Task Templates

Learn how to create Task Templates in SmartTask to standardize recurring work. Save existing tasks as templates or build new ones directly from any project view.

How to Create a Task Template in SmartTask

Task Templates let you define reusable task structures — with a name, description, assignee, custom fields, and more — that anyone on the team can use to create pre-configured tasks instantly.

Task Templates are project-specific. They are available in any project's List, Board, Calendar, Timeline, and Gallery views, as well as user-scoped views within a project. You need edit permissions on the project to create templates.

Method 1: Create a New Template from the Add Button

This is the primary way to create templates from scratch while working inside a project.

1. Open a project and navigate to any view (List, Board, Calendar, etc.)

2. In the top toolbar, click the dropdown arrow (▼) on the right side of the "Add" button

3. In the dropdown, scroll down to the "Task templates" section at the bottom

4. If no templates exist yet, click "Create Template"

   • If templates already exist, click the → (Open templates drawer) icon next to the "Task templates" heading

   
5. The Task Templates drawer opens on the right side of the screen

6. Click the "+" button in the drawer header (next to "Task templates") to add a new one

7. A new blank template is created and the task detail modal opens automatically

8. Fill in the template details:

   • Task name

   • Description

   • Assignees

   • Due date

   • Custom fields

   • Any other relevant fields

   
9. Close the modal — the template is saved automatically

10. Alternatively, click "Add" at the bottom of the drawer list to add another template at the end

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Method 2: Save an Existing Task as a Template

If you already have a well-configured task that you want to reuse, you can save it directly as a template.

1. Open any existing task by clicking on it (the task detail panel opens)

2. In the task detail toolbar, click the "..." (More options) button

   
3. From the dropdown menu, select "Save as Task Template"

4. The task is immediately marked as a template and appears in the project's Task Templates list

To revert it later, open the same task detail and select "Remove from Template" from the same menu.

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Using a Template to Create a Task

Once templates exist in a project:

1. Click the dropdown arrow (▼) next to the "Add" button

2. In the "Task templates" section, you'll see up to 10 templates listed

3. Click any template name to instantly create a new task from it (copies the name, assignees, and other fields)

4. For more templates, click "Load more" at the bottom of the list, or open the full drawer

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Managing Templates (Task Templates Drawer)

Open the drawer via the dropdown arrow → "→" icon to manage all templates for the project:

Action	How
Reorder	Drag a template using the drag handle (⠿) icon
Edit	Click the pencil (✎) icon
Create task from template	Click the "+" square icon
Delete	Click the red trash icon
Load more	Click "Load more" at the bottom (appears when more templates exist)

Things to Know

• Task Templates are project-specific. A template created in Project A won't appear in Project B.

• Task Templates are different from Project Templates, which save an entire project structure for reuse when creating new projects.

• The "Task templates" section in the Add dropdown is hidden if you are inside a project that is itself a template.

• Guest users cannot create or manage templates.