A todo template is a named, reusable checklist of tasks you can drop onto any trip in one click. Build one for your pre-trip prep, your post-trip follow-up, your cruise checklist — then apply it from the trip's Tasks tab and Trips materializes every item as a real, editable todo on that trip.
Where templates live
Templates are managed at Settings → Todo templates (/settings/todo-templates). The index lists every template in your agency — active ones first, then any inactive ones. Click a row to edit; click + New template to start one from scratch.
Templates are scoped to your agency. Other agencies on the platform can't see yours, and you can't see theirs.
What a template holds
Each template has a name, an optional description, and an active/inactive toggle. The real content is the items — the individual tasks the template will create when you apply it.
Per-template
Name — required, up to 160 characters. Shown in the Apply-template menu on every trip's Tasks tab.
Description — optional one-liner. Shown as the gray subtitle in the menu so you can disambiguate similar templates at a glance.
Active — only active templates appear in the apply menu. Toggle off when retiring a template without deleting it.
Per item
Label — the task text. Required.
Notes — optional longer description. Carried to the materialized todo.
Due offset days — days relative to the trip's start date. Negative numbers mean "before"; positive numbers mean "after".
Client-visible — flag tasks the traveler should see on the portal (e.g. "Upload your passport scan").
Reminder — optional anchor + offset + time-of-day.
Assignee placeholders — who the task gets assigned to once applied.
Email automation — optional reminder email the system sends.
Assignee placeholders
A template can't name specific people — the same template applies across many trips with different travelers and staff. Instead you pick from four placeholder roles, and Trips resolves them at apply time:
Agent — the staff user who created the trip.
Primary traveler — the contact flagged primary on the trip.
All travelers — every contact on the trip.
All agents — every staff user in your agency.
Reminder anchors on a template
Templates support three of the four trip-todo reminder anchors. Each item can carry one:
Days from today — fires X days after the agent applies the template (good for "follow up in 7 days").
Days before trip start — fires X days before the trip's start date.
Days after trip end — fires X days after the trip's end date.
Applying a template to a trip
Open the trip and click the Tasks tab.
Click Apply template at the top right. The menu lists every active template in your agency.
Pick a template. The page reloads with every item from the template added as a fresh todo.
Each materialized todo gets its due date computed from the trip's start date + the item's offset. If the trip has no start date yet, the todo lands with no due date — fill it in by hand later. Reminders are resolved the same way: anchor + offset + the trip's dates produces a concrete reminder_at moment.
Editing a task after applying
A materialized todo remembers which template it came from (the row's from_template_id), but it's otherwise fully independent. Edit the label, change assignees, move the due date, complete or delete it — none of that touches the template. The template is the cookie cutter, not the cookie.
Conversely, editing the template later does not propagate to already-applied tasks. The next time you apply the template, the new items show up; the old ones on previous trips stay as-is.