Overview

What is this? Task templates are pre-built checklists that automatically assign tasks to the right team members when a project reaches a specific stage. Instead of manually creating tasks for every project, you define them once and the system handles the rest.

Why does it matter? When you're running dozens of projects, it's easy for steps to get missed — a permit application filed late, a site survey not scheduled, an inspection forgotten. Task templates make sure every project follows the same proven process, with the right person responsible at every stage.

Prerequisites

Before you begin, make sure you have:

✅ Admin access to SubcontractorHub (Database section)
✅ A list of tasks for each project stage (e.g., Site Survey → "Schedule survey appointment," "Upload roof photos")
✅ Knowledge of who should be assigned to each task (specific person, role, or team)

Step-by-Step Instructions

Part A: Create a Task Template

From the left menu, click "Manage Database" → "Database".

Navigate to "Installation" → "Solar System" → "Task Templates".
Click the "+ Add" button.
Enter the Subject — this is the task name your team will see (e.g., "Schedule Site Survey" or "Upload Permit Documents").
Select "Assign To" — choose who gets this task. The fields that appear will change depending on your selection (e.g., specific user, role, or team lead).
Select the Stage — this determines when the task appears. The task will only show up when a project reaches this stage.
Set the timing and priority: - Duration Type — How time is measured (hours, days, weeks) - Duration Value — How long the person has to complete it (e.g., "3 days") - Priority — Low, Medium, or High
Click "+ Add" to save your task template.
Repeat steps 3–8 for each task you want in your workflow.

💡 Pro Tip: Think through your entire project lifecycle stage by stage. Common stages and tasks: - New Lead → "Call customer within 2 hours" - Site Survey → "Schedule survey," "Upload roof photos," "Measure electrical panel" - Design → "Review AI design," "Get customer approval" - Permitting → "Submit permit application," "Upload signed documents" - Installation → "Confirm crew availability," "Order materials"

Part B: Set Up Conditional Auto-Assign (Advanced)

Want a task to only appear for certain projects? Use conditional rules:

When adding a new task template, check the "Auto-Add" option.
A "Project Fields" dropdown will appear — select the fields you want to filter by.
Set your conditions. For example:
- System Size = 10 (only for systems 10 kW or larger)
- State = Alaska (only for projects in Alaska)
- Job Type = Battery (only for battery storage projects)
Click "Save" — this task will now only be created for projects that match your conditions.

📌 Why use conditional tasks? Different projects need different workflows. A battery storage install has different requirements than a standard solar install. Conditional tasks let you customize without creating separate templates for every scenario.

Example Conditions: - Large systems (10+ kW) need an additional structural engineering review - Projects in certain states require extra documentation - HVAC projects need a different inspection checklist than solar

Part C: See Your Tasks in Action

Open any project and navigate to the Tasks tab.

When the project moves to a stage that has task templates, the tasks automatically appear — assigned to the right people with the correct deadlines.
Team members can check off tasks as they complete them, keeping everyone aligned.

⚠️ Important: Tasks only appear when their assigned stage is triggered. If you create a task under "Site Survey," it won't be visible until the project actually reaches the Site Survey stage. This keeps the task list clean and focused.

Real-World Example

Scenario: Bright Future Solar completes 30 installations per month. Their project manager, Carlos, noticed that tasks were being missed inconsistently — sometimes the electrician forgot to pull permits, sometimes the warehouse didn't get notified to ship materials.

Carlos creates task templates for each stage: - Permitting stage: "Submit permit application" (assigned to Office Admin, 2-day deadline, High priority) - Pre-Install stage: "Confirm material delivery" (assigned to Warehouse Manager, 3-day deadline, Medium priority) - Installation stage: "Schedule inspection" (assigned to Project Manager, 1-day deadline, High priority)

He also adds a conditional task: "Order additional structural mounts" — only for systems over 12 kW.

Now every project follows the same reliable process. Carlos went from putting out fires daily to reviewing a clean task dashboard every morning. Project completion time improved by 20%.

Troubleshooting / FAQ

Problem	Solution
Tasks aren't appearing in the project	Make sure the project has reached the correct stage. Tasks only show when their assigned stage is triggered.
Task is assigned to the wrong person	Edit the task template and update the "Assign To" field. Changes apply to new projects going forward.
Conditional task isn't auto-adding	Verify the project meets ALL the conditions you set. Check field values carefully (e.g., system size must exactly match).
I want to change a task template	Go to Database → Installation → Task Templates, find the template, and click Edit.
Can I add tasks to stages I already passed?	Task templates only trigger going forward. For existing projects, you'll need to add tasks manually.

Change Log Summary

What Changed	Details
Title	Changed from "How To Add Task Templates" to outcome-oriented title
Structure	Split into 3 parts: Basic Templates, Conditional Auto-Assign, Seeing Tasks in Action
Language	Explained stage-based triggering in plain terms; added lifecycle stage examples
Added	Prerequisites, conditional task examples, stage-by-stage pro tip, real-world scenario, troubleshooting
Format	One action per step, bold UI elements, callout boxes for important context

Original Article ID: 11697491 · Category: Starter Guide · Priority Topic: Tasks