A task template is a reusable task you set up once and apply as many times as you need. Instead of recreating the same follow-up for every trip or contact, you build it once and because templates use relative due dates, each task it creates is scheduled automatically based on that trip's or contact's own dates.
To learn how to create live tasks using task templates, see Create and Manage Tasks. This guide covers template-specific features and settings.
🎥 Prefer to watch? See Task Templates | TripLoft Academy for a video walkthrough.
Why Use a Template
Templates are built for repeatable work. Their value comes from two things:
Reuse - Define a task once and apply it to any trip or contact, instead of building it from scratch each time.
Relative scheduling - A template doesn't carry a fixed calendar date. Instead, its due date is calculated from a reference event - like the trip's start date or the contact's birthday - so every task it creates lands on the right day automatically.
Create a Template
There are two ways to create a task template.
From the template library
Navigate to Templates → Tasks.
Click + New Task.
Configure the template and save it.
From an existing task
On any task, open the Actions menu (⋯).
Click Save as task template.
The task's setup is saved as a reusable template, available in the template library.
Set the Task Type
A template's Task Type determines which reference events are available for its due date:
Trip - Scheduled relative to trip milestones.
Contact - Scheduled relative to contact milestones.
Because templates rely on relative timing, choose the type that matches where you'll apply the template.
Configure the Relative Due Date
This is the core of a template. Rather than a fixed date, you set a rule that calculates the due date from a reference event.
For Trip templates, the due date can be set relative to:
After Trip Starts
Before Trip Starts
After Trip Ends
Before Trip Ends
After Task Creation
For Contact templates, the due date can be set relative to:
Birthday
Anniversary
Passport Expiration
Task Creation
Note: When the template is applied, TripLoft needs the reference data to calculate the due date. If it's missing - a contact with no birthday, or a trip without set dates - a warning indicates which field is required.
Apply a Template
Templates are applied in context, from a contact or trip.
On a contact: Open the contact's Tasks tab, click Add Task → From Template, and choose a Contact task template. The task is created and linked to that contact.
On a trip: Open the trip's Tasks section, click Add Task → From Template, and choose a Trip task template. The task is created and linked to that trip.
When applied, the template's relative rule is calculated against that specific trip or contact, and the resulting task appears in its task list.
For example, if a template's due date is set to "7 days before trip starts" and you apply it to a trip starting July 8, the task it creates is automatically due July 1.
Manage Templates
All your templates live in the template library under Templates → Tasks. From there you can open a template to edit its configuration, or remove templates you no longer use.
Editing a task template changes only how it behaves from now on. What happens to places that already use the template depends on how each one references it:
Tasks already created from the template - not affected. Each one is an independent copy made at the moment it was created.
Automation templates that include the task - not affected. An automation template stores its own copy of the task, so it keeps the version it had when it was built.
Workflow templates that include the task - affected. A workflow template references the live task template instead of copying it, so your edits carry through to the tasks it creates.