Task templates in Keka PSA are designed to streamline project management by allowing users to create and reuse sets of tasks. Once defined, these templates can be easily replicated across multiple projects, saving valuable time for organizations that often manage similar types of tasks. With task templates, you have the ability to construct a detailed project framework by incorporating phases and tasks, ensuring a structured approach to project execution.
To create a task template, first navigate to the Project section by clicking on Project (1). Next, select the Projects (2) section and locate the Task Templates (3) tab. Once there, click on the +Add Template (4) button to initiate the process.
A new overlay window will appear, allowing you to enter a Name for your task template and an optional Description.
After clicking Add, your new template will appear in the Task Templates list, allowing you to begin adding Tasks and Phases to it.
How to Add Tasks and Phases to a Template Individually
To begin, let's focus on adding phases to your template before incorporating tasks within those phases. However, it's important to note that tasks can also be added individually, outside of any designated phase.
To add a phase, click on the +Add Phase option. A prompt will appear where you can enter the name of the phase. Once you’ve entered the name, simply click the 'tick' icon to save your changes.
You can now create multiple phases as needed and include tasks within each phase by selecting the +Add Task option located beneath the specific phase.
Just like adding phases, enter the task name in the provided field and then click on the 'tick' icon to confirm and save your entry.
If you select the +Add Task option from the top ribbon of the template after adding phases, the new task will automatically be assigned to the last phase created.
To efficiently add multiple tasks and phases to a template simultaneously, you can utilize the bulk import feature. Simply click on the Import from Excel icon to get started.
This will open the Bulk Import Tasks/Phases feature, where you can start by downloading the Excel Template.
In the downloaded spreadsheet, you can input as many tasks and phases as needed, along with optional descriptions for each task. Once you have filled out the template, simply click the Upload Excel File button to import your data. For a more detailed guide on this process, please refer to the linked article.
All tasks that belong to a specific phase must have the corresponding phase name listed next to them in the Excel sheet.
Once your task template is created, you can effortlessly apply it to any project. For detailed instructions on how to do this, please refer to the linked article: Adding and Modifying Tasks in Projects