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How to set up a project template
A project template captures the full structure of a project so it can be reused every time. Instead of rebuilding task groups, tasks, assignees, and due dates from scratch for each new client, a template lets you set it up once and create a ready-to-go copy in seconds.
This is different from an automation (workflow) template. A project template is the structure of the project itself. An automation template is the trigger and action chain that runs when something happens (like a proposal being signed). The two work together: an automation can create a project using a project template.
Step 1: Build your ideal project
Start by creating a project the way you want every project of that type to look. This is the project that will become your template, so take the time to set it up properly.
- Create a new project from the Projects page. Give it a clear name like "Standard Client Project" or "Website Redesign Template".
- Add task groups to organise the work into phases. For example: "Onboarding", "Design", "Development", "Review", "Launch".
- Add tasks inside each group. Include every task you typically need for this type of project, with descriptions, priorities, and subtasks where relevant.
- Assign team members to tasks. When the template is used, assignees carry over as long as they are contributors on the new project.
- Set due date offsets. Instead of fixed dates, use relative offsets (number of days from creation). When a new project is created from the template, dates are calculated automatically based on the creation date.
- Add custom fields if you use them. Custom field values on both the project and individual tasks are preserved in the template.
Step 2: Save as template
Once the project looks exactly how you want it, save it as a template.
- Open the project menu (the three-dot menu or the dropdown at the top of the project).
- Click "Save as template".
- Give the template a name and optional description. The name is what appears in the template dropdown when creating new projects.
- Click save. The template is now available across your workspace.
Everything is captured: task boards, task groups, tasks, subtasks, assignees, due date offsets, custom fields, and even role-based permissions.
Step 3: Create projects from your template
Now every new project can start from your template instead of from scratch.
- Go to the Projects page and click "Create project".
- Under "More options", select your template from the template dropdown.
- The form pre-fills with the template's structure. Adjust the project name, client, dates, and any other fields as needed.
- Click "Create project". The new project gets the full structure from the template: all task groups, tasks, assignees, custom fields, and permissions are copied over.
Contributors from the template are merged with any contributors you add during creation. Dates on tasks are recalculated based on their offsets.
Step 4: Connect to automations (optional)
Project templates become even more useful when connected to automations. For example, when a proposal is signed, Plutio can automatically create a project from your template, link the client, and generate an invoice from the pricing table.
To set this up, open the proposal's settings, go to the automation tab, and select the project template you want to use for auto-creation. When the proposal is accepted, the project is generated with the full template structure, the client is linked, and the invoice is created from the proposal's pricing, all without any manual setup.
What gets preserved in a project template
A project template captures:
- Task boards (board view structure)
- Task groups (columns) and their order
- Individual tasks with descriptions, priorities, and subtasks
- Assignee roles (carried over when the assignee is a contributor on the new project)
- Due date offsets (recalculated from the creation date)
- Custom fields and their values (on both the project and tasks)
- Role-based and person-level permissions
A project template does not capture: task counts, used budget amounts, or share settings. These are specific to each project instance.
