Using project templates

You can save any project as a template and create new projects in seconds.

What are Project Templates?

A project templates let you save a complete project structure and reuse it for future projects. Instead of manually setting up the same task lists, pages, and settings every time, you create from a template and everything is ready to go.

Task due dates use offset logic, so deadlines automatically calculate based on each project’s schedule.

---

Why Use Project Templates?

If you create the same type of project repeatedly, you’re probably spending 20+ minutes on manual setup each time. Weekly podcasts, monthly newsletters, standard client deliverables. Same structure, same tasks, same settings. Over and over.

Common Problems Solved:

• Manual setup for recurring project types
• Forgetting steps when creating new projects
• Inconsistent structure across similar projects
• Time wasted on repetitive configuration
• Team members setting up projects differently What You Get:
• Complete project structure saved for reuse
• New projects created in seconds
• Automatic deadline calculation based on schedule
• Consistent process across all similar projects
• Templates shared across your team

---

What Gets Templated

When you save a project as a template, it captures:

• Channels and platforms - Where the content will be published
• Task lists and tasks - Your complete workflow
• Team assignments - Who’s responsible for what
• Rich text pages - Outlines, scripts, notes templates
• External link placeholders - Standard reference links
• Project settings - Category, default status, configurations Task due dates are saved as offsets (e.g., “5 days before scheduled date”), so they auto-calculate for each new project.

---

How to Create a Template

Step 1: Build Your Ideal Project

• Create a new project or use an existing one
• Set up your task lists and tasks
• Add team assignments
• Create any pages you want included
• Configure channels and settings

Step 2: Save as Template

• Open the project
• Click Save as Template
• Name your template (e.g., “YouTube Video”, “Weekly Podcast”, “Client Onboarding”)
• Save

Step 3: Use the Template

• Create a new project
• Select From Template
• Choose your template
• Set the project schedule
• All tasks, pages, and settings are created automatically

---

Managing Templates

View All Templates

• Go to Organization Manager → Templates
• See all templates in your organization

Edit a Template

• Open the template
• Modify tasks, pages, or settings
• Save changes Changes apply to new projects created from the template. Existing projects are not affected.

Delete a Template

• Open the template
• Delete it Existing projects created from the template remain unchanged.

---

Due Date Offsets

How They Work

Instead of fixed dates, template tasks use offsets:

• “10 days before scheduled date”
• “7 days before scheduled date”
• “3 days before scheduled date”
• “On scheduled date” When you create a project and set the schedule, all task due dates calculate automatically.

Example

Template: YouTube Video

• Script due: 10 days before
• First edit due: 7 days before
• Client review due: 5 days before
• Final delivery due: 2 days before
• Publish: On scheduled date New project scheduled for March 15:
• Script due: March 5
• First edit due: March 8
• Client review due: March 10
• Final delivery due: March 13
• Publish: March 15

Setting Offsets

When creating tasks in your template:

• Set the due date as an offset from the project schedule
• Choose days before (or after) the scheduled date
• The offset is saved with the template

---

Tips and Best Practices

Building Good Templates

Start with a successful project - Use a project that went smoothly as your template base. Include all standard tasks - Don’t skip tasks because they seem obvious. Templates should be complete. Use clear task names - “Review V1 and provide feedback” is better than “Review.” Add helpful descriptions - Task descriptions help team members understand expectations. Set realistic offsets - Base due date offsets on how long tasks actually take, not ideal scenarios.

For Teams

Standardize on templates - Agree on which templates to use for which project types. Review and improve - Periodically update templates based on what you’ve learned. Create role-specific views - Templates can include tasks for different team roles.

For Recurring Content

Weekly content - Create templates for podcasts, newsletters, social content batches. Monthly reports - Template the structure so you just fill in the data. Seasonal campaigns - Save campaign structures for reuse next year.

For Agencies

Client deliverable templates - Standard templates for each service you offer. Onboarding templates - Consistent new client setup. Use with Supplier Templates - Combine project templates with supplier templates for cross-client consistency.

---

Frequently Asked Questions

Q: Can I create a project without a template? A: Yes. Templates are optional. You can still create blank projects and build them manually.

Q: Do template changes affect existing projects? A: No. Changes to a template only affect new projects created after the update.

Q: Can I share templates with other organizations? A: Templates are organization-specific. For cross-organization templates, see Supplier Templates.

Q: Is there a limit to how many templates I can create? A: No limit. Create as many templates as you need.

Q: Can I duplicate a template? A: Yes. Duplicate a template to create a variation without modifying the original.

Q: What happens if I delete a template that’s been used? A: Projects created from that template are not affected. They continue to exist independently.

Q: Can team members create templates? A: Depends on permissions. Typically, admins and managers can create and modify templates.

---

Need Help?

If you have questions about creating or using project templates, contact us through the in-app chat or email support@clipflow.com.