Automate projects using Templates
What is a template?
Build a template as you would a project – with tasks, events, and headers. Then create brand-new projects using that template! Add descriptions to tasks, link their start and due dates, and build your ideal project. Then whenever you use the template, everything will be there!
Why create a template?
Templates let you launch projects in seconds! It's much faster than building separate projects each time. It also helps make sure nothing slips through the cracks.
For example, if you receive a new order, you need to follow certain steps each time to make sure it's processed. A simple example could be:
- Check order to make sure details are correct
- Find product in warehouse
- Package product
- Print and attach invoice
- Mail product
Each of these tasks need to happen in order; you can't package the product until you find it. And this is a process you'll need to repeat many times. So it's perfect for a template! Like this:
Every time you create a project using this template, the tasks will schedule in order. Let's dive into how we set this up.
How to create a new template
When you create an account, you'll find four templates are already in your team's templates for you to use. One of these, A guide for templates, is a handy reference guide to using templates. The other three are example templates for how to structure your templates.
From the Home screen, click the Templates tab.
Here you will find your team's templates. Anyone you invite to your team will also be able to view and edit these templates. You can even assign tasks to your team members within a template! Whenever you use that template, the task will always assign to the team member you choose. The default assignee is the project creator. This means that the task will assign to whoever launches the template.
Click the ADD NEW button to start creating a new template, give the template a name, then click CREATE.
If this looks familiar, it should! You build a template the same way you build a project.
Let's build our example above. The first step is to type in each task:
- Check order to make sure details are correct for 20m
- Find product in warehouse for 30m
- Package product for 15m
- Print and attach invoice for 5m
- Mail product for 20m
TimeHero will automatically detect the duration of the task. You'll notice that unlike projects, these tasks aren't scheduled in your calendar – that's because this is just a template. Once we use the template to create a project, the tasks will schedule.
The next step is to link the tasks together so that they all schedule in order. Starting with the second task "Find product in warehouse" click under the 'Starts' column to create a link:
Working your way down, add a link to each subsequent task to start immediately after the previous task. When you use the template, this will make sure that you don't mail the product before you attach the invoice!
You can also link due dates! Our goal is to get products shipped within one day of ordering, so let's link the due date for "Mail product" to be 1 day after "Check order to make sure details are correct," like this:
By default, template tasks are assigned to the "Project Creator" represented by a grey P icon. TimeHero will assign these tasks to whomever launches the project!
If you've got certain roles within your organization, you can also assign template tasks to specific team members. Every time you use the template, TimeHero will assign the task to that team member, schedule it in their calendar, and automatically keep them on track!
In this example, Adrianna always checks our orders. To assign a task, click the assignee icon next to the task:
Then choose a team member and click ASSIGN:
And the template is ready to go!
How to use the template
To use a template, click the ADD NEW button inside a folder, choose "Use template" then pick your template: