A task template is a reusable checklist for your agency. Applying it to a booking creates individual tasks with the saved titles, descriptions and assignees. Due-date offsets are calculated from the booking's Show start date.
This article is for booking agents with access to the agency's template library. Agency tasks are separate from the artist group's tasks.
Before you start
Check the booking's artist and Show start date before applying a template. A template can be associated with a specific artist, and the assignees saved in its tasks are copied to the resulting booking tasks. Review those people before applying an old checklist.
You need access to Templates > Task. If Templates is missing, ask your agency administrator to check your access. For ordinary tasks, completion and manual deadlines, see How do agents create and manage tasks?
Create an agency task template
Open Templates in the main navigation and select the Task tab.
Click Add template. In Save as template, enter a descriptive Template name, such as “Club show production checklist”.
Use Specific for artist to associate the checklist with the relevant artist. Add useful Tags and a Description.
Click Add to create the template and open its task list.
Under Tasks, click New item.
Enter the task's Title and Description. Choose the responsible agency team member in Assigned to.
Set Due date (offset) for a relative deadline, or clear the field if this task should have no deadline.
Click Add. Check the saved task and its timing label, then repeat New item for the other checklist items.
Use clear actions such as “Confirm venue running order”. The description should explain what to check and where the final information belongs. A checklist task does not itself create a running-order entry in the booking's Schedules section.
Understand negative, zero, positive and empty offsets
An offset is a number of days relative to the Show start date. It is not calculated from the start or end of the Operational period.
For example, the show is on 28 November 2026, while the operational period runs from 27 to 29 November for preparation and return travel:
Template task | Offset | Result in the booking |
Confirm venue running order | −7 | Due 21 November 2026 |
Confirm show-day handover | 0 | Due 28 November 2026 |
Review post-show production notes | 2 | Due 30 November 2026 |
Review venue feedback when available | Empty | No due date |
Negative values mean days before the show.
0 means the show day. It does not mean “no deadline”.
Positive values mean days after the show.
An empty offset creates an undated task in the current agency workflow. Clear the default 0 explicitly if that is what you need.
The template list shows labels such as Due 7 days before event, On event day or Due 2 days after event. An undated task has no relative-timing label. Check both the template and the resulting booking task.
Apply the template to a booking
Open the booking and select Tasks.
Click the cube icon beside Booking tasks and choose Select template.
In Choose template, find and select the intended template card. Use Search template or Filter by templates for artist if useful.
Click Select template.
Wait for the tasks to appear. Check their titles, assignees, due dates and Open status.
The tasks are created directly when the template is applied. You do not need the booking Details Save button for this action. Reopen the booking to confirm the saved list if needed.
The artist filter helps find relevant templates. Selecting an artist's template does not assign its tasks to that artist's separate crew: review the agency assignees stored in the template.
What if the show date changes?
Existing task deadlines are retained when you change the booking's Show date. Review and update them individually after a reschedule.
For example, a checklist applied to 28 November creates tasks due on 21, 28 and 30 November. Moving the show to 27 November does not automatically move those existing tasks to 20, 27 and 29 November.
Open each affected task, edit its Due date, click Update and check the saved date. Review descriptions for dates or times that also need to change.
Check for duplicate tasks before applying again
Check the current booking task list before applying a checklist. Applying a template adds tasks to the booking; it does not replace the tasks already there.
Do not reapply a template merely to adjust existing deadlines. Edit the existing tasks instead, preserving their descriptions and completion status. If you find unwanted duplicates, compare the copies before removing one.
Who owns the template and resulting tasks?
An agency template belongs to the agency workflow. Resulting tasks are assigned within the agency team. A person who belongs only to an artist's separate team is not automatically an agency-task assignee.
If an assignee is unavailable, ask the agency administrator to review membership and access. Selecting a template does not grant additional booking-editing or financial permissions.
Troubleshooting
The date is earlier or later than expected: check the Show start date and the offset sign. Travel dates in the Operational period are not the reference.
An undated task became due on the show day: check whether the template offset is 0. Zero means the show day; an empty field means no due date in the agency template workflow.
Tasks did not move with the show: update existing task dates individually after a reschedule.
The template is missing: clear the search and check the artist filter. Also confirm that you are using the agency's template library.
The wrong person was assigned: check the assignee stored in each template task before applying it to another booking.