How to Template Tasks in ClickUp | Use Automations to Standardize Your Process

[@mariapeagler2667]

Thanks for this clear tutorial. I'm an instructional designer who owns a marketing agency,so I appreciate your clear approach.

[@LaylaPomper]

I am *_absolutely honored_* to hear that someone in ID would find my content understandable! 😳 Thank you so much for leaving this note!! 😀

[@yolanda.vasquez]

New subbie and binge watching your wonderfully thorough videos!! I was liking ClickUp, but with your videos, I'm LOVING it!!!

[@LaylaPomper]

Yay! Thank you, Yolanda!! I'm so glad to have you here! As you watch, please don't hesitate to comment with any ideas you have to make this videos more helpful!

[@50shadesofskittles9]

Here here! Me too! 😂😍

[@poonamgundecha952]

Brilliant as always! I must say your videos have changed the way I use clickup and in just a few weeks it has almost become my second brain! You are awesome :)

[@LaylaPomper]

Hey Poonam! Thank you so much -- I'm happy to help!

[@debbiedouglas2927]

Thank you for taking the time to explain templates!

[@LaylaPomper]

You're super welcome. Hope you've been able to create some for yourself? :) I think they're such a time-saver!

[@getsocialwithsangeetha]

You have videos for each of my ClickUp doubts! I go search on google and bam I have your video there 😂. Thank you 💛

[@LaylaPomper]

Aw 🥰 thank you so much! I appreciate your support!

[@theworthyofshowpodcast4336]

This just made my life SOOO much easier for my KZbin workflows - you're incredible and I appreciate you!

[@LaylaPomper]

Oh I’m so happy to hear it!!

[@elizabethgracecouture]

Love your videos! I am just beginning to implement clickup into my Bridal Design company so these are a massive help! Thank you! xx

[@LaylaPomper]

Thanks so much, I appreciate your support! 😊

[@relentless-digital]

I would love to see your youtube production process! Great video. Thank you!

[@LaylaPomper]

Noted! Thanks!

[@sevakbageshwardhamsarkar108]

layla u clear my doubts throgh this video.. im begginer to learn clickups....your videos quite useful makes more videos on clickups features.....thank you

[@LaylaPomper]

Happy to help!!

[@mayadayoub5086]

I really love your videos ,they're so helpful thanks❤

[@LaylaPomper]

Thank you so much! I appreciate your support!

[@greginfla_1]

great video, like the time stamp in desc; like how you give some background/thought on why you did certain actions.

[@LaylaPomper]

Thanks for the feedback - really appreciate it!

[@anthonysb]

Off topic comment for sure, but how did you get the Progress: Notes: URL: and things at the bottom of the description in the task?

[@LaylaPomper]

Hey Anthony! Just getting caught up on comments 🙈 Since this video is older, they're just the Custom Fields on the older ClickUp interface :)

[@MattEdwards_aus]

@@LaylaPomper They are so much more useful in the old UI, than hidden away like they are now

[@faithinnature147]

Is the following possible within CU? I have a sales pipeline - the final stage of that (When contract signed/invoice paid) should then trigger a 'live job' creation in the OPS Space. The quote record in the pipeline is a TASK. Currently we have the 'live job' as a list (separated by department) I would like when the sales pipeline task is complete - to trigger a new list creation in the OPs folder and apply template (4 different templates options by custom field) BUT I believe I cant apply a list template, against the original trigger being a task. Is that right? Is there a work around or a different way of organising things to make it all work?

[@LaConyaMurray]

Mind blown. I think this just answered my previous question. Thanks!

[@LaylaPomper]

Wahoo!! I’m so glad!!

[@mr_whitehair]

I have a question about the hierarchy of clickup. I've been watching your videos trying to find some insight but I'm still a little lost. I work as a railing fabricator. We make different railings for different residential homes. Each one is quite an involved process, taking weeks to months to complete. Current we use folders for customers, and lists for each job. Is there one correct way to have click up set up? Should I have each job moved down on the hierarchy as a task instead of a full list? Or do I just need to learn the program better and tailor it to our specific needs?

[@LaylaPomper]

Hey there! Just getting caught up with comments🙈 I found some videos that may help answer your question in case you still need support! kzbin.info/www/bejne/paWyqpx-pJyNr9E kzbin.info/www/bejne/qXauhZqXp8t7gs0 kzbin.info/www/bejne/ipykmKSXhpKap6c - Karleigh at ProcessDriven

[@JosephDiosana]

Love this! Thank you. Would be interested in the KZbin task list

[@LaylaPomper]

Check out the more recent KZbin Repurposing Workflow video for a deep dive! ☺️

[@ginb1598]

Appreciate Video clip! Sorry for butting in, I would love your thoughts. Have you considered - Weydaniel Organized Dominator (probably on Google)? It is a good one off guide for getting 7000 plus project management and business templates without the hard work. Ive heard some super things about it and my mate finally got astronomical success with it.

[@marco.nascimento]

Templates are a nice option, but we can even use list as sort of a template. Each list can have tasks with different features and fields, so you can just move the new task to appropriate list and it's done. But having them available in the same list is pretty nice, as we can use them across multiple Spaces as well. I'm loving using ClickUp.

[@LaylaPomper]

Hey! Just getting caught up with comments 🙈 Thank you so much for sharing! Love it!

[@lauraking3197]

Hello! 2 questions for follow up from this older video. 1. Does ClickUp still add tasks to other tasklists by just adding to, and thereby duplicating tasks? Or has it gotten to where it will overwrite each file with a new list when the template is updated? (Video about the 10:30-11:00 time). 2. Do you have a way to automate emails to go out from email templates when a task is created or status is changed? For example, in real estate, when a listing goes under contract, and you want to send out an email to all parties, or just specific parties, is this an option? Can it pull from certain contacts automatically? And where are the email templates stored? Thanks!!

[@dinabraun8706]

Wonder why no response here. I am a Realtor too and would like to see the answer to your question

[@LaylaPomper]

Hey Laura! Thank you for your patience as I'm just now getting caught up on all of these comments! If you still need support in this area, I think you'll love the ProcessDriven Collective! This is our free Facebook group where business owners and team leaders from all over the world come together to answer not only ClickUp specific questions but also process and systemization in general, including other platforms! Check it out here: processdriven.co/group

[@ChrisGloss]

Love the simplicity! Another great video!

[@LaylaPomper]

So happy to hear it!

[@PaulBrassington_flutter_expert]

It would be nice to have the option of... If you amend the template, all tasks that were built by the template are refreshed.

[@LaylaPomper]

That would be AMAZING, I agree!

[@declanglynn6045]

Nice job again Layla. Maybe in the future you might cover webhooks or how to track which client a task / project belongs to.

[@LaylaPomper]

Thanks Declan! Just added both of those to my KZbin production schedule. Just so I cover it from the right perspective... what’s your use case/how would you apply this knowledge?

[@declanglynn6045]

@@LaylaPomper I'd like to be able to send orders collected from a website directly to uptask and to notify the website when order is complete and attach deliverables. In my opinion your videos are better than upclick's own videos. Keep up the good work.

[@LaylaPomper]

That means a lot, thanks Declan! ☺️ And I appreciate the backstory - that’s a scenario I’m sure many others are working on too. I’ll work on getting this content together!

[@withthegrain-nc9857]

How do you remap dates associated with a template? For example, when a template is created for a task can the creation date trigger that a task needs to be completed in 24 hours?

[@LaylaPomper]

Hey With the Grain! I'm just now getting caught up on all of these comments. Thank you for your patience! If you're still looking for help in this area, I encourage you to check out the ProcessDriven Collective. This is our free Facebook group where members can come together and provide support with not only ClickUp but systems, processes and other project management platforms. Join us here: processdriven.co/group

[@karenbertrand5861]

This was great -- just what I came looking for!

[@LaylaPomper]

Karen Bertrand so happy to hear that! Let me know if you hit any snags as you execute this approach in your ClickUp! 😄👍

[@earlytoriseab]

Love your channel; if it wasn't for you I would probably not be using Clickup. I am wondering if there is a way to globally set a default assignee. I used an automation but it only applies to a single workspace.

[@earlytoriseab]

Found it!!! Space settings --> automations --> always assign...

[@50shadesofskittles9]

Hello. Is it possible to automate status being changed when completing a task in a template?

[@LaylaPomper]

I may need more context but from what I believe you are asking, an automation can't mark a status complete based on a particular task inside a template.

[@justkailash]

when i save template ... like for a list... will this keep all column for Relationship ?

[@LaylaPomper]

Custom Relationships are currently not supported with Templates. Dependency and Link Relationships ARE supported, though. 🙂

[@taconesvioletas]

Yes! Please do a tutorial for a KZbin video creation process. Thanks

[@LaylaPomper]

I’m not a pro, but I’m happy to share what a beginners super-simple workflow looks like! It’s on the list! Do you use ClickUp? If so, I can even allow sharing of the actual process template as part of that video!

[@angelwinkfield479]

Layla at ProcessDriven that would be awesome!! I use ClickUp and I would love a template

[@tracyking116]

@@LaylaPomper Yes me too! I'm just starting and would love a beginner workflow, I've just started using click up and love it, but would like to see some examples from someone who is creating content. Checklists etc would be great.

[@mrmarygoing]

The auto update thing that you covered in the last couple of minutes - is there an update on that?

[@LaylaPomper]

Heya Mary! 👋 There's a minor progress on creating a Template Center (clickup.canny.io/feature-requests/p/template-center) but there's not clear movement on the instance issue -- which a BIG gap (clickup.canny.io/feature-requests/p/automatic-update-template-after-changes)

[@KerrieWoodhouse]

Very helpful video, Layla - I'd love a youtube template too !

[@LaylaPomper]

Coming soon! Have a bit of a "template creation backlog" right now. But I'm working on it! 😅

[@websavvy]

@@LaylaPomper any update on this?? would be super helpful to grab that one!

[@ryanwilliams4463]

Has the process for changing or updating templates changed or is that still the only way?

[@LaylaPomper]

Hey Ryan! At this point, updating templates follows the same logic as shown. It's still not retroactive. 😓 Hopefully someday!

[@RedMambaYard]

Thanks so much for the video! You made it very clear. My questions are... I see loadable templates as I organize my workspace (I'm a new ClickUp user LOL obviously!): are they convenient to use or would you suggest that I create mine from scratch to include just what I need? and... if I load a standard template how can I then switch to another? just as you showed, that is by creating a new one to apply to the subsequent tasks/folder/etc.?

[@LaylaPomper]

I’d suggest never using ClickUp’s templates. 😂

[@LaylaPomper]

But once you use one you can easily switch or add another, too!

[@thestrangefamily]

Are templates shared across multiple users who manage the same clickup?

[@LaylaPomper]

When you save a template, you can choose who to share it with but -- yes! -- you can share it across your entire Workspace if you'd like!

[@SantosVirtualSolutions]

Very helpful - thank you!

[@LaylaPomper]

Hey Sandra! Happy to help!

[@EdwinBrito]

Thanks for sharing!! 👍👍

[@LaylaPomper]

Thanks for watching!

[@hiphopteaching1492]

This is awesome! Thank you! Have they updated the update template option so it changes already used templates?(referring to the thing you called a pain...lol)

[@LaylaPomper]

Happy to help! And no not yet. 😅

[@rachelkhudsoncoaching]

This was so helpful! Thank you!

[@LaylaPomper]

Glad it was helpful!

[@gohighlevel-queen]

I would love the KZbin template! Thank you!

[@LaylaPomper]

Hi there! We ended up releasing this inside our paid membership, ClickingUp for now BUT you can see a sneak peek of it in this video here (if you haven't already!): kzbin.info/www/bejne/bZe8nqhtnc-rl6s

[@digitalmanagement1262]

I love your videos! I'm running into an issue where I've created a task template that has dependencies. This is so that I can create a new task (with template), adjust the task date and have a gantt chart automatically created for each new task. The problem is that the new tasks that are created with the template are all pointing to the initial task's dependencies. This snowballs out of control so that every task created using the template has multiple (multiple(multiple)) dependencies. Why? Bug?

[@LaylaPomper]

Hey Digital Management! I'm just now getting caught up on all of these comments. Thank you for your patience! If you're still looking for help in this area, I encourage you to check out the ProcessDriven Collective. This is our free Facebook group where members can come together and provide support with not only ClickUp but systems, processes and other project management platforms. Join us here: processdriven.co/group

[@ryankeys5769]

Thanks for the awesome videos Layla! Very helpful! I am running into an issue with automating templates... You can remap dates with templates for subtasks, which is super useful and awesome... Unfortunately, this does not appear to happen for templates if you automate to apply them to a created task or some other type of trigger... If the subtask was set to today for the due date, and you automate it to apply to a task a week later, it still has the due date from before (now a week overdue). Any ideas on how to work around this? Being able to automate dates of subtasks is pretty important to me (without that option, I'd be better off just using checklists and using custom fields to continue to push the due date of the parent task back.

[@LaylaPomper]

You’re correct - remapping is incompatible with automations. 😖 Really wish it was!

[@LaylaPomper]

Your options are either to: A - Manually apply templates B - Have automations apply templates, then manually adjust the Parent Task Due Date. If Subtask Due Date Remapping is on, it’ll adjust the rest. Those would be the most popular methods 😅

[@ryankeys5769]

@@LaylaPomper Thanks for the quick reply, Layla! This is definitely helpful! Option B is probably going to be the best work around for me most often. A bit annoying, but alas, I imagine it isn't easy for the developers to keep up with every minute detail of a software with so many options.

[@tuliomgui]

Thank you!

[@LaylaPomper]

You're welcome!

[@roshaynecarandang2291]

amazing... do we use click up for free w/o expiration and not a trial? Thanks Layla

[@LaylaPomper]

Yes! There is a free level of ClickUp that you can use indefinitely. ☺️

[@dararosove1899]

Thanks for this! It'd be cool if you could leave comments on templates so if you regularly or share templates, you could collect feedback in one spot and then update the template accordingly -- or can this be done?! Also, should I somehow be backing up my task (and other) templates I'm creating somehow? Thanks!

[@LaylaPomper]

You could place a link to a (separate) Form directly into your template to collect feedback! ☺️ As for backups…it never hurts! Keeping a Live copy of your template (and perhaps archiving it!) can be a great way to go.

[@dararosove1899]

@@LaylaPomper Genius! Thank you so much. And that's good to know re backups - I'll do that as well!

[@amircalahan62]

Great! Thanks Layla!

[@LaylaPomper]

Any time! Appreciate you taking the time to comment - it means a lot!

[@melissaschultz8697]

I would love your KZbin process template

[@LaylaPomper]

On the list! :)

[@BledsoeConsultingServices]

Great video! Thanks!

[@LaylaPomper]

Thank *you*! Was there a part that was most helpful? 🙂

[@PinoyVideoMarketer]

Thanks for this!

[@LaylaPomper]

Glad this was helpful to you!

[@PeterPapadimitriou]

Excellent

[@LaylaPomper]

Thank you! Cheers!

[@frananderson1097]

Thanks for watching? Thanks for recording !!

[@LaylaPomper]

Aw, you’re the best, Fran! ☺️ 🙏

[@matthaeus17]

Now we have the template center to edit everything

[@LaylaPomper]

Hey Matthaeus! The Template Center allows you to see all your Tempaltes in one spot without having to go to a specific hierarchy level (Space, Folder, List, etc.) but unfortunately the editing process is still the same: create live version of template --> edit --> save over existing template. Fingers crossed that this changes!

[@philippevansteenberghe2430]

Great 😃

[@greginfla_1]

the subscribe animation is a little distracting ... when you are watching you click through web pages... just fyi

[@LaylaPomper]

Oh no! Appreciate the feedback and I’ll try to reign this in in the future. Experimenting with a few different “reminder” methods. 😅

[@sofunnyiforgottolaughfasha]

You are so organized are you a virgo, I bet you have virgo in your chart lol

[@LaylaPomper]

Ha! You'll have to watch the videos I have coming out later this week -- promise I'm not ACTUALLY as organized as I may appear! (Also, I'm Leo -- close!!)