# Templates

Templates are your studio's master blueprints. Instead of building a new task list or writing a new email for every job, you build them once. When you book an event, the system copies those blueprints and creates a standardized workflow instantly.

There are three template types. Build them in this order.

***

<details>

<summary>Step 1: Task Templates</summary>

**Location: Setup > Task Templates**

A Task Template defines how a specific type of job gets done. Each template contains:

**Steps** — A checklist of static instructions for your team (e.g., "Print cards," "Quality check & pack").

**Custom Fields** — Serve two purposes:

* *Parameters:* Display details the employee needs to do the job (e.g., which ID template design to use)
* *Data collection:* Give the employee a place to record info while they work (e.g., a tracking number)

</details>

<details>

<summary>Step 2: Email Templates</summary>

**Location: Setup > Email Templates**

An Email Template is a pre-written message that sends automatically at a defined trigger. You write it once and use variable fields to let the system fill in the specifics for each job.

#### Basic information

| Field    | What it does                                                                      |
| -------- | --------------------------------------------------------------------------------- |
| Name     | Internal label for this template                                                  |
| Reply To | When a client replies to this automated email, their response goes to this person |

#### Template contents

**Subject** — The email subject line.

**Body** — The message itself. Use the **Template Replace** dropdown to insert variables:

* Standard fields: `{Event Date}`, `{Recipient}`, `{Event Start Time}`
* Your custom fields: anything you've defined in your Event Templates, like `{Background Type}` or `{Setup Time}`

To insert a variable: place your cursor in the body where you want the data to appear, select the variable from the dropdown, then click **Insert**.

</details>

<details>

<summary>Step 3: Event Templates</summary>

**Location: Setup > Event Templates**

The Event Template is where everything connects. It holds your tasks, emails, and custom fields together — and controls when each one fires.

#### Event Custom Fields

The questions your team must answer at the moment of booking. Capturing this upfront ensures every job starts with the right details on record.

Field types available: Text, Text Area, Number, Dropdown, Time, Date

#### Attach Tasks

Add Task Templates to the workflow and configure when they run.

| Setting         | What it does                                                                         |
| --------------- | ------------------------------------------------------------------------------------ |
| Task Template   | The blueprint to use                                                                 |
| Assign To       | Who is responsible                                                                   |
| Task Type       | Categorizes the work for dashboard filtering (e.g., Pre-Production, Post-Production) |
| Due Date Offset | Days before (negative) or after (positive) the event date the task must be completed |
| Start Condition | When the task becomes active                                                         |

**Start Condition options:**

* **Manual** — Stays hidden until you activate it yourself
* **Offset** — Activates automatically X days before or after the event
* **Dependency** — Stays locked until a specific other task is completed

#### Attach Emails

Add Email Templates to the workflow and configure who receives them and when.

| Setting         | What it does                                                         |
| --------------- | -------------------------------------------------------------------- |
| Template        | The email blueprint to use                                           |
| Send Trigger    | When the email fires (e.g., On Task Completion, X days before event) |
| Depends On Task | If trigger is On Task Completion, select which task                  |
| Contact Roles   | The role that receives this email (e.g., Primary Contact, Yearbook)  |

**On Contact Roles:** You assign emails to a Role, not a specific person. When the workflow runs for a job, the system looks up who holds that role for that account and sends to them. This is what makes the automation work across every client without manual setup.

</details>

> Ready to see it in action? See [**Tasks & Workflows**](/help-center/using-schedulink/tasks-and-workflows.md) for a full build-along example.

<br>


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