Create and manage templates

Manage Templates lets authorized users maintain reusable list setup patterns. Templates can include names, statuses, priorities, sections, colors, and other supported defaults so teams do not rebuild the same setup repeatedly.

Use templates to:

1. Standardize repeated list setup.
2. Keep status names and colors consistent.
3. Keep priority names and colors consistent.
4. Keep section names and colors consistent.
5. Load an existing template before making changes.
6. Save changes only after reviewing the impact.

Terms you may see:

• Template name identifies the reusable setup.
• Load Template replaces the editable setup with a selected saved template.
• Statuses define task progress states.
• Priorities define urgency or importance labels.
• Sections group work inside supported list views.
• Save applies changes. Cancel discards unsaved changes.
• Default items such as Open, Done, and None may be protected from deletion.

Before you start

• You need permission to view or manage templates.
• Custom templates may require plan availability.
• Review active lists before changing shared templates.

How templates work

1. Open Settings.
2. Open Manage Templates.
3. Update the template name when editable.
4. Add, rename, recolor, reorder, or delete statuses, priorities, and sections.
5. Use Load Template when you want to start from an existing setup.
6. Select Save to apply changes or Cancel to discard them.

Expected outcome: New list setup stays consistent with the Space standard.

Create or update a template

1. Open Settings > Manage Templates.
2. Enter or confirm the template name.
3. Add the statuses, priorities, and sections the team needs.
4. Rename vague labels before users start using them.
5. Choose colors that are easy to distinguish.
6. Reorder values into the sequence users should see.
7. Select Save.
8. Create a test list from the template if the change is important.

Update statuses

1. Review the current status list.
2. Add a status only when it represents a real stage of work.
3. Rename unclear statuses with short action-oriented labels.
4. Keep Done as the completion state.
5. Avoid deleting active statuses until existing work is cleaned up.

Update priorities

1. Keep priority labels simple and mutually exclusive.
2. Use color to separate urgent priorities from normal work.
3. Keep None available for work that has not been prioritized.
4. Reorder priorities from most important to least important when that helps scanning.

Update sections

1. Use sections to group work in a way users understand.
2. Keep section names short.
3. Avoid using sections as long notes or status replacements.
4. Keep None available for work that has not been placed into a section.

Troubleshooting

Save is disabled

• Symptom: The Save or Update button cannot be selected.
• Cause: No changes exist, your role cannot save, or the app is offline.
• Resolution:
  1. Make a visible change.
  2. Confirm your role can manage templates.
  3. Reconnect and retry.

A value cannot be deleted

• Symptom: Delete is not available for Open, Done, None, or another value.
• Cause: Some default values are protected because the app uses them as safe fallbacks.
• Resolution:
  1. Rename or reorder editable values instead.
  2. Keep protected defaults in place.

Users choose the wrong template

• Symptom: New lists start from an outdated or unclear template.
• Cause: Template names or values may be too similar.
• Resolution:
  1. Rename templates with clear purpose and audience.
  2. Remove outdated templates when safe.
  3. Keep only useful templates visible.

FAQ

Do template changes update existing lists?

Usually no. Treat templates as starting points for future setup. Update existing lists directly if they need the new structure.

Who should manage templates?

Owners, admins, or process leads should manage templates because they shape how future work is created.

Should every repeated process have a template?

Only create templates for repeated, high-value setups. Too many templates make selection slower.