When you improve a task template, you can now update all client plans that use it. This ensures every client benefits from your refined workflows without recreating their entire task plan.
What This Means for Your Practice
Task templates are the foundation of consistent service delivery. But until now, once you created a client's plan from a template, those tasks were disconnected—improvements to the template didn't reach existing clients.
This update changes that. When you refine a template (better checklists, clearer descriptions, optimized timing), you can push those improvements to active client plans. Whether you're standardizing 10 clients or 200, the update process takes minutes instead of days.
Important: Template updates overwrite any custom changes made directly to client tasks. The system warns you before this happens, but review carefully before confirming.
What Can Be Updated from Templates
When updating client tasks from template changes, you can modify:
Task title - Standardize naming conventions
Task topic - Recategorize for better reporting
Checklist items - Add new steps or remove outdated ones
Priority flags - Mark as Important or Extra work
Description - Update instructions or requirements
Client portal assignment - Share with clients automatically
Custom fields - Add data collection requirements
Time estimation - Set expected duration
Email automation - Attach automated reminders
Attachments - Include standard documents
Recurrence/dates - Adjust timing and frequency
Prerequisites:
Task template exists in Settings & Apps → Tasks → Templates
Client plans were created from this template
You have admin access to affected clients
Step 1: Access Your Task Template
Go to Settings & Apps from the main menu
Click on Tasks app
Select the Templates tab
Find and open the template you want to modify
Step 2: Make Your Template Changes
Edit any of the updateable fields mentioned above:
Modify task titles for clarity
Update checklists with new compliance requirements
Adjust recurrence patterns (e.g., monthly to quarterly)
Add email automations
Update time estimations based on actual data
Step 3: Choose Update Scope
When saving template changes, you'll see the update options:
Choose which clients to update:
All clients using this template
Individual clients (select from list)
Choose which tasks to update:
All tasks from this template
Specific tasks only (select from list)
Choose which task items to update:
Select individual fields (title, checklist, dates, etc.)
Or select all items to completely sync with template
Step 4: Set Task Regeneration Date
'Repeat tasks from' date determines when updated tasks start generating:
Current month: Updates apply to existing tasks starting this month forward
Future month: Preserves current tasks, applies updates from selected month forward
Past month: Regenerates tasks backward from that date
NB! If you select a past date and clients have tasks with 'New' status before that date, those tasks may be deleted and regenerated.
Step 5: Review and Confirm
Before finalizing:
Review summary showing:
Number of clients affected
Number of tasks being updated
Which task items will change
Start date for changes
Warning message: "Custom changes to client tasks will be overwritten"
Click Confirm to apply updates
