Task Templates

Most trips need the same set of to-dos: send the booking confirmation, collect passports, confirm reservations, send final documents, follow up after they get home. Instead of retyping that checklist on every trip, build it once as a task template and drop it onto any trip in a click — or have it apply itself automatically.

Manage your templates in Settings → Task Templates. That is the single home for them. (Each template is a named checklist; applying it creates real trip tasks you can check off, reassign, and track.)

Building a Template

1. Go to Settings → Task Templates and click New Template (or start from one of the built-in starter checklists).
2. Give it a name like "New Booking Checklist" or "Final Payment Prep."
3. Add tasks. Use the Add Task button at the top or the bottom of the list — whichever is closer to where you are working.
4. For each task, set a title, optional description, priority, and a due date (see below).
5. Save.

Task Due Dates: Anchors

A template task's due date is not a fixed calendar date — it is calculated relative to an anchor when the template is applied to a trip. Pick the number of days, before or after, and the anchor:

Anchor	The due date is counted from…	Use it for
Trip start	the trip's departure date	"collect passports 60 days before," "send final docs 7 days before"
Trip end	the trip's return date	"request a review 3 days after," "log final commission 14 days after"
Final payment due	the trip's final payment deadline	"confirm final payment received 3 days before," "send a reminder 7 days before"
When applied	the day the template is added to the trip	"send welcome packet the day it's applied," "kick off onboarding +2 days"
No due date	—	reminders that don't need a deadline

If a trip is missing the anchor date (for example, no final payment deadline is set), the task is still created — it just comes in without a due date, so nothing is lost.

Tip: anchoring "confirm final payment received" to Final payment due instead of guessing a number of days from trip start means the reminder always lands against the real deadline, even when a supplier's payment date is unusual.

Applying a Template to a Trip

Open any trip, go to the Tasks section, and click Apply Template. Pick a template and its tasks are added to the trip instantly, each with its due date calculated from that trip's dates. Tasks are assigned to the trip's owner by default.

Auto-Apply: Let Checklists Run Themselves

You can have a template apply itself automatically so you never have to remember. In the template editor, under Auto-apply this checklist when…, check any of:

• A trip is created
• A proposal is accepted
• A booking is confirmed

From then on, whenever that event happens, the checklist's tasks appear on the trip on their own — no clicking. Leave all three unchecked to keep a template manual-only.

A checklist is never applied to the same trip twice. If a template is set to auto-apply on both "trip created" and "booking confirmed," the trip gets that checklist once, not twice. The same protection means editing an already-confirmed booking won't re-add the list.

A Note on Where Tasks Live

Applying a template (manually or automatically) creates ordinary trip tasks. From there they behave like any other task — priorities, assignments, due-date and overdue highlighting, and check-off all work the same way. Editing a template later does not change tasks that were already applied to existing trips; it only affects future applications.

Putting It Together

A typical advisor keeps a few templates:

• New Booking Checklist — auto-applies when a proposal is accepted (send confirmation, collect passports 60 days before trip start, set up the client portal).
• Final Payment Prep — confirm final payment received 3 days before final payment due, send a reminder 7 days before.
• Pre-Departure — confirm reservations 14 days before trip start, send final documents 7 days before.
• Post-Trip — request a review 3 days after trip end, log commission 14 days after.

Set them up once, turn on auto-apply where it fits, and the right to-dos show up on every trip without you lifting a finger.