Overview
A task template is a task you set up once and reuse. You define what needs doing, who it goes to, how urgent it is, and when it is due.
Once saved, you can drop it onto any lead in a couple of clicks instead of building the task from scratch each time.
Steps
Part 1: Create Your Template
Step 1: Open your task templates
Click Settings.
Click Templates.
Make sure you are on the Task Templates tab.
Step 2: Create a folder
Folders decide where your templates can be used.
Choose All to make templates in this folder available for leads, buyers, agents, vendors, and list stacking records.
Or pick a specific type if the templates only apply to one, such as leads.
Give the folder a name.
Step 3: Add a template
Open the folder you want the template in.
Click Add Template.
Enter a template name, such as one describing outreach for new leads.
Step 4: Choose the task type
Pick the task type from the list.
If the type you need is not there, you can create your own, or select Other.
Step 5: Choose who it goes to
Assign the task either to a specific user, or to a role.
Assigning to a role is usually the better choice. If you assign to the Acquisition Manager, for example, the task automatically goes to whoever holds that role on the lead it is applied to.
Step 6: Set the priority
Choose Urgent, High, Medium, Low, or None.
Step 7: Set the due date
Choose when the task is due:
An hour after it is created
One day
One week
A custom date and time
Step 8: Add a checklist
Add the individual steps you want the assignee to work through.
You can add as many items as you need, and select an assignee for them.
Step 9: Set notifications and reminders
In the other settings you can:
Notify the assignee — choose whether they are told by SMS, email, or both
Set a task reminder — for example, five minutes before the due date
Step 10: Save
Click Continue once you are happy with the template.
Part 2: Use a Template on a Lead
Step 11: Check the role is filled
Before applying a template that assigns by role, make sure that role is actually filled on the lead.
If your template assigns to the Acquisition Manager, that lead needs an Acquisition Manager, or there is nobody for the task to go to.
Step 12: Open the lead
Go to your Active Leads pipeline.
Open the lead.
Click the Tasks and Appointments tab.
Step 13: Apply your template
Click to add a task.
Instead of building a new task, select one of your available templates.
Apply it.
Step 14: Check the result
The task is created with everything from your template already filled in — the assignee, the priority, and the task type.
If you assigned by role, it lands with whoever holds that role on the lead.
Important Notes
The folder decides where a template can be used. Choose All for templates that should work across leads, buyers, agents, vendors, and list stacking.
Assigning to a role is more flexible than assigning to a person. The task follows whoever holds that role on each lead.
The role must be filled on the lead for a role-assigned task to reach anyone. Check this before applying the template.
You can create your own task types, or use Other if nothing fits.
Notifications and reminders are separate. Notifying tells the assignee the task exists; a reminder prompts them before it is due.
Applying a template copies everything across, so you do not re-enter the priority, type, or assignee.
Troubleshooting
Your template is not available on a lead
Check the folder it is in. A folder limited to one record type will not offer its templates elsewhere. Use All for templates you want everywhere.
A task was created with nobody assigned
The role your template assigns to is probably not filled on that lead. Add the team member to the lead, then apply the template.
The task type you need is not in the list
Create your own, or select Other.
Your assignee did not know about the task
Notification is a separate setting. Turn it on in the template and choose SMS, email, or both.
You are rebuilding the same task repeatedly
That is what templates are for. Save it once and apply it from Tasks and Appointments on any lead.
Summary
You created a task template and applied it. You opened Settings, Templates, and the Task Templates tab, made a folder with the right scope, and added a template with a name, task type, assignee, priority, due date, checklist, and notification settings. You then opened a lead, checked the assigned role was filled, and used Tasks and Appointments to apply the template — creating the task with everything already in place.