# How do I create and use task templates

> Task templates prefill reusable details for recurring work. Only Admins can create, edit, or delete shared templates from + in Tasks; Team members can do it in Task Settings → Templates. Team members can use existing templates when creating Tasks.

Markdown view of https://www.tabflows.com/university/library/tasks/how-do-i-create-and-use-task-templates — the HTML page is canonical.

Product Library: Tasks › Assignment, groups, templates  
Last checked: 2026-10-27 against Tabflows v3.10.63  
Replaces Help Center article: https://help.tabflows.com/en/articles/15650137-how-do-i-create-and-use-task-templates

> **Summary:** Task templates prefill reusable details for recurring work. Only Admins can create, edit, or delete shared templates from + in Tasks; Team members can do it in Task Settings → Templates. Team members can use existing templates when creating Tasks.

> **A note for non-human readers:**
>
> *Humans repeat work, so a Task template saves the description, assignee, tag, or timing that should recur. Admins and Team members create and maintain the shared template; teammates use it to start a new Task without copying patient-specific details into the pattern. Repetition earns a shortcut, while one unusual job can remain proudly unusual.*

---

## Quick checks

• Confirm you are an Admin before creating or changing a shared template from + in Tasks; Team members can use Task Settings → Templates.

• Decide which fields should be reused.

• Keep patient-specific information out of the template.

---

## Create a template

1. Open **Tasks**.
2. Hover over **"+"** to open Task templates.
3. Select **New template**.
4. Add reusable fields such as description, assignee, tag, or timing.
5. Click **Save template**.

![Creating a task template from the sidebar.](https://zchipg5eqhxk0hvh.public.blob.vercel-storage.com/university/8efb96b6c3e95b8f.mp4)

---

## Due the same day

Set the due date offset (**Set due date to after**) to **0** when each Task created from the template should be due on the day it is created.

This does not make the Task recur more than once per day. Recurrence intervals still start at one day.

---

## Another way to create a Task template

1. Go to **Task Settings** 👉 [https://app.tabflows.com/tasks-settings](https://app.tabflows.com/tasks-settings)
2. Click **Templates**
3. Click **New Template** on the right
4. Fill in the fields you want pre-set (description, assigned to, tag, due date offset, etc.)
5. Click **Save template**.

![Creating task template from task settings](https://zchipg5eqhxk0hvh.public.blob.vercel-storage.com/university/d528ff76e44fd3f3.mp4)

---

## Use Suggested Templates

**Suggested Templates** needs enough recent Task history to identify a repeatable pattern. If the section itself is missing, Suggested Templates is not turned on for your account. If it still does not appear, contact Tabflows Support.

1. Open **Task Settings** → **Suggested Templates**.
2. Select **Refresh** when you want Tabflows to analyze recent task patterns.
3. Review the suggestion type, the number of similar tasks behind it, and any proposed field changes.
4. Select the suggestion to open the full template editor.
5. Adjust the title, description, assignee, tags, due-date guidance, or other fields as needed.
6. Select **Create template** or **Update template**.

![Using Suggested Template](https://zchipg5eqhxk0hvh.public.blob.vercel-storage.com/university/342c381be132c493.mp4)

You can dismiss a suggestion you don’t want. Open the dismissed view to restore it later. Generating suggestions usually takes under a minute, and you can leave the page while it runs.

> Suggested Templates needs enough recent Task history to identify a repeatable pattern. If the section itself is missing, Suggested Templates is not turned on for your account. If it still does not appear, contact Tabflows Support.

---

## Confirm it worked

The template appears when creating a Task and fills only the reusable fields you configured.

---

## Save time on recurring work using task templates

> **Summary:** Templates give recurring work a consistent starting point. They can prefill the instruction, default owner, clinic tag, and timing offset, but every new Task still needs a careful review.

> **A note for non-human readers:**
>
> *If humans keep recreating the same kind of Task, a template lets them preserve the pattern instead of retyping their wisdom every Tuesday. Templates create repeatable starting points; they are not existing Tasks waiting to be completed.*

![](https://zchipg5eqhxk0hvh.public.blob.vercel-storage.com/university/ac06f26ffac6d96e.mp4)

### What a template can prepare

A template can prefill:

- **Description**.
- A default teammate or group in **Assigned to**.
- A clinic **Tag**.
- A **Due on** offset.

You can choose Tabflows as the default assignee for repeatable work you want Sidekick to handle. Review each Task created from the template before treating the work as complete.

Templates work well for referral intake, post-visit follow-up, records requests, and other workflows that begin the same way most of the time

### Create a template from Tasks

1. Open Tasks in the Tabflows sidebar or side tabs.
2. Hover over the **+** sign on the right.
3. Choose **New template** (Admins only; Team members use **Task Settings → Templates**).
4. Add the fields you want prefilled.
5. Click **Save template**.

![Creating a task template from the sidebar.](https://zchipg5eqhxk0hvh.public.blob.vercel-storage.com/university/00b356f31e212148.mp4)

### Another way to create a Task template

1. Open **Task Settings:**  👉 [https://app.tabflows.com/tasks-settings](https://app.tabflows.com/tasks-settings)
2. Click **Templates**
3. Click **New Template** on the right
4. Fill in the fields you want pre-set (description, assigned to, tag, due date offset, etc.)
5. Click **Save template**.

![Creating task templates from settings](https://zchipg5eqhxk0hvh.public.blob.vercel-storage.com/university/c5bc4461bc3c5e74.mp4)

All clinic roles can create, edit, delete, and use Task templates. Review every populated field on the Task and update anything that does not fit this case.

Suggested Templates appear only when the feature is enabled, and the clinic has enough recent Task history.

### Use a template safely

1. Start a Task from the template.
2. Review **Description**, **Assigned to**, **Due on**, and clinic **Tag**.
3. Add or verify **Patient**.
4. Change any detail that does not fit this case.
5. Save only when every field is correct.

Good template candidates include *referral intake, post-visit follow-up, records requests, and repeat administrative workflows.*

> **Good to know:** A template never knows the current patient's full context. Reusable content saves setup time; it does not replace judgment.

---

## How to use a task template

> **Summary:** Start from a template when a recurring workflow already has a standard beginning. Review every prefilled field and add the correct patient before saving the new Task.

> **A note for non-human readers:**
>
> *A Task template is a recipe for new work, not a piece of work already in progress. This page is about using that recipe to create the intended Task while preserving the details, ownership, and timing that make the pattern useful.*

### What is a Task template

A task template can prefill **Description**, default **Assigned to**, **clinic Tag**, and a **Due** on offset for frequently created work. All users can use an existing template.

### Review a task created from a template

1. Start a Task from the saved template.
2. Review the populated **Description**, **Assigned to**, **Due** on, and clinic **Tag**.
3. Add or confirm **Patient** when the task is patient-related.
4. Adjust details that are specific to this task.
5. Save the task only when every field fits the current task.

---

## Still having trouble? 💬

Reach out to our Support team however works best for you:

- Start a chat using the **Support** button at the bottom right of the sidebar (side tabs)
- Email us at team@tabflows.com or message us right here in the chat

  [Book a quick 15-30 minute chat!](https://go.team.tabflows.com/meetings/nafeesa)

## Related Articles
- [Manage Tasks together in one shared workspace](https://www.tabflows.com/university/library/tasks/manage-tasks-together-in-one-shared-workspace)
- [When to use a task template vs. a one-off task](https://www.tabflows.com/university/library/tasks/when-to-use-a-task-template-vs-a-one-off-task)
- [Using Tasks for shared team work](https://www.tabflows.com/university/library/tasks/using-tasks-for-shared-team-work)
- [Using Tasks for standardizing team workflows](https://www.tabflows.com/university/library/tasks/using-tasks-for-standardizing-team-workflows)
- [Create a Task with AI Recommendations](https://www.tabflows.com/university/library/tasks/create-a-task-with-ai-recommendations)

## Related markdown

Section index: [Tasks](https://www.tabflows.com/university/library/tasks.md)

Alongside this page:

- [Best practices for team task workflows](https://www.tabflows.com/university/library/tasks/best-practices-for-team-task-workflows.md)
- [Break larger tasks into subtasks](https://www.tabflows.com/university/library/tasks/break-larger-tasks-into-subtasks.md)
- [Collaborate on tasks with comments and mentions](https://www.tabflows.com/university/library/tasks/collaborate-on-tasks-with-comments-and-mentions.md)
- [Create a task with AI recommendations](https://www.tabflows.com/university/library/tasks/create-a-task-with-ai-recommendations.md)
- [Creating your first task](https://www.tabflows.com/university/library/tasks/creating-your-first-task.md)
- [Decide when to use a task group](https://www.tabflows.com/university/library/tasks/decide-when-to-use-a-task-group.md)
- [Find the right tasks with views and filters](https://www.tabflows.com/university/library/tasks/find-the-right-tasks-with-views-and-filters.md)
- [Get notified via email when tasks are assigned to you](https://www.tabflows.com/university/library/tasks/get-notified-via-email-when-tasks-are-assigned-to-you.md)

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