You can create templates for tasks that they can be used again on other jobs. For example, you may have a set of tasks required prior to construction for a single-storey home vs. a double-storey home. These templates allow you to standardise your workflows and procedures.
There are two ways to create templates for tasks:
The first way is via a task template. This may be more relevant for tasks that are required to be completed before a lead is converted into a job.
The second way is during the creation of a job template. This means the set of tasks will automatically be created whenever you use this specific job template.
Part One - Creating a task template not linked to a job template:
Navigate to the main left menu Templates > Task Templates > in the top-right, click + Template.
Type in a name for the task template, set the status, and then click on Create Task Template. The template will not be available to use until it is set to status Published.
Next, open the Task Template and select + Task in the top right.
Note: All steps will now be the same as Part 2 of this support article, so jump to step 4 below. Setting a due date within a Task template will be different as the due date will not be able to be linked to the start or completion of a linked schedule item.
Part Two - Creating a task template within a job template:
Navigate to the main left menu Templates > Job Templates > in the top-right click + Template.
Name the template, select Create Job Template, and then open the Template
Within the first sub-heading Tasks, click + Task, and the Add Task side menu will appear on the right-hand side of your screen.
The task will default to status Incomplete, you will then need to add a Task Name and if you want to, you can add further Description of the task to help the assignee.
You can select a Category for the task. For example, this task may belong to Sales or Administration. The selection of a category will decide how the task is displayed within the pipeline view for Tasks.
You can also set a Department and an Assignee responsible for completing the task. You can leave these blank, and then the assignee can be set once a specific Job has been created.
You can set a due date for the task, which can either be a number of days from when the job was created, or a number of days from when a linked schedule item is completed.
You can also set a Tag related to a Task, which may help filter tasks on your global task view if you want to bulk assign new assignees, complete tasks, or change due dates.
There is the option to create a checklist for each specific task. This may be relevant if multiple steps are required within a single task. Simply type the line items for the checklist and press Enter to add as many lines as you need.
Underneath Edit Tasks on the left of the side menu, there are four buttons. The top button is for task details. The second button (text box) allows you to add a message for yourself or the assignee. The third button (paperclip) allows you to attach images or files to the task. The bottom button (bell) allows you to set up reminders and completion emails to notify users when a task is due or complete.
To add an image, click on the + box and browse your files. To add an attachment, drag and drop onto the greyed-out box or click on Browse and select the file, as shown below.
You can choose to send a reminder via email or SMS and determine whether the reminder date is linked to a scheduled item or relates to a particular date and time. You can add a custom message to be sent with the reminder, as shown below:
Don't forget to Save all your changes before exiting.