Task templates
Reusable sets of tasks you apply to a stop in one action, and how they differ from destination defaults.
A task template is a named, ordered set of task definitions you can drop onto a stop in one action. If every chilled delivery needs a temperature check, a photo of the seal and a signature, you build that once and stop retyping it. Templates hold everything a task holds — type, priority, required flag, estimated duration, required proof, contact details, reference and a checklist.
Who can do this
- Role
- Administrators
- Permission
task-templates:readtask-templates:writetask-templates:delete
Templates are tenant-wide: anyone building a trip can apply any of them. Drivers never see the template itself, only the tasks it produced.
Building a template
Templates live under the trips group in the sidebar, alongside trip templates.
- 1
Open the template list
Trips → Task TemplatesEach template shows as a card with its name, description and the tasks it contains, so you can tell two similar templates apart without opening them.
- 2
Create a template
Trips → Task Templates → Create TemplateName it after the situation, not the customer — "Chilled handover" survives a contract change in a way that "Acme drops" does not. The description is where you say when to reach for it.
- 3
Add the tasks
The task editor here is the same one used on a live stop, so a template item is a full task definition rather than a stripped-down copy. Order matters: the sequence you set is the sequence the tasks are created in.
- 4
Set the proof on each task, not on the template
Proof is a property of the individual task. A template of four tasks can ask for a photo on one, a signature on another, and nothing on the rest.
- 5
Save
Editing a template later changes what future applications produce. It does not reach back into tasks already created from it.
Applying a template to a stop
From a stop’s task editor, choose a template and it is applied immediately. The tasks are appended, not substituted: they are numbered after whatever tasks the stop already has, so applying two templates to one stop gives you both sets in the order you applied them. Each created task records which template produced it.
Once applied, the tasks are ordinary tasks. Edit them, reorder them, delete them, add a checklist item — nothing is locked, and nothing propagates back to the template.
Destination default tasks
A destination can carry its own list of default tasks, edited on the destination record. Where a template answers "what does this kind of job need?", destination defaults answer "what does this address always need?" — the loading bay that always wants a gate photo, the clinic that always wants a named recipient.
With auto-apply enabled, linking a stop to that destination brings its default tasks onto the stop, editable before you save the trip. Without it, the defaults sit on the destination as documentation and nothing imports them.
| Task template | Destination defaults | Trip template | |
|---|---|---|---|
| Answers | What does this job need? | What does this address need? | What does this whole run look like? |
| Lives on | Its own template list | A single destination | A trip template |
| Applied | Manually, per stop | Automatically on linking, if enabled | When the trip is generated |
| Reusable across addresses | Yes | No — tied to one | Yes, with its stops |
| Carries checklists | Yes | Not in the editor | Yes |
| Editable after applying | Yes | Yes, before you save the trip | Yes |
Keeping templates useful
- Prefer few, well-named templates. A list of thirty near-identical templates is slower than typing the tasks, because someone has to read all thirty to choose.
- Put the address-specific things on the destination. Gate codes, a named contact, a photo of one particular loading bay — those belong to the place, not to the job.
- Review contact emails when you review PIN tasks. A stale email on a template item means every application of it silently produces one task fewer.
- Retire rather than repurpose. Editing an old template to mean something new leaves historical tasks pointing at a template that no longer describes them.
Terminology
Your organisation can rename these. If your screens say something else, this is what they mean here.
- Task
- One unit of work with a status and, optionally, required proof. A template item is a blueprint for one.Rename it in Customization → Terminology
- Destination
- A place goods are delivered to. It can carry its own default task list. Some tenants call these sites or customers.Rename it in Customization → Terminology
- Stop
- One ordered visit within a trip, and the thing a task template is applied to.Rename it in Customization → Terminology