What are workflow templates and why should you use them?
Updated
by
Chris Storms
What are workflow templates?
A workflow template is a reusable blueprint for a process consisting of multiple tasks.
Instead of creating the same workflow again and again (e.g. onboarding), you can create it once as a template and reuse it whenever needed.
How are templates related to tasks and workflows?
In Tasks & Workflows, there are 3 levels:
- Task → a single action (e.g. “Sign contract”)
- Workflow → a group of related tasks
- Workflow template → a reusable version of a workflow
Why use workflow templates?
Workflow templates help you save time and reduce errors:
- Reuse the same workflow multiple times
- Add all tasks automatically when creating a workflow
- Ensure consistency in your processes
Typical examples:
- Onboarding a new employee
- Offboarding
- Contract updates
How does it work?
- You create a workflow template with tasks
- You reuse this template to create a real workflow
- Tasks are automatically generated when you create the workflow
What’s the difference with a workflow?
Workflow template | Workflow |
Template / blueprint | Real process |
No "About" employee yet | Linked to an "About" employee (optional) |
No due date yet | Can have a due date |
Reusable | One-time use |
👉 A template only becomes active when you create a workflow from it.