Create a Manual Task Template

How to Create a Manual Task Template

A Manual template lets you build a set of Tasks once, then generate them for a group of Teams or Team Members whenever you choose, rather than having them created automatically by a schedule or by an event in your account. It's the right choice for one-off initiatives that need to go out to a lot of people at once, like an open enrollment push or a promotion rollout.

Step 1: Start a new template

1. Go to Tasks > Settings, then open the Templates tab.

2. Click Add Task Template (Brand-level users will see Add Brand Task Template).

   

Step 2: Name it and choose "Manual"

In the panel that opens:

1. Enter a Name and Description for the template.
2. Under "What will cause this template to execute and create Tasks?" choose Manual. It's selected by default, and — unlike the Event and Schedule options — it's available on the standard Tasks plan rather than requiring the Pro tier.

3. Click Create. You'll land on the template's detail page.
   

Step 3: Decide how it targets people

Choose Executes Per Targeted: Team or Team Member:

• Team creates one shared set of Tasks per Team.
• Team Member creates an individual copy of the Tasks for each person on the Team — this is the setting to use if the same Task shouldn't be shared/completed by just one person on behalf of the group.

Then set which Teams (and, if you chose Team Member, which Positions) are eligible — either All or a Specific list.

Step 4: Add the Task(s) to the template

On the detail page, click Add task to template for each Task you want the template to create. For each one, you can set:

• Name, description, and priority
• Due date, expressed as a number of hours or days after the Task is created
• Who it's assigned to — a Position, a type of position, specific Team Members, a schedule/work assignment, or some combination
• Whether proof of completion is required (photo, notes, and/or signature)
• Sub-tasks or checklist items
• Which of these fields the assignee is allowed to edit later (name, description, due date, reassigning it, or deleting it)

Step 5: Enable it

Click Enable. The template needs at least one Task, at least one Team selected, and an assignee before this will go through (and a Position selected too, if you're targeting Team Members).

Step 6: Run it

Once enabled, a green Manual Trigger button appears. Click it and confirm to actually create the Tasks for everyone currently eligible. You can trigger the same template again later — for example, the next time you run the same initiative — and each run creates a fresh set of Tasks.

Tip: before you trigger it for real, you can click Preview to see who you have targeted and who the Tasks would assign to without creating anything yet.