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 Library → Templates → Task lists. Click Library in the left menu, open the Templates tab, then choose Task lists. That is the single home for them. They used to live under Settings → Task Templates, and old bookmarks to that page still bring you here. (Each template is a named checklist; applying it creates real trip tasks you can check off, reassign, and track.)

Personal vs. Agency Templates (teams)

On a multi-advisor team there are two kinds of template on this page:

• My templates are yours alone, and every new template starts this way, including ones an owner or admin creates. Nobody else on the team sees them. When one of your personal templates auto-applies (see below), it only fires on trips assigned to you, never on a teammate's trip.
• Agency templates are available to the whole team. Owners, admins and anyone with Agency template editor turn one of their own into an agency template with the Share with agency button on its card (the same button, Make personal, takes it back). Everyone can apply agency templates to trips; only owners and admins can edit them.

Tasks created by one of your personal templates are assigned to the trip's advisor (you), so they show up in My Tasks right away.

Solo advisors don't see this split — every template is simply theirs.

Building a Template

1. Go to Library → Templates → Task lists and click Create Template.
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.

Reordering and Inserting Tasks

Every task row has four small buttons in its top-right corner:

The ↳ button is the one worth remembering. A step you forgot in the middle of a long checklist no longer has to go on the bottom and get moved up one row at a time — put it exactly where it belongs the first time.

What the order actually controls: the sequence you set is how the checklist reads in the template editor. Once you apply it to a trip, the tasks are sorted by due date (then priority), so what you see on the trip follows the dates rather than your template order. Think of the ordering as making the template readable to you, and the anchors below as what drives the real schedule.

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:

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.

A new task starts at 0 days after trip start, which means due on the departure date. Change the number, before/after, or the anchor to suit. What the row says is what the task gets: a task only comes in without a due date when you choose No due date, or when the trip is missing its anchor date.

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 and click the Docs & Tasks tab — the Tasks section lives there. 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.

This works one trip at a time. There is no way to add a checklist to several existing trips in one step, which is why auto-apply (below) is the better fit for a list every trip needs.

Auto-Apply: Let Checklists Run Themselves

You can have a template apply itself automatically so you never have to remember. In the template editor, When should this checklist appear? offers two choices: I'll add it myself (it stays on the shelf until you add it from a trip) or Automatically. Choose Automatically, then under Starting when… check any of:

• Trip created
• Proposal accepted
• Booking confirmed

Then pick the suppliers under On trips with…, so a Carnival list stays off a Royal Caribbean booking. Underneath, the editor tells you what this means in practice: Your next Royal Caribbean trip gets these 9 tasks when its booking is confirmed, and how many of your open trips match today.

If you leave the supplier empty, the list goes on every trip. The editor warns you (No supplier picked. This list would go on all 42 of your trips.) and won't save until you tick Yes, put this on every trip. That is right for a list every trip needs, such as an admin checklist. It is wrong for a supplier list: an agency that turned on all its supplier checklists with no supplier got every one of them, Sandals and Disney alike, on every booked trip.

Each card on the shelf shows how it works: Added by hand, or Automatic · Booking confirmed · Royal Caribbean.

From then on, whenever that event happens, the checklist's tasks appear on the trip on their own, with no clicking. Choose I'll add it myself to keep a template manual-only.

Trip created covers every new trip, however it starts: one you add with New Trip, a trip made when you convert a lead, a trip created from a form submission, a duplicated trip or proposal, and a trip added through Zapier, Make or the API. Two kinds of trip are left out on purpose: trips brought in by a CRM import (history, where fresh to-dos would land on trips that already happened) and the individual traveler trips inside a group booking.

Adding a list to the trips you already have

Auto-apply fires when the event happens, so a trip that reached that point before the list existed never gets it on its own. That covers trips whose booking was confirmed last month, and trips you imported from another CRM with their bookings already in place.

Open the checklist again and the editor counts them for you: 351 open trips that already reached this point don't have this list yet · Add them. Click Add them, check the note, and click Add to 351 trips. You'll see the progress as it goes.

• It only counts open trips: not finished, not marked Lost or Closed. Past trips are left alone.
• It respects everything the list is set to: its suppliers, trip and booking types, On group trips, and for a personal list, only your own trips.
• Each trip gets the tasks still ahead of it, dated from its own trip dates. Tasks whose date has already passed are left off, and so are tasks timed from When added: for a trip booked months ago, "7 days after the list is added" is a step already behind it. Nobody inherits a pile of overdue to-dos, or the same follow-up due on 300 trips at once.
• Nobody is emailed or notified for these tasks. They simply appear in Docs & Tasks and on each person's task list.
• A trip that already has the list, whether it arrived on its own or someone added it by hand, is skipped, so clicking it twice is safe.

If you change the list's triggers or suppliers, save first: the count reflects the saved list.

Watch for doubles with automations. If an automation's Create Task steps make the same tasks as the list (say "45-Day Check-In" in both), the editor names that automation in an amber note. A trip on both would get each task twice, so keep each task in one place: the list or the automation.

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.

Coming from Another CRM?

You mostly do not have to retype them. Click Import a Checklist on the Task lists shelf (Library → Templates → Task lists), then either paste your lists in as text or upload screenshots of them, up to ten files at once. Each checklist comes back as its own template with its timing already read off the wording, so a whole library moves in one go rather than one list at a time. Tick the ones to keep and save. Nothing is written until you do, and nothing that lands starts applying itself to a trip until you switch that on yourself.

Most of the rest carries straight over too. Two things work differently here, and knowing which is which saves a lot of hunting.

A task reminds you. An automation sends.

That is the whole rule, and it is worth reading twice if you are coming from a system where a single task could also mail the client.

A task is a to-do for you. It shows up on the trip, it has a due date, you check it off.

An automation is what actually sends an email to a client. Its steps pick an email template and a trigger, and the trigger list is much richer than a task's due date can be: departure and return windows, deposit and final payment deadlines, when a form is submitted, a client's birthday, and more.

So a checklist step like "send the welcome email" can be built either way, and the right choice depends on one question: do you want to decide each time?

• Yes, you want to decide. Keep it as a task. The reminder lands on the trip, you read the situation, and you send the email from the trip when you are ready. This is the right shape for anything conditional, like an inquiry you might decline.
• No, it should just go. Build it as an automation instead, and let the task be a one-time reminder to switch that automation on. That is why so many advisors title a template step "ACTIVATE the … automation".

Neither one is a workaround. They are two different jobs, and most advisors end up using both on the same trip.

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.