Project Templates will allow you to build your most common project formats into pre-made skeletons which may then be used to create a new project - allowing you to simply add in specific details such as budget, team members and more. To create a new Project Template from scratch follow the directions below.

πŸ“š Learn more by watching the video, continue reading this article, or clicking the button below to experience Project Templates on your own!

Select Projects from the main menu, then click the "Templates" tab followed by "New Template" in the upper-right corner.

🚨 Only users who have a permission access level that includes "Edit All Projects" will have the ability to create or edit a project template.

Clicking "New Template", will open a pop-up on your screen which will ask you for the Template Name, Number, Color, and whether it is billable or non-billable. If needed, these details may be changed or updated at a later time. Once you have all fields filled and selections made, click "Create".

Project Planner (Template Mode)

After creating your new template, you'll be directed to the project planner screen where you will add phases, roles, and rates. This will appear as the same screen displayed when creating a new project. From here, you may begin detailing your template with one of the following methods:

  • Method I - Start with a Budget: This option works best for templates that are based on a specific budget commonly used for multiple projects. For example, you may work on several projects for the same client with a common budget of $100,000.

  • Method II - Start with a Phase: This option works best if you would like to include all details of a project including phases, roles, and rates, and leave the budget blank for you to update once the project has been created from the template. This is the most common method used.

Method I - Start with a Budget

To use this method, click the editor icon to open the Budget Calculator as shown in the image below.

Here is what to enter for each section of the Budget Calculator:

  • Total Fee - The total amount you will be invoicing your client for this project. Click onπŸ”’ to lock this when this fee is fixed and should not be changed.

  • Consultants - The total amount you will allocate towards your consultants.

  • Project Budget - The "working" budget for your project after you've accounted for any consultant fees. This will later be used to allocate team hours and calculate your progress. Click onπŸ”’ to lock this when the budget is fixed and should not be changed.

After you click "Update" you'll be prompted to start adding phases to your template as you would when building a standard project for the first time.

Revising existing Budget within a Project Template

If you need to change the budget or any information within the Budget Calculator you may do so by clicking on "Total Fee". Any changes made within the Budget Calculator will only update the information on the Project Planner line as shown below.

Any details within each Phase regarding Budget or Percent will not be changed automatically. Please ensure that you revisit each phase and adjust the phase budget or percent based on any revisions made in the Budget Calculator.

Method II - Start with a Phase

To use this method, click "Add a Phase" and select your first phase from the drop-down list.

Here are the fields to edit for every Phase you add to your template:

  • Linked Phase: Use this to chain link phases together. For instance, if Schematic Design must be finished before Design Development starts, link Design Development to Schematic Design. When you link phases together, if the ending date of the phase is shortened or extended, the linked phase will automatically adjust to starting on that new date. All phases except the starting phase of a project can be linked to a prior phase.

  • Date Range: Pick your starting and end dates for the specific phase, adjustable at any time. Don't forget this step, we can't show you our fancy Money Gantt chart without a date range.

  • Fee Type: Pick between "Fixed" or "Hourly". If it's hourly, you'll be asked for the Max Cap which can be adjusted by clicking on the lock icon. Hourly projects do not count towards your allocated budget.

Pre-Select Consultants

In the consultant tab, you can add all the types of consultants that might be associated with this template. For example, for residential work, your template might always include "Surveyor" or "Lighting". If you have a default amount always paid to consultants you can add that estimate here or leave blank.

General Project Information (Template Mode)

After creating your new template, you'll be directed to the General page for this specific template Here you will add and store details about the template including project information and notes.

  • Name: Name of the project template, editable at anytime

  • Billable vs Non-Billable: The current billable status of the template

  • Number: Add a number to match your organization actions or build a numbering system

  • Color: Add color to match your organization actions or build a color-coding system

  • Notes: Special notes or directions you want to be associated with this template, you will not want to add any specific tasks or milestones in this section.

When you have finished adding in all general information, you may click "Done" in the upper-right corner to save your template πŸŽ‰

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