Last updated September 14, 2026
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.)
On a multi-advisor team there are two kinds of template on this page:
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.
Every task row has four small buttons in its top-right corner:
| Button | What it does |
|---|---|
| ↑ / ↓ | Move that task up or down the list. The arrow is greyed out at the top and bottom, so you can't push a task off either end. |
| ↳ | Insert a brand-new blank task directly below this one. |
| ✕ | Remove the task. |
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.
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.
Open any trip and click the Documents 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.
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:
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.
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.
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.
| In your old system | In JourneyFuse |
|---|---|
| Notes / details on the task | Description — same thing, and it takes formatting |
| "X days after the task import date" | X days after "when applied" — the day the checklist lands on the trip |
| "X days before departure" | X days before "trip start" |
| A template that runs itself on an event | Auto-apply this checklist when… at the bottom of the template |
| A due time ("at 5:00pm") | Not available. Task due dates in JourneyFuse are dates, not times. |
| An action on the task, like "send this email" | Not on a task. Sending lives in Automations. |
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?
Neither one is a workaround. They are two different jobs, and most advisors end up using both on the same trip.
A typical advisor keeps a few templates:
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.
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