Project templates
A project template is a ready-made shape for a project. Instead of setting up the same playbooks, record types, and access list by hand every time, you build the setup once as a template — then anyone with access can start a fresh project from it in a couple of clicks.
The library page sums it up: “Ready-made project setups — start new projects with playbooks and record types included.”
This page covers building and maintaining templates. To actually start a project from one, see Create a project.
Project templates are not the same as Document templates. A project template is a starting point for a whole project. A Document template is a Word file that a generate action fills with record data to produce a finished PDF or Word document. See Document templates.
What a template carries into a new project
When someone creates a project from a template, the template copies the following into the new project:
- The prefix — the project-number scheme. A template with the prefix
IMMmakes projects numberedIMM-1,IMM-2, and so on. - The icon — pre-fills the new project’s icon.
- The default access — the roles and people copied into the new project’s access list (still editable on each project later).
- The playbooks — the template’s copies of its playbooks. See Playbooks.
- The record types — the template’s record types, copied so the new project tracks the right data from day one. See Record types.
Templates take their own copy. When you add a playbook or record type to a template, the template grabs an independent copy. Editing the original library version later does not change the template’s copy, and editing the template does not change the library. The same goes one step further: creating a project from a template snapshot-copies everything into that project, so later edits to the template never reach projects that already exist.
Where templates live
Project templates sit in the sidebar Building Blocks group, under Project templates. The entry only appears if your role includes builder access.
You need a Builder or Admin role to view, create, or edit templates. If you don’t see Project templates in the sidebar, ask an admin for access. See Roles and permissions.
The templates index
The Project templates page lists every template as a card showing its icon, name, optional description, and the hint “Projects get numbers like {PREFIX}-1.” Archived templates show an Archived badge.
If there are no templates yet, the page reads No templates yet. If you can create one, it prompts “Set one up so your team can spin up projects the same way every time.” with a Create your first project template button.
Create a template
Name it and pick an icon
Enter a Name (for example, Client onboarding) and choose an Icon. Both appear on the cards people pick from when they start a project.
Set the project number prefix
Enter a Project number prefix. It builds project numbers like OPS-1, OPS-2. Use 2–6 letters or numbers, starting with a letter.
The prefix is permanent. Once the template is created, the prefix can’t be changed — on edit it’s locked and shows “Prefix is fixed after creation.” Choose it carefully.
Add a description (optional)
Briefly describe what kind of project this template creates, for example Standard intake and document review. It shows on the template card.
Set who can use the template
Under Who can use this template, pick the roles and people who can create a project from it. Members with at least one matching role, or who are listed individually, can use the template.
Edit a template
Open a template from the index to edit it. The editor has three tabs.
Details
Playbooks
Record types
The name, icon, description, and access form — the same fields you set when creating the template. The prefix is locked here. Click Save changes to apply.
Build the template’s record types and playbooks the same way you build them anywhere else — only here they live inside the template. The deep how-to lives on Record types and Playbooks.
Archive and unarchive a template
To retire a template, click Archive in the top-right of the editor. You’re asked to confirm: “Existing projects keep working. New projects can’t be created from this template until you unarchive it.”
An archived template:
- Shows an Archived badge on the index.
- Is hidden from the project-creation flow, so no one can start a new project from it.
- Does not affect projects already created from it — they keep working.
To bring it back, open it and click Unarchive. The confirmation reads “Members will be able to create new projects from this template again.”
You can’t start a project from an archived template. Unarchive it first.