Board Templates and Reusability

Difficulty: Intermediate

Overview

Setting up a new taskboard from scratch every time is time-consuming and error-prone. You have to recreate sections, configure settings, define layers, and establish workflows repeatedly. Board templates solve this by letting you save proven board structures as reusable blueprints.

Whether you're running recurring sprints, managing similar client projects, or standardizing team workflows, templates ensure consistency, save setup time, and help new team members start with best practices. This guide teaches you how to create templates from existing boards, customize them with variables, apply templates to new boards, share templates across your organization, and manage template versions.

What You'll Learn

• How to create a board template from an existing board
• Using template variables and placeholders for customization
• Applying templates to create new boards
• What to include and exclude from templates
• Sharing templates with teams and organizations
• Managing template versions and updates
• Template best practices for different use cases
• Common template patterns (sprint, client project, product launch)

Prerequisites

• A Waymaker account with access to taskboards
• At least one existing, well-configured taskboard to use as a template source
• Understanding of board creation (see Creating Your First Taskboard)
• Understanding of board settings (see Board Settings & Configuration)
• Admin or Owner permissions (to create and share templates)

Understanding Board Templates

What is a Board Template?

A board template is a saved blueprint that captures:

• Board structure (sections, workflow)
• Layer hierarchy (if applicable)
• Board settings and configurations
• Default tags and priorities
• Sample tasks (optional)
• Member roles and permissions (optional)

When you create a new board from a template, Waymaker duplicates this structure, giving you a pre-configured board ready for immediate use.

What Templates Include

Always Included:

• Section names and order (Backlog, In Progress, Done, etc.)
• Layer structure (parent-child hierarchy)
• Workflow configuration
• Board settings (privacy, notifications, etc.)
• Custom fields and their configurations

Optionally Included:

• Sample/placeholder tasks
• Task descriptions with instructions
• Checklists and acceptance criteria templates
• Tags and labels
• Member assignments (as placeholders)

Never Included:

• Actual team members (you add them after creation)
• Specific task details from original board
• Comments and activity history
• File attachments
• Completed work data

When to Use Templates

Recurring Workflows:

• Sprint planning (same structure every 2 weeks)
• Weekly team meetings
• Monthly reporting cycles
• Quarterly goal setting

Standardized Processes:

• Client onboarding workflow
• Product launch checklist
• Hiring process
• Content production pipeline

Team Consistency:

• Ensure all team members use the same structure
• New team members start with best practices
• Cross-team collaboration with shared structures

Rapid Scaling:

• Quickly spin up multiple similar projects
• Replicate successful board structures
• Franchise model (same process, different clients)

Creating a Template from an Existing Board

Step 1: Prepare Your Source Board

Before saving as template, ensure your source board is in ideal state:

Clean Up:

• Delete test tasks and incomplete work
• Remove temporary or one-off tasks
• Archive or delete old completed tasks
• Clean up unused sections

Optimize Structure:

• Rename sections to be generic ("Design Phase" not "Widget Design")
• Organize layers logically
• Simplify custom fields (remove project-specific ones)

Add Instructions:

• Create placeholder tasks with instructions
• Example: "Add user stories here" task in Backlog section
• Use task descriptions to guide template users

Review Settings:

• Check privacy settings (will this be shared?)
• Review notification defaults
• Verify workflow configuration

Step 2: Save Board as Template

From Board Menu:

1. Open the board you want to save as template
2. Click board menu (⋮ three dots) in top-right
3. Select "Save as Template"
4. Template creation dialog opens

Template Details:

Template Name (required):

• Use descriptive, searchable names
• Good: "2-Week Agile Sprint Template"
• Bad: "Template 1" or "My Board"

Template Description (recommended):

• Explain what the template is for
• Who should use it
• What it includes
• Example: "Agile sprint template with standard sections (Backlog, Sprint Planning, In Progress, Review, Done), sample user story tasks, and 2-week sprint layer structure. Best for development teams running Scrum."

Template Category (optional):

• Choose from: Project Management, Software Development, Marketing, Sales, Operations, Custom
• Helps with template discovery

Visibility:

• Private: Only you can see and use this template
• Team: Your team members can use this template
• Organization: Anyone in your organization can use it
• Public: Available in Waymaker template gallery (future feature)

Include Sample Tasks?

• ☑ Yes: Include placeholder tasks with instructions
• ☐ No: Create empty board structure only

Click "Create Template"

Step 3: Review Template Preview

After creation:

• Template appears in your Template Library
• Preview shows structure without specific data
• You can edit template settings later

Using Template Variables and Placeholders

Template Variables

Variables let you customize templates when creating new boards. They're placeholders that get replaced with actual values during board creation.

Common Variables:

{{PROJECT_NAME}}

• Replaced with project name during creation
• Example: Template has layer "{{PROJECT_NAME}} - Sprint 1"
• You create board for "Waymaker Mobile App"
• Result: Layer becomes "Waymaker Mobile App - Sprint 1"

{{CLIENT_NAME}}

• For client project templates
• Example: Section "{{CLIENT_NAME}} Review"
• Becomes "Acme Corp Review"

{{START_DATE}} and {{END_DATE}}

• Auto-populated from board date range
• Example: Sprint "{{START_DATE}} to {{END_DATE}}"
• Becomes "Oct 1 to Oct 14"

{{TEAM_NAME}}

• Populated from team or department
• Example: "{{TEAM_NAME}} Weekly Standup"
• Becomes "Engineering Weekly Standup"

Creating Variables in Templates

In Template Editor:

1. Edit your saved template
2. Use double curly braces: {{VARIABLE_NAME}}
3. Place variables in:
   • Board name
   • Section names
   • Layer names
   • Task titles
   • Task descriptions

Variable Naming Best Practices:

• Use ALL_CAPS with underscores
• Be descriptive: {{CLIENT_NAME}} not {{C}}
• Document variables in template description

Placeholder Tasks

Instructional Placeholders: Create sample tasks that guide users:

Example Task in Backlog:

Title: [PLACEHOLDER] Add your user stories here
Description:
This is a placeholder task. Delete this and add real user stories.

User story format:
As a [user type], I want [goal] so that [benefit].

Acceptance criteria:
- [ ] Criterion 1
- [ ] Criterion 2

Benefits:

• Shows users how to structure tasks
• Provides examples of best practices
• Can be deleted or replaced easily

Applying Templates to Create New Boards

Creating a Board from Template

Step 1: Choose "Create from Template"

1. Navigate to workspace or board list
2. Click "+ New Board" button
3. Select "Create from Template" (instead of "Blank Board")
4. Template selection dialog opens

Step 2: Browse Template Library

Template Library Sections:

• Your Templates: Templates you created
• Team Templates: Templates shared by your team
• Organization Templates: Templates shared by organization
• Waymaker Templates: Pre-built templates from Waymaker (future)

Search and Filter:

• Search by name or keyword
• Filter by category (Agile, Marketing, etc.)
• Filter by creator
• Sort by most used, newest, alphabetical

Template Preview:

• Hover over template to see preview
• Click to see detailed preview with sections and layers

Step 3: Select Template

• Click template to select
• Preview shows structure
• Click "Use This Template"

Step 4: Customize Template Variables

If template contains variables, you'll be prompted:

Create New Board from "2-Week Sprint Template"

Board Name: [Auto-filled with template name, editable]
PROJECT_NAME: ________________
START_DATE: [Date picker]
END_DATE: [Date picker]

☑ Include sample placeholder tasks

Fill in all variable values. They'll replace {{VARIABLE}} placeholders throughout the board.

Step 5: Configure Board Settings

Standard new board settings:

• Board name (pre-filled, can edit)
• Privacy (Private, Team, Organization)
• Add initial members
• Choose workspace location

Step 6: Create Board

• Click "Create Board"
• Waymaker creates new board from template
• All variables are replaced
• Board opens, ready to use

What Happens During Creation

Waymaker automatically:

1. Duplicates section structure
2. Recreates layer hierarchy
3. Copies custom fields
4. Creates placeholder tasks (if selected)
5. Replaces all template variables
6. Applies default settings

You still need to:

• Add team members
• Assign tasks to people
• Set specific due dates
• Add project-specific details

What to Include and Exclude from Templates

✅ Include in Templates

1. Core Structure

• Section names and workflow
• Layer hierarchy
• Custom field definitions

2. Process Guidance

• Placeholder tasks with instructions
• Checklists for recurring steps
• Task description templates

3. Standards and Conventions

• Tag standards (e.g., "bug", "enhancement", "urgent")
• Priority guidelines
• Naming conventions

4. Default Configurations

• Notification settings
• Automation rules (if applicable)
• View preferences

5. Documentation

• Board description explaining the template
• Instructions for first-time users
• Links to related resources

❌ Exclude from Templates

1. Specific Data

• Actual client names (use variables instead)
• Real project details
• Confidential information

2. Completed Work

• Old completed tasks
• Historical data
• Archived items

3. Time-Sensitive Information

• Specific dates (use variables or leave blank)
• Outdated deadlines
• Past sprint data

4. People

• Specific member assignments
• Individual workloads
• Personal preferences

5. Clutter

• Test tasks
• Experiments
• Temporary sections

Sharing Templates with Teams

Team Template Library

Sharing a Template:

1. Open your template in Template Library
2. Click template settings (⋮ menu)
3. Select "Share Template"
4. Choose visibility:
   • Team: Specific team can use it
   • Organization: All organization members can use it
5. Set permissions:
   • Can use: Others can create boards from template
   • Can edit: Others can modify the template itself
6. Click "Share"

Template Discovery:

• Shared templates appear in Team Templates or Organization Templates section
• Searchable by all members with access
• Usage analytics show how often template is used

Template Governance

For Organizations:

Template Admins:

• Designate template administrators
• They review and approve templates before organization-wide sharing
• Ensure quality and consistency

Template Standards:

• Naming conventions for templates
• Required fields in template descriptions
• Approval workflow for public sharing

Template Categories:

• Organize templates by department, use case, or methodology
• Makes discovery easier for large organizations

Managing Template Versions

Updating Templates

When to Update:

• Process changes
• New best practices discovered
• User feedback on template
• Organization standards change

How to Update:

1. Open Template Library
2. Find template to update
3. Click "Edit Template"
4. Make changes to structure, variables, or settings
5. Click "Save Changes"
6. Template version increments automatically

Version Control:

• Waymaker tracks template versions (v1, v2, v3)
• Each version has changelog (what changed)
• Users can see version history

Applying Updates to Existing Boards

Existing boards created from old template versions:

• Do NOT automatically update (by design)
• Once created, boards are independent
• Updates to template don't affect existing boards

To update an existing board:

• Manually apply changes from new template version
• Or create new board from updated template and migrate

Template Changelog

Best Practice: Maintain changelog

In template description, document changes:

Template: 2-Week Agile Sprint

v3 (Oct 10, 2025):
- Added "Sprint Review" section
- Updated placeholder tasks with acceptance criteria examples
- Added estimation custom field

v2 (Sep 15, 2025):
- Changed "Testing" section to "Review"
- Added 3-layer structure (Epic → Sprint → Story)

v1 (Aug 1, 2025):
- Initial template created

Common Template Patterns

1. Agile Sprint Template

Structure:

• Sections: Backlog, Sprint Planning, In Progress, Review, Done
• Layers: Epic → Sprint → User Story
• Placeholder tasks with user story format
• Custom fields: Story Points, Sprint

Use Case: 2-week development sprints

2. Client Project Template

Structure:

• Sections: Intake, Planning, Execution, Delivery, Closed
• Layers: Project Phase → Deliverable
• Variables: {{CLIENT_NAME}}, {{PROJECT_NAME}}
• Placeholder tasks for recurring deliverables

Use Case: Consulting or agency client work

3. Product Launch Template

Structure:

• Sections: Planning, Development, Marketing, Launch, Post-Launch
• Layers: Launch Milestone → Department → Tasks
• Checklists for pre-launch, launch day, post-launch
• Variables: {{PRODUCT_NAME}}, {{LAUNCH_DATE}}

Use Case: Repeatable product launches

4. Content Production Template

Structure:

• Sections: Ideas, Drafting, Editing, Scheduling, Published
• Layers: Content Type (Blog, Video, Social) → Individual Pieces
• Placeholder tasks for content workflow
• Custom fields: Content Type, Target Audience, Platform

Use Case: Marketing content calendars

5. Hiring Pipeline Template

Structure:

• Sections: Sourcing, Screening, Interviewing, Offer, Onboarding
• Layers: Position → Candidate
• Checklists for interview steps, onboarding tasks
• Variables: {{POSITION_NAME}}, {{DEPARTMENT}}

Use Case: Recruiting and hiring

Troubleshooting

"Template won't save"

Possible causes:

• Board has too many tasks (>1,000)
• Board contains unsupported features
• You don't have Admin/Owner permissions

Solution:

1. Simplify board structure before saving as template
2. Remove unnecessary tasks and data
3. Verify you have Admin or Owner role on the board
4. Try saving with "Exclude sample tasks" option

"Variables aren't being replaced"

Possible causes:

• Incorrect variable syntax (missing {{ or }})
• Variable name misspelled
• Variable not defined when creating board

Solution:

1. Check variable syntax: {{VARIABLE_NAME}} (double curly braces, ALL_CAPS)
2. Ensure variables in template match variable prompts during creation
3. Re-create board and fill in all variable fields

"Template is missing after update"

Possible causes:

• Template was moved to different visibility (Private → Team)
• Template was deleted
• You lost access to the team/organization

Solution:

1. Check different template library sections (Your Templates, Team, Organization)
2. Search for template name
3. Ask team admin if template was archived or deleted
4. Check with organization admin about access changes

Common Mistakes to Avoid

❌ Mistake 1: Including too much project-specific data

Problem: Template saved with client-specific names, dates, and details

Solution: Use variables for dynamic data. Replace "Acme Corp" with {{CLIENT_NAME}}, specific dates with {{START_DATE}}, etc.

❌ Mistake 2: No placeholder tasks or instructions

Problem: Empty template, users don't know how to use it

Solution: Add placeholder tasks with instructions. Example: "Create your design tasks here. See task description for guidelines."

❌ Mistake 3: Templates that are too complex

Problem: Template has 50 sections, 20 layers, 200 sample tasks—overwhelming

Solution: Keep templates simple and focused. Create multiple specific templates rather than one mega-template.

❌ Mistake 4: Never updating templates

Problem: Template created 2 years ago, process has changed, template is outdated

Solution: Review templates quarterly. Update based on feedback and process changes. Archive obsolete templates.

Best Practices

✅ DO

1. Document Your Templates

• Write clear descriptions
• Explain when to use the template
• Include changelog

2. Test Templates Before Sharing

• Create a board from your template
• Verify everything works
• Get feedback from colleagues

3. Use Descriptive Names

• "2-Week Agile Sprint (Scrum)" not "Template 1"
• Include methodology or use case in name

4. Keep Templates Updated

• Quarterly review
• Incorporate feedback
• Archive outdated versions

5. Create Multiple Versions

• Basic, intermediate, advanced versions
• Different sizes (small team vs enterprise)
• Methodology-specific (Scrum, Kanban, Waterfall)

❌ DON'T

1. Don't Over-Customize

• Too many variables = complex
• Keep variables to 3-5 max

2. Don't Duplicate Effort

• Check if template already exists before creating
• Collaborate on improving existing templates

3. Don't Hoard Templates

• Share useful templates with team
• Templates are most valuable when reused

4. Don't Forget to Archive

• Old, unused templates clutter library
• Archive instead of deleting (preserves history)

Quick Reference

Create Template from Board:

• Board menu (⋮) → "Save as Template" → Fill details → Create

Use Template:

• New Board → "Create from Template" → Select template → Customize → Create

Template Variables:

• Use {{VARIABLE_NAME}} in template
• Values filled in during board creation

Share Template:

• Template Library → Template settings → "Share" → Choose visibility

Update Template:

• Template Library → Template → "Edit" → Make changes → Save

Template Visibility:

• Private: Only you
• Team: Your team
• Organization: All org members

---

Related Articles

• Creating Your First Taskboard - Board creation basics
• Board Settings & Configuration - Configure board settings
• Board Organization Strategies - When to use templates vs custom boards
• Layer Organization - Layer structures in templates
• Bulk Task Operations - Manage template tasks in bulk

Next Steps

You now know how to create and use board templates! Ready to continue?

1. Board Organization Strategies - When to create new boards vs use layers
2. Archiving and Cleanup - Manage old boards and templates
3. Using Layers for Agile Projects - Template-ready agile structures

---

Ready for next topic? → Board Organization Strategies