Templates

Building Automated Workflows with 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.

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Step 1: Task Templates

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)

Step 2: Email Templates

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.

Step 3: Event Templates

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.

Ready to see it in action? See Tasks & Workflows for a full build-along example.