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System & Project Templates and Task Templates

How Project templates and task templates work in ClearCRM

Adil Berdai avatar
Written by Adil Berdai
Updated this week

This article explains how to create, save, and manage project and task templates in ClearCRM to standardize workflows, reduce setup time, and ensure consistent task execution.

1. System Project Templates

What it is
System Project Templates are pre-built templates provided by ClearCRM. They include sample tasks, workflows, and compensation settings to help you get started quickly.

How to use

  1. Navigate to Projects → Templates → System Templates.

  2. Browse available system templates.

  3. Open a template to view its structure and tasks.

  4. Click Save as Template to add it to your workspace library.

  5. Edit task details, deadlines, and settings as needed.

Notes

  • System templates act as a base model — they can be customized but not overwritten.

  • Ideal for quickly setting up new workflows without starting from scratch.

2. Project Templates

What it is
Project Templates are your workspace-specific templates saved for future use. They capture the structure, tasks, and dependencies of successful projects.

How to create

  1. Open an existing project that you want to reuse.

  2. Click Save as Template in the project actions menu.

  3. Name your template and confirm.

  4. It will appear under My Templates.

How to use

  1. Go to Projects → Create from Template.

  2. Choose a system or workspace template.

  3. Modify project details (dates, owners, compensation) as needed.

Notes

  • Once refined, your project templates become repeatable frameworks for your team.

  • Review them periodically to reflect updated processes or pricing.

3. Task Templates

What it is
Task Templates allow you to create reusable individual tasks that are not tied to a specific project — for example, invoice reviews or follow-up calls.

How to create

  1. Go to Tasks → Templates → New Task Template.

  2. Enter task name, description, and assignee.

  3. Save for reuse across projects or records.

How to use

  1. Create a new task and select Use Template.

  2. Choose from existing task templates.

  3. Link the task to a project, lead, or other object.

Notes

  • Task templates do not support subtasks — use full project templates if you need subtasks.

  • Always ensure each task is linked to one specific object to maintain clarity.

Best Practices

  • Regularly review templates to keep them aligned with team processes.

  • Encourage team members to share and refine templates that improve efficiency.

  • Use system templates as learning examples before creating your own versions.

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