How to Update Client Tasks from Template Changes
TL;DR: When you improve a task template, you can push those changes to all client plans that use it. Select which clients, tasks, and fields to update, then confirm to apply changes in bulk instead of editing each client individually.
Who can do this
Users with admin access to affected clients
A task template must already exist in Settings & Apps > Tasks > Templates
Client plans must have been created from the template you want to update
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Checklist items — add new steps or remove outdated ones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
Step 1: Access your task template
Go to Settings & Apps from the main menu.
Select the Tasks app.
Open the Templates tab.
Find and open the template you want to modify.
Step 2: Make your template changes
Edit any of the updateable fields listed above. For example:
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 will 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 the template
Step 4: Set task regeneration date
The 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 the selected month forward.
Past month: Regenerates tasks backward from that date.
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 the summary showing:
Number of clients affected
Number of tasks being updated
Which task items will change
Start date for changes
Read the warning message: "Custom changes to client tasks will be overwritten."
Select Confirm to apply updates.
Troubleshooting
Template changes did not appear on client tasks: Verify you selected the correct clients and tasks during Step 3. Also check that the Repeat tasks from date covers the period where you expect to see changes.
Client-specific customizations were lost: Template updates overwrite custom changes on matching fields. Before pushing updates, note which clients have custom modifications and exclude them if needed.
Tasks with "New" status disappeared: If you selected a past date in Step 4, tasks with "New" status before that date may have been deleted and regenerated. Use the current or future month to avoid this.
Cannot find the template update option: Ensure you are editing the template from Settings & Apps > Tasks > Templates. The update scope options appear when you save changes to an existing template that is already in use by client plans.