Create and use team templates – TravelJoy

If you have email, form, task list, invoice, or terms & conditions templates you’d like to share with your team, you can easily do so using TravelJoy’s team templates feature. Templates shared with team members become available instantly, and any updates made to a team template are automatically reflected across all team members’ accounts.

Sharing a team template

To share an existing template with your team, first navigate to the template page under the "Templates" tab in your Dashboard (e.g. email templates). Then, locate the template in the "Private" tab. The “Private” tab shows templates that only you have access to. From here, click the “…” action menu to the right of the template and select “Move to team”:

You can also click "Add team template" in the "Team" tab to create a new template from scratch:

Once moved from "Private" or created in the "Team" tab, your team members will see the template under their “Team” template tabs, and it will automatically appear for them in any relevant template drop-downs throughout TravelJoy.

Editing a team template

You can edit a team template just as you would any other template. Simply locate the template under the “Team” section within the template tab, and click to open:

💡 Any edits made to team templates will automatically update for the entire team once they’re saved. A yellow banner will appear while you’re editing a team template to remind you of this.

If you or team members want to make a private copy of a template for your own use, you can do so in the "..." action menu for each team template:

Using team templates

Shared team templates can be accessed from most template dropdown menus throughout your account.

For example, a team email template will automatically appear anywhere you can select an email template, such as when creating a message from the client’s trip message feed:

Templates will be listed in two sections: “Team” and “Private”.

💡 If your team was using the older template sharing system, those templates will remain in each team member's "Private" templates. They are not automatically replaced by the new shared "Team" version, and any existing tasks, forms, or other template associations will continue using that "Private" version they are currently linked to.

When a team owner converts a template to the new Team templates system, a new shared "Team" version is created. As a result, team members may see two versions of the template: their original "Private" copy, and the new "Team" version.

If you'd like to use the new, synced Team version instead, you'll need to update your existing tasks, forms, or other template associations to select the "Team" template instead of the "Private" one.

FAQs

Can team members still make copies of team templates the way they previously could?

Yes. "Private" copies of team templates can be made through the "..." action menu on team templates:

Private templates (and any edits made to them) will only apply to the template owner

Who can create, edit, and archive team templates?

By default only team owners will be able to create and edit team templates. Team owners can give team members create and edit permissions by visiting the Team settings in their account:

Do I need to reshare templates I already shared with my team?

The short answer is yes. By default, templates that were previously shared have been moved to the "Private" tab for team owners. However, team owners can convert all previously shared templates with one step, by clicking the provided button in the empty "Team" tab:

This one-click option is available until one or more templates have been added as team templates. When clicked, it will convert all email, form, task list, invoice, and terms & conditions templates that were previously shared with your team.

💡 A note for teams already using Team/Private templates: Some teams have been using an early version of Team/Private templates as part of a beta release. If your team is already using Team templates, you don’t need to convert anything. Your templates will continue working as they do today.

Can a shared team template be moved back to “Private”?

While shared team templates cannot be moved back to “Private”, these templates can always be archived if needed from the “Team” section of each template tab:

If you’d like to make a copy of the template within your “Private” tab, you can do so by using the “…” action menu next to the template under the “Team” Section:

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