existing projects.

Go to All projects and via three dot menu on the right click Create template.

How to create a template from existing project.
How to create a template from existing project.

When it is your own project you can create a template in the project detail. Click the setting icon and Create template.

How to create a project template from your own project.
How to create a project template from your own project.

New project from template

To create a new project from a template, click Create project in the top purple bar.

Example how to create a new project from a template.
Example how to create a new project from a template.

A form appears and you can enter the name of the project. Next, you fill in the date from which the deadlines of the tasks and subtasks you have preset in the template will be set. You then select the row or column view of the project, the currency (cannot be changed later) and set the captain (owner) of the project – this should always be the user who pays the plan. Confirm via Create project.

Form for creating a new project from a template.
Form for creating a new project from a template.
Captain of the Project

Remember that if you create a new project from a template as a Project manager, the captain has to be a user with paid plan. In the part Who will be this project’s captain? select your team captain.
It works just as in common projects.

Date for creating task deadlines

In the form there is a part Select a date from which the task dues will be created. That means you should select a date when the task’s and subtask’s deadlines start to create.

For example: Today is the 5th. I set date from which the task dues are created on 15th. In some tasks I have preset due date +1, +5, +10 days. Real due dates of these tasks will be on 16th, 20th and 25th.

New To-Do list from template

First, create a project template as described above. From the project template, you can add one or more To-Do lists with a task and subtask list, an assigned solver, and a due date.

Go to the project detail page and click Add from template… via the arrow next to the red To-Do lists heading, and just select one or more To-Do lists from your templates.

Sample how to add To-Do list with tasks to Freelo.
Sample how to add To-Do list with tasks to Freelo.

A list of tasks appears and you can add one or more To-Do lists. Confirm the addition via Paste Selected Tasks.

New sub/task from template

First, create a project template as described above. From the project template, you can add a task with a checklist or a procedure in subtasks. They can have a pre-assigned solver, due date and assignment in the first comment.

Go to the project details and via the arrow next to the Add task button, select Add from template… and just select one or more tasks from templates.

Sample how to add one or more tasks from a template.
Sample how to add one or more tasks from a template.

Select the tasks you want to add from the list. They can also contain subtasks. If you have a due date defined in the template, set the Setup due dates from the date at the bottom and they will count from that date. Save the tasks by clicking on the Paste Selected Tasks button.

How to add a subtask

You can add an entire list of subtasks to an existing task in bulk. Go to the task detail and click on the arrow next to the green Add subtasks > Add subtasks from template…

Sample how to add subtasks from a template to a superior task.
Sample how to add subtasks from a template to a superior task.

Similar to adding a task, you will see a list with tasks that have a subtasks. Select which subtasks you want to add to the task and confirm with the Insert selected subtasks button.

How to use templates

As soon as you have some project templates, you can find them in the section All projects > Project templates.

List of project templates in All projects.
List of project templates in All projects.

Then you can add particular To-Do lists or tasks with defined process to running project. Also, it helps you create tasks in bulk.

Add task from template

Go to the project detail and click the arrow icon next Add task > Add from template… 

How to add tasks from template.
How to add tasks from template.

In following window select the task template that you want to add as new task.

See how to create tasks from template in bulk.
See how to create tasks from template in bulk.

Add To-Do list from template

Below you can see how to add To-Do list from a template. Click Add from template… via the arrow next to red title To-Do lists.

How to add a To-Do list from template.
How to add a To-Do list from template.
Example of creating a To-Do list with tasks and subtasks from a template.
Example of creating a To-Do list with tasks and subtasks from a template.

Invite users to template

It is also possible to invite users to the project’s template. This allows you to share the template with other users who can use it as well.

Go to the section Users in the template and click green plus icon to invite others.

Click Users in the particular project template.
Click Users in the particular project template.
Click green plus icon and invite new or current users you cooperate in Freelo.
Click green plus icon and invite new or current users you cooperate with in Freelo.

As soon as you invite users to the template you can assign them to tasks and subtasks. Assigned users remain as solvers in created tasks or whole To-Do lists.

Set up due dates

You can set up floating due dates, for example + 7 days since the date you choose when creating a new project from template. In the template you preset the deadline for task or subtask.

Add due date just as in a normal task. Place mouse over a task and click Assign/Due… or go to the task detail. Or use the keyboard shortcut the cursor on the task + T.

How to add task a due date in template.
How to add task a due date in template.
Add number of days since the task creation.
Add number of days since the task creation.
Example of To-Do list with tasks with preset due dates.
Example of To-Do list with tasks with preset due dates.

What is converted from the template to a new project?

  • The structure of To-Do lists, tasks and subtasks
  • The first comment in a task or subtask
  • Sub/task assignment to other users (solver must be invited to the template and the new project)
  • Pre-set floating due date based on the date you chose when creating a new project from template

Text form of the template

You can have every template written in text form.

Multiple To-Do list creation

Go to particular project and click the arrow icon next to red title To-Do lists > Add more items…

In the following form add To-Do list, tasks and subtask in precise form:

= To-Do list name
Task name
– Subtask name

How to add multiple items as more To-Do lists.
How to add multiple items as more To-Do lists.

Multiple task creation

Click the arrow next to Add task > Add multiple tasks…

How to add multiple tasks to To-Do list.
How to add multiple tasks to To-Do list.

In the following window input particular tasks and subtask. Enter a list of task names without any marks. Write one task per line. In case you want to add subtask add dash in front of the subtask name.

You can also assign all of them to one user via Assigned to or add due date. Confirm via Save.

Form to add tasks and subtasks in bulk.
Form to add tasks and subtasks in bulk.

Template transfer

The template transfer works the same way as project transfer. It might come in handy when Project managers create templates under their accounts at the beginning or when you have a new boss/team captain.

Go to the section Projects in the upper blue bar > All projects > Project transfers.

Transferring templates is hidden under Project transfers.
Transferring templates is hidden under Project transfers.

You can transfer your own templates to another user – the best choice is the captain with paid account plan, via Transfer to user. Another way is to request template transfer from the current owner to you (only if you are invited to the template) – Request from users.

Transfer a template to another user or request it and become a new owner.
Transfer a template to another user or request it and become a new owner.

Template transfer to another user

In case you want to transfer your own template to someone else, you have to click checkboxes next to the template name. Below select the new template owner > Who do you want to transfer your projects? and confirm via Transfer selected projects.

How to transfer the template to another user.
How to transfer the template to another user.

Template request from a user

You can request a template transfer only if you are invited to the template. Via checkboxes select the templates that you want to own. Confirm via Request project transfer.

How to request the template from another user.
How to request the template from another user.
Updated on 27.6.2022

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