This article describes functionality of our new project module. This module is being rolled out gradually, so it is possible you do not have access to the features described here yet. If that is the case, you can still find documentation on the previous project module here.
Reusing projects via project templates saves time and ensures better standardisation across workflows. Read this article to learn all about project templates in Teamleader Focus.
Do you prefer to watch our instructive video first? You can do so right here:
Why
Project templates in Teamleader Focus are a game-changer for efficiency and consistency. When you frequently manage similar types of projects, templates save you from the hassle of starting from scratch each time. By reusing a predefined layout, you can quickly set up new projects with all the necessary tasks, meetings, and materials already in place.
This not only streamlines your workflow but also ensures that every project follows a standardised structure, reducing errors and ensuring nothing is overlooked. With project templates, you can focus more on delivering great results and less on repetitive setup tasks.
Additionally, you can easily add quotation items to a project generated from a template.
Creating a template
First of all, to be able to create project templates you need to:
Be an admin user or;
As a non-admin, have admin access to projects
Secondly, only closed projects can be marked as a template.
If a project template has to be created from an active project, a good workaround is to duplicate that active project, close it and then mark it as a template.
To create a project template, follow these steps:
Go to the project you want to mark as a template
Close it
Go to the three dots in the project header and choose Mark as template
Specify what should be taken over from the template
NotesBudgets: if you choose to take over budgets as well, know that if you create a new project out of a template and you then increase or decrease the budget of the project/group, you’ll receive a warning like this one where you can choose to proportionally increase or decrease the budgets in your project lines, or choose to keep the current values:
Meetings: only the meeting placeholder will be copied, and not the meeting itself.
Date range:
The same time period gets proportionally changed for a new project from this template. E.g. there’s a week between the start and end date of your project, then there also be one week between start and end date in the new project.
! A project template that only has a start date and no end date will have today's date as the project start date upon creation. Project templates with only an end date won't have any dates copied to the new project.
Statuses of items like tasks aren’t copied, meaning the status of items in the new project will always be on ‘To do’.
Project preferences from your project are also taken over in your project template.
Save the template.
There’ll be a label ‘Template’ next to the project title
Also in the project overview you’ll see the above label, and admin users + users with admin access to projects can find their templates back by going to the project overview and filtering on Project status > ’Template':
All templates can also be found in Settings > Projects > Project templates.
Editing a template
When a project is marked as a template, any changes made to it will be applied to future projects created with this template.
Configure template preferences: only admins and users with admin access to a project will be able to view templates and edit the template preferences.
Deleting a template
To delete a template, you have to ‘unmark’ it as a template.
Go to the project template
Click on the three dots in the top right-hand corner
Choose Unmark as template
Converting a quotation to a project from a template
You can also add lines from a quotation to a project generated from a template. Follow these steps:
Start from a quotation
Convert it to a project
In the top right-hand corner, click on the arrow next to ‘Create new project’
Choose Create from template
Choose a project template
Click on Add
The quotation items will be added as additional project lines to the project created from a template.
Note regarding multi-currency: if another currency is used in your quotation then in the project, then if you add the quotation lines to the selected project template, the currency symbol of the project lines will be updated to match the project template, but the amounts will stay the same.
Looking for a way to duplicate a project just once instead of working with a project template? Read all about it here.