How to create and use note templates
TL;DR: Note templates let you define reusable note structures — like annual reviews, one-on-one meeting agendas, or onboarding checklists — so your team starts from a consistent template instead of a blank note. Templates are available when creating notes on team members, clients, projects, and vendors. Manage templates under Settings, Workforce App, Note Templates.
Who can do this
Company admins and owners can create, edit, and delete note templates
All users on a paid plan can select and use templates when creating notes
The Workforce App must be active for your company
How to create a note template
Go to Settings.
Select Workforce App.
Select the Note Templates tab.
Click Add.
Enter a template name, for example, "1:1 Meeting" or "Performance Review".
Write the template content in the editor — add headings, bullet points, checklists, and any structure your team needs.
Choose who can use the template: Everyone (all admins can see and use it) or Only me (private to you).
If your company uses multiple languages, switch between the language tabs and add content in each language.
Click Save.
How to edit or delete a note template
Go to Settings, Workforce App, Note Templates.
Click the template you want to change.
Make your changes and click Save, or click Delete to remove the template.
Default templates
When the Workforce App is enabled for your company, five templates are created automatically:
1:1 Meeting — talking points, well-being check, what went well, what needs attention, agreed actions
Performance Review — previous period goals, strengths, areas for development, self-assessment, next period goals, development plan, overall rating
Probation Review — expectations vs reality, skills assessment, completed training, employee feedback, decision
Coaching Session — background, discussion summary, employee perspective, agreed actions, follow-up
Recognition — what for, impact, category
All templates are public and available in English and Estonian. You can edit them or use them as a starting point for your own templates.
How to use a template when creating a note
Open a profile with notes — team member, client, project, or vendor.
Go to the Notes tab and create a new note.
Click Choose template in the note editor footer.
Browse or search for the template you want.
Click the template to load its content into the editor.
Customize the content — add names, dates, and relevant details.
Click Save.
Note: The template provides starting content only. Once you save the note it is fully independent — changes to the template do not affect previously created notes.
Template pools are separate by context
Each area — team members, clients, projects, and vendors — has its own template pool. A template created from a client note will not appear when creating a project note, and vice versa. This keeps template lists focused and relevant to the context you are working in. Create templates directly from the template selection dialog within each context.
Good to know
Templates do not support dynamic placeholders — content must be customized manually after selection
Templates are scoped to your company and cannot be shared across companies
There is no version history — saving a template overwrites the previous content
To find notes created from a template, use the filter bar — see How to filter and search notes
To restrict who can see or edit a note after creating it, see How to set permissions on notes
Troubleshooting
The Note Templates tab is not visible in Settings — The tab only appears when the Workforce App is active and you are logged in as an admin or owner. Go to Settings, App Store, confirm the Workforce App is activated, and verify your account role.
A template created by another admin is not visible — The template may be set to Only me. Ask the creator to change the access level to Everyone and save.
Template content appears in the wrong language — Content for that language tab may not have been added. Open the template, switch to the missing language tab, add the content, and click Save.
A template I created in client notes does not appear in project notes — Each context has its own template pool. Create a separate template from within the project notes context.