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Task Templates
A task template is a reusable checklist applied to a booking in one click, with the dates calculated from the event date.
Creating a template
Give it a name, then add items. Each item carries:
| Field | Notes |
|---|---|
| Title | What has to happen |
| Description | Detail, shown to whoever the task belongs to |
| Days before event | The offset that sets the due date |
| Requires a document | Turns it into an upload request |
| Assigned to | Staff or the renter |
| Notify on due / on complete | Who hears about it |
Days before event
This is what makes templates work. An item due 30 days before lands on the right date whether the booking is in September or next March.
Applied to a wedding on 14 June, "Certificate of insurance received, 30 days before" becomes due 15 May.
Requires a document
Flag an item and the renter sees an upload request in their portal. Their upload files itself against the booking with the right label and completes the task. See Tasks.
Use it for every piece of paper you need: certificates of insurance, alcohol permits, vendor licenses, health department approvals.
Applying a template
On a booking's Tasks tab, or at creation. The whole checklist lands with the dates already calculated.
You can apply more than one template — a base checklist plus an alcohol-specific one — and add individual tasks on top.
A starting checklist
| Item | Days before | Requires document |
|---|---|---|
| Signed agreement returned | 60 | — |
| Booking deposit paid | 60 | — |
| Certificate of insurance received | 30 | Yes |
| Alcohol permit filed | 30 | Yes |
| Final headcount confirmed | 14 | — |
| Balance paid in full | 7 | — |
| Setup plan confirmed | 3 | — |
| Keys and access issued | 1 | — |
Adjust the numbers to your policies and you have covered most rentals.
Several templates
Worth having a few:
- Standard rental
- Event with alcohol — adds the permit and the insurance rider
- Recurring booking — lighter, since the paperwork is annual not per-occurrence
- Large event — adds staffing, security, and parking plans
Reminders
Tasks chase themselves. Per-task schedules override the account defaults in Settings → Reminders.