Start from templates

Before you start

A template is a starting point you use again: a project’s tasks and milestones, an invoice’s lines, your pipeline’s stages, or how long your cycles run. Each kind has its own gallery, a large window of cards, each with an abstract picture, a name and a description.

• Project templates: Settings → Clients → Project templates, which used to be called Kickoff templates, and Apply template on a project page.
• Invoice and quote templates: Settings → Invoicing → Invoice templates.
• Stage sets and follow-up cadences: Settings → Clients → Pipeline.
• Cycle cadences: the Cycles page, and a project’s Cycles section.

Owners and admins look after what is in each gallery. See Drafts and publishing for who can do what.

Pick a card from the gallery

Each gallery has two shelves. From Scoped holds cards Scoped wrote, and each says what it assumes: Remodel kickoff, for example, runs from design sign-off to the final walkthrough and is paid in four parts. Yours holds your workspace’s own templates.

1. Open the gallery for the kind you want. Search by name if the list is long.
2. Read the cards. A project template shows its outcomes, a stage set its stages, and a cycle cadence how long each cycle runs and the day it starts, such as 2 weeks · starts Monday.
3. Choose Add to my templates. Scoped copies the card to Yours, so you can rename or change it without changing Scoped’s original. A card you already added shows Added.
4. Open your copy from Yours to edit it. Changes apply to what you start next; projects already started from it stay as they are.

Cards for the kind of work you chose when you signed up come first and say Suggested: a builder sees Remodel kickoff and Install job first, a photographer Photo session and Wedding coverage. Every card is still there for anyone.

Adding a project template that has a default cycle cadence adds that cadence to your cycle cadences too. Owners and admins add cards from Scoped; for invoice and quote templates, people with Manage access to invoicing do.

If you chose Keep jobs and crew current when you signed up, the first step of your setup checklist is Pick how you work. It opens the project templates gallery: choose Use this one on the closest card, and its copy opens for you to rename or change.

Start a project from a template

A project template holds tasks and outcomes. A task has a title, optional notes, and how many days after the start it’s due. An outcome is a milestone the project delivers, such as Design sign-off or Private beta: a name, how many days after the start it’s due, and, if you like, its share of the quote, such as 30%. A template can also name a default cycle cadence.

1. Mark the deal won, then choose Review kickoff on the deal, or Start work on its accepted quote.
2. Choose the template, the delivery team and the start date. Only published templates are offered.
3. Create the project. Scoped adds the template’s tasks, and its outcomes as milestones, each dated from the start date.

For a project that already exists, choose Apply template on the project page. It adds the template’s outcomes as milestones and its tasks, dated from the project’s start date, or from today if it has none, and gives the tasks to the project’s lead. Nothing is added twice: an outcome the template already added, or a task with the same title, is skipped, so applying it again is safe.

Stage sets and cadences

Apply a stage set in Settings → Clients → Pipeline to replace your stages with the set’s, in its order. It works only while your pipeline has no deals in it. After that, edit stages one by one so every deal keeps its column. Only owners and admins change the pipeline.

Apply a cycle cadence on the Cycles page to create cycles for a team. The new cycles run back to back from the end of the team’s last cycle, or from today, and start on the cadence’s weekday when it has one, such as Monday for Two-week sprints. To create cycles that pace one project, apply the cadence from the Cycles section on the project’s page: they go on the project’s team.

Follow-up cadences, such as Gentle and Persistent, are in Settings → Clients → Pipeline, where owners and admins add and edit them. A cadence is a list of touches, such as a call 3 days after it starts and an email at 7, and what happens after the last one: Scoped asks you, or marks the deal lost as no response.

1. Open the deal and choose Start a follow-up cadence, or let a workflow rule start one, such as the Quiet deal, keep following up recipe for every new deal.
2. On each touch’s day, a follow-up for that touch lands in Actions for whoever owns the deal, with the deal’s contact when it has one.
3. When the last touch is old enough, Scoped adds a follow-up asking what to do, or marks the deal lost as no response, as the cadence says.

A cadence follows a deal only while it stays open in the stage it started in. Moving the deal, winning or losing it, or archiving it ends the cadence; follow-ups it already made stay. Choose Stop follow-ups on the deal to end it yourself. A deal follows one cadence at a time.

Save your work as a template

When a job, an invoice or your pipeline works well, save it as a template so the next one starts the same way. Give it a name and a short description, and it appears on Yours.

• A project: choose Save as template on the project page. Its tasks become the template’s tasks and its milestones become its outcomes, each due the same number of days after the project’s start date. The project needs at least one task or milestone.
• An invoice or quote: choose Save as template on it. The template keeps its lines, payment schedule, notes and terms, without the client.
• Your pipeline: save its current stages as a stage set in Settings → Clients → Pipeline.
• A team’s cycles: save the team’s cadence on the Cycles page: the usual length of its recent cycles and the day they start.

Drafts and publishing

Owners and admins add cards from Scoped, and publish, edit and archive templates. Any member can save a record as a template. In a workspace with more than one person, it lands on Yours as a Draft that only owners and admins see, until one of them chooses Publish. In a workspace of one, it’s published at once.

Drafts can’t be used to start work, so publish one before your team needs it. Invoice and quote templates follow invoicing access instead: people with Manage access to invoicing (owners always have it) add, save, edit and archive them, and what they save is published at once.

What each plan includes

• The galleries, project templates, stage sets and follow-up cadences are on every plan, and so is saving a project or your pipeline as a template.
• A stage set from Scoped works on any plan, like the starting stages. One you made or changed yourself is a set of custom deal stages, which are part of Plus and Pro.
• You can add and edit cycle cadences on any plan. Creating cycles from one needs cycles, which are part of Plus and Pro.
• Invoice and quote templates need invoicing, which is part of Plus, Pro and the trial where it’s turned on for your workspace.

Use templates with your assistant

A connected assistant, such as ChatGPT or Claude, can list your templates of each kind, apply a project template to a project or a cycle cadence to a team, and save a project, your pipeline’s stages or a team’s cycles as a template. It follows the same rules as the person who connected it: in a workspace with more than one person, a member’s saves land as drafts, and no one can start work from a draft. It can’t add a card from Scoped; a person does that in the gallery.