Task Templates

Templates store the default values for tasks you repeat regularly — smoke detector maintenance, operating cost statements, or document requests, for example. When creating a task, pick the template and the form fills itself automatically.

Common Tasks

• Create a new template
• Edit a template
• Deactivate or delete a template
• Apply a template when creating a task
• Link a template to a schedule

How to

Create a new template

1. In the Tasks section, open the menu and select Task templates.
2. Click Create template.
3. Enter a Template name — internal name for your team, e.g. "Annual smoke detector service".
4. Optionally add a Description, e.g. "For all rental units subject to the smoke detector requirement."
5. Under Default values, set the title, type, priority, and assignment.
6. Optionally enter Due in (days) — e.g. 14 means the task is due 14 days after it is created.
7. Click Create.

Example: Daniela creates the template "Deposit return" — Type: Deposit return, Priority: Normal, Due in: 30 days, Assignment: Entire team. Whenever a tenant moves out, her team applies the template and skips filling in every field.

Edit a template

1. In the template list, open the three-dot menu (···) for the template.
2. Select Edit — all fields are editable in the dialog.
3. Click Save. Tasks already created from this template are not changed retroactively.

Deactivate or delete a template

Deactivate (recommended):

1. Select Deactivate from the three-dot menu.
2. The template disappears from the task creation form but remains available for schedules.
3. Use Show inactive to see it again and reactivate it at any time.

Delete:

1. Select Delete from the three-dot menu and confirm.
2. The template is permanently removed. Tasks already created from it remain in place.

Apply a template

1. On the Create task page, all active templates appear as buttons above the form.
2. Click the desired template — title, type, priority, assignment, and due date are filled in automatically.
3. Adjust values as needed.
4. Create the task — the template records one more use.

Views and Fields

Template list

Each card shows:

• Template name
• Description (internal)
• Default values: type, priority, assignment
• Due in (days) — if set
• Usage count (e.g. "Used 12 times")
• Status: Active / Inactive

Create and edit form

• Template name — required, max. 255 characters
• Description — optional, visible internally
• Task title — default title of the created task, required
• Task description — optional default description
• Type — default task type
• Priority — Low / Normal / High / Urgent
• Assignment — Entire team or specific person
• Due in (days) — 1–365 days; the due date is calculated automatically on use
• Link type — optional suggestion for which entity type to link (rental case, property, applicant, contact, rental unit)
• Active — toggle template on/off

Audit and History

Creating, editing, deactivating, and deleting templates is recorded with a timestamp and the actor in the server logs. The usage counter (usage_count) is incremented each time a task is created from this template.

Permissions and Multi-select

• View templates: all team members.
• Create and edit templates: all team members.
• Delete templates: only administrators — the action is irreversible.
• All templates at a glance: Task templates page — active and inactive templates, sorted by name, with usage count and default values.

Related Pages

• Tasks overview
• Create a task
• Recurring tasks
• Rental units
• Properties