Who It’s For:
Task Templates are available to everyone but are primarily managed by Admins and Super Admins. They allow brokerages to maintain consistency by standardizing the tasks and documents applied to transactions.

Video Walkthrough

What it Does

Task Templates let you define reusable task lists that can be automatically or manually applied to transactions. This helps ensure:

• Consistent task management across all transactions.
• Automatic task creation when certain transaction statuses or labels are applied.
• Centralized control for admins to standardize workflows for their team.

Where to Access

Go to Left Menu → Settings → Task Templates
Or type “Task” into the left-side search bar and select Task Templates from the results.

Creating and Managing Task Templates

Adding a New Template

1. Click Add New in the upper-right corner of the Task Template page.
2. Enter a Title for the template.
3. Select whether it applies to All Locations or a Specific Location.
4. Choose the Type – Tasks, Documents, or a mix of both.
5. Specify whether it applies to the Listing Side, Buying Side, or Both.

Automatic Application Settings

1. To have the template apply automatically, check Automatically Apply This Template to Transactions.
2. Select the Transaction Status that triggers the template (e.g., Pending).
3. Choose the Side (Listing, Buying, or Both).
4. Optionally, add a Label (e.g., Condo) to make the template apply only to specific transaction types.
   • Example: When a transaction goes Pending, represents only the Buyer, and has the Condo label.

Adding Tasks within a Template

1. Enter a Task Name.
2. Select a Priority.
3. Assign the task to a Role (e.g., Transaction Coordinator, Broker) or a specific User.
   • If assigned to a role, anyone in that role on the transaction will receive the task.
   • A task can be assigned to multiple users.
4. Choose a Task Type:
   • Task: Standard action item.
   • Document: Requires selecting a document title (see Document Titles help guide).

Setting Due Dates and Rules

1. Define when the task is due using Due On or Before/After logic.
2. Choose from system dates (e.g., Close of Escrow, Property Created).
3. Set the number of days before or after that date (e.g., 3 business days before Close of Escrow).
4. Mark whether the task should be visible to all users or limited by role.
5. Optionally mark it as a Key Date, which will display in other tools like the Cover Sheet or Real Estate Roadmap.

Managing Tasks in the Template

• Add More Tasks: Click “Add Tasks” to add new rows (adds three at a time).
• Reorder: Drag and drop tasks to adjust their sequence.
• Delete: Remove individual tasks as needed.
• Save or Cancel: Use the buttons at the bottom right to save your changes or cancel.

Editing, Copying, and Reusing Templates

• Edit: Open an existing template to modify tasks, order, or automatic conditions.
• Copy: Duplicate an existing template to create a new version for another location or scenario.
• Automatic Conditions: Review auto-status, label, and side conditions directly from the main list.

FAQ

Q: Can I have different templates for listings and purchases?
A: Yes. You can limit a template to the listing side, buying side, or have it apply to both.

Q: How do I make templates apply automatically?
A: Check “Automatically Apply This Template to Transactions,” then select the desired status, side, and label.

Q: Can tasks be assigned to multiple users?
A: Yes. You can assign by role or directly to individual users, and multiple users can receive the same task.

Q: Can I import tasks from another system?
A: Yes. You can download the demo CSV file, format your existing tasks to match, and import them directly.

Q: What happens if I change a template after it’s already been applied?
A: Existing transactions will not automatically update. Changes apply to new transactions where the template is used.