🧩 Effective Use of Job Templates in Client Hub

Standardize processes and streamline your internal workflows with job templates.

Client Hub provides Job Templates that are the foundation for defining how your firm delivers work to clients. These templates are designed to help you quickly build repeatable workflows and reduce setup time for your team when a new client comes on board.

💡 Pro Tip:

Use templates for recurring work like:

Monthly bookkeeping
Quarterly reviews
Sales tax filing
Income tax prep
Payroll processing
Client onboarding

✅ Key Thought Process for setting up a Job Template

The key for all items in a template is to keep it to what is usually the "standard" across your clients. Once you create a specific client's job from this template, you can tweak it to exactly fit that client's needs.

A. Structure

First, consider how you would break the job up into logical chunks of tasks. These chunks become Task Groups

Use a task group to represent a logical section of the workflow. For example, for a bookkeeping job, bank reconciliations, accounts receivable, accounts payable, manager review, finalization may be task groups.

Tasks and Client Tasks

Within each task group, you can define specific tasks that either your firm or your client has to do

B. Assignment

For each task group, you can set who it is typically assigned to. If you have several staff members who do these task groups, you can do one of two things:

If your staff is organized into teams, then you can create different job templates for each team and assign staff, reviewers etc. from each team to their template
If your staff is more a generalized pool across clients, then just select a typical staff member and update the task group assignment when you create a job for a specific client

C. Due Date

Work backward from the job's due date. Then, consider how far ahead of the due date each of your task groups should be due. By setting this as a relative days from the job due date, you can set it as a template and Client Hub will calculate each group's due date when the actual job is created for a client.

D. Dependencies

Finally, consider whether each task group can be done at the same time (in parallel) with the task groups above it. If not (for example, for a task group about a reviewer reviewing the work), then you can set up the task group to be a dependency. Then, this dependency group is "blocked" until the task groups that it depends upon are completed by whoever owns that work.

By defining the group as a dependency, Client Hub helps your team move work smoothly by:

In the job dashboard, this job does not appear for the "blocked" person, until is is ready to be worked
When the task group becomes unblocked, Client Hub automatically sends a notification to the owner of the now unblocked group

✅ What Makes an Effective Job Template

There is no "rule" about how deep you need to define a job template. You can define it as detailed as you think would be useful to your firm in order to quickly set up your workflow for each client.

Each template can include both internal tasks and client tasks, making it easy to apply a standard workflow to any client. And then, you can customize it when a job is created for each particular client.

✍️ Create a Job and customize it

Templates are used to create jobs. A job is a specific piece of work for a specific client. It has specific owners and a specific due date. So, once you've used a template to create a job for a client:

Review each task and task detail to match your firm’s internal processes for that particular client's service needs.
Add any client-specific documents as attachments
Adjust due dates, assignees, and repeating pattern (if this is a repeating job)
(If using time tracking) Budget time for each person to work on this job for this client