A task template is a reusable checklist for your artist group. When you apply it to a booking, Optune creates individual tasks with the titles, descriptions and assignees saved in the template. Relative due dates are calculated from the booking's Show start date.
This article is for artists and artist team members. Artist-group tasks belong to the artist's workflow. Your agency's tasks are managed separately.
Two important rules: changing the booking date does not automatically move the due dates of tasks you have already created. Applying the same template again creates additional tasks, including duplicates of matching tasks.
Before you start
You need access to Templates > Task in your artist group. Being able to create an ordinary task does not necessarily give you access to the template library. If Templates is missing, ask your artist-group administrator to check your access.
Use a booking with the correct Show start date before applying a template. Check the people assigned to the template's tasks: those assignments are copied to the resulting booking tasks.
For ordinary booking tasks, general tasks, completion and tasks without a due date, see How do I create and manage artist tasks?.
Create a task template
Open Templates in the main navigation.
Select the Task tab.
Click Add template. The dialog is titled Save as template.
Enter a descriptive Template name, such as "Club night production checklist". Add Tags and a Description if useful.
Click Add. Optune creates the template and opens its task list.
Under Tasks, click New item.
Enter the task's Title and Description. Use a clear action, such as "Confirm the venue running order", and explain what the person should check.
Select the responsible person under Assigned to. This field is required in the template task form.
Enter the number of days in Due date (offset). Use the rules below to choose the correct value.
Click Add to save the task to the template. Repeat from New item for each additional task.
The saved list shows each task's assignee and relative timing, for example Due 7 days before event, On event day or Due 2 days after event. Check these labels before using the template.
Understand negative, zero and positive offsets
The offset is a number of days relative to the Show start date, not the start or end of the Operational period.
For example, a DJ's show takes place on 21 November 2026, while the Operational period begins on 20 November for travel and preparation. The tasks below are still calculated from 21 November:
Template task | Due date (offset) | Resulting due date |
Confirm the venue running order | -7 | 14 November 2026 |
Review the touring equipment checklist | 0 | 21 November 2026 |
Review the production handover | 2 | 23 November 2026 |
Negative values schedule the task before the show date.
0 schedules the task on the show date.
Positive values schedule the task after the show date.
The template form starts with 0. Clearing this offset field returns it to 0, which is saved as On event day. Do not use a blank offset to mean "no due date". If you need an undated task, create an ordinary task directly and leave its Due date empty, as explained in the artist task guide.
Apply a template to a booking
Open the booking. If a booking preview appears, click Edit details.
Select the booking's Tasks tab.
Click the cube icon beside Booking tasks and choose Select template.
In Choose template, select the required template card. Use the template search or artist filter if needed.
Click Select template to apply it.
Check the resulting task list. Confirm the titles, assignees, due dates and Open status.
Applying the template creates the booking tasks directly. You do not need to click the booking Details Save button to create these tasks. Reopen the booking if you want to confirm the saved result.
Applying a task template creates tasks. It does not populate the booking's Schedule section. To reuse production timings such as load-in, soundcheck and the headline set, use a booking schedule template.
What happens if the show date changes?
The due dates of tasks already created from a template remain unchanged when you edit the booking's Show date.
For example, applying the checklist to a show on 21 November creates tasks due on 14, 21 and 23 November. If you later move the show to 28 November, those existing tasks still show 14, 21 and 23 November. Review each task and update its Due date to match the revised plan.
To change an existing task, open it, edit its Due date and click Update. Recheck the saved date in the task list. Also review descriptions that contain a specific event date or production time.
Do not reapply the template just to move existing deadlines. Reapplying creates another set of tasks; it does not reschedule the existing set.
What happens if I apply a template twice?
Each application adds tasks to the booking. A second application of a three-task template creates three more tasks, even when matching titles already exist.
Before applying a template, check the booking's task list. If you applied it twice by mistake, compare the matching tasks, including their descriptions, assignees, due dates and completion status. Keep the task that contains the work you need to retain.
To remove an unwanted duplicate, open its row menu, choose Delete and confirm Yes, delete. Check that one intended copy remains. This removes the selected task; it does not remove the template from the library.
Troubleshooting
The due date is one day different from what I expected. Check the booking's Show start date and the offset sign. The Operational period may begin earlier for travel, but it is not the reference date for this calculation.
I wanted a task with no deadline, but it is due on the show day. A template offset of 0 means the show day. Clearing the offset field also returns it to 0. Use an ordinary task with an empty Due date when you need no deadline.
My tasks did not move after the show was postponed. Existing task due dates are retained. Update the relevant tasks individually and check any dates written in their descriptions.
I see duplicate tasks. Check whether the template was applied more than once. Each application adds a new set. Review the copies before deleting any task that may contain completed work or updated information.
I can use Tasks, but I cannot see Templates. Ask your artist-group administrator to check template access. Ordinary task access and template administration are separate parts of the workflow.