In Aptly, task templates make it easy to standardize and manage recurring workflows. They allow you to predefine tasks, assign them to specific users, and set due dates — without needing to manually update your automations every time.
Task templates are also essential for task completion automations, as a task template must be used in order to trigger an automation when a task is completed.
Accessing Task Templates
All task templates are located under the Templates section.
- Click the book icon in the right navigation menu.
- Select Task Templates from the list.
- Here you’ll see all existing templates and can create new ones.
Creating a New Task Template
- Click New Task List.
- Enter a title for the template.
- Use a descriptive name so you can easily identify it later.
- Optionally, select an assignee.
- Any tasks in this template will automatically assign to this user.
- If no assignee is selected, tasks will assign to the card assignee by default.
- Choose whether tasks should be sequential.
- When toggled on, tasks will appear one at a time in order — the next task appears only after the previous one is completed.
Adding Tasks to the Template
To add tasks, click Add Task and select the task type.
You can create any of the four supported types:
- To-Do
- SMS
- Call
Each task type has different setup options:
To-Do Tasks
A general task for reminders or follow-ups.
- Add a title, assignee (if different), and due date.
- Add form fields or merge fields to add more details to the task.
- Form fields allow users to update fields while in the task.
Email Tasks
Used to send prewritten emails.
- Select a contact type (e.g., Applicant, Owner, Vendor).
- Choose the inbox the email should come from.
- Select an email template to include in the task.
This ensures the correct contact automatically populates when the task is added to a card.
SMS Tasks
Similar to email tasks.
- Select a contact type, inbox, and SMS template.
- The text message will prefill when added to a card.
Call Tasks
Used to schedule or log calls.
- Select the contact type to call.
- Add discussion notes or talking points.
- The call outcome will be recorded once the task is completed.
Setting Task Details
For each task in your list, you’ll find task settings on the right-hand side:
- Priority: Set to Low, Medium, or High.
- Due Date: By default, tasks are due “When fired: Today.” You can adjust this to:
- Be based on a specific date field from the card (e.g., Move-In Date).
- Occur a certain number of days before or after that date field.
Overriding Task Assignments
If you need a specific task within the template to go to a different user:
- Click the three dots next to the task.
- Select Override Assignment.
- Choose to assign to a specific user or a contact field (e.g., Property Manager).
This is helpful for templates that span multiple roles or departments.
Saving and Using Your Task Template
Once you’ve added all tasks and configured your settings:
- Click Save to add the template to your task list.
- It will now be available for manual use or automations.
Using Task Templates
You can apply task templates in two ways:
1. Manually on a Card
- Open a card.
- Scroll to the Tasks section.
- Click the three vertical dots and select Load Template.
- Choose your task template from the list to load it onto the card.
2. Via Automation
To automatically create tasks when certain conditions are met:
- Go to Automations and create a new one.
- Set your trigger (e.g., When a new card is created, On stage change, etc.).
- For the action, select Create Task.
- Choose From Template and select your task template.
- Review the automation details and click Save.
Tip: Using task templates in automations ensures consistency and makes it easy to update processes without editing multiple automation rules.
Best Practice
Use task templates for recurring workflows like move-in checklists, lead follow-up sequences, or maintenance request handling.
If you ever need to adjust the workflow, simply edit the task template.