Project templates are simply normal projects created in the standard way, but they are marked as templates. All available project content can be added to them, the only difference is that only Office and Super admins can edit them. However, all Project managers can copy the content, allowing you to standardise and protect content for all users in your office.
WHY HAVE PROJECT TEMPLATES
Project templates support efficient and reliable project and sales delivery by providing a standardised foundation that teams can build on.
What project templates enable
Standardised workflows and project management
Create a consistent way of working across projects, teams, and offices.
Consistent customer-facing content
Ensure offers, forms, lists, and project outputs follow the same structure, layout, and quality standards.
Faster production of offers and project content
Reuse approved templates instead of creating content manually for each new request.
Higher quality and fewer errors
Reduce manual editing and minimise the risk of mistakes and inconsistencies.
Built-in guidance for users
Add instructions directly into templates to support users while they work.
Secure and controlled content
Protect legal agreements and standard content by limiting editing rights to Office admins.
Support for add-on and additional services
Make it easier to present and include additional services as part of standard project setups.
More time for sales and customer service
Free up time for Project Managers to focus on selling, planning, and delivering great customer experiences.
Efficient reuse of proven content
Copy templates across projects to increase efficiency and consistency.
Easier onboarding of new employees
Help new team members learn Qondor faster and shorten time to productivity.
WHEN SHOULD YOU USE PROJECT TEMPLATES?
Project templates are particularly useful when standard content needs to be adapted for different customers, use cases, or markets, without losing structure or control.
Use project templates when:
Your content needs differ significantly from existing templates
For example, when standard templates require extensive changes to fit the project.
You frequently modify standard proposal content
If large parts of offers are regularly edited during production, templates help reduce repetitive work and improve consistency.
You work with customers who have dedicated products or pricing
Create tailored templates for specific customers while keeping your overall structure standardised.
You often send proposals in multiple languages
Use language-specific templates to ensure consistent content and quality across markets.
WHAT CAN A PROJECT TEMPLATE INCLUDE
Project templates work best when they cover as much of the standard setup as possible. The more you define up front, the less manual work is required later.
Consider including the following elements in your project templates:
Project setup and structure
Project category (if it is always the same)
Project language (if other than default)
Internal remarks and notes
Standard tasks to support consistent project execution
Supplier information
Customer-facing content
Offer front page
Standard offer content, including:
Products
Prices
Articles
Quantities
Default publication status of offer content (published or unpublished)
Terms and conditions
Price structure for the customer (unit prices or package prices, with or without VAT)
Standard margin used for price calculations
Forms, registration, and communication
Default registration or sign-up form
Whether registration forms should be enabled by default
Standard confirmation email sent to bookers
Customer logo and brand colours - applied to programmes and forms
Programme shell or structure for participants
Menu items included in the programme
Participant lists
CREATE TEMPLATES
New projects
An Office or Super admin can create a new project and define it as a template in Project settings by checking the Template box as seen below.
Add the desired content.
Let Project managers know when to use the template and how to.
Existing projects
An Office or Super admin can access an existing project you want to define as a template, and then check the Template box in Project settings.
Edit content if needed, and let Project managers know when to use the template and how, if they do not already know this.
TEMPLATE EXAMPLES
Create project templates Project managers copy when creating new projects
Create templates if you offer standard content again and again with the same location, the same customer web front page, same menu items and same offer content and/or same program. Create a project with this content and name it smartly so that internal users know when to use it. Mark it as a template. Project managers can then copy from this template when creating a new project. Customers, dates, prices and everything else can be changed in the new project without altering content in the template.
If you often have the same Customer Web front page, menu items and some offer content, create a template project with this content and Project managers will save time by copying from this when creating new projects.
If you always want to have a standard registration form option in your projects, create a template project with this standard content, and Project managers will only have to publish the form and send out the link for registration, without having to create a form from scratch every time. If your customer does not want to use the form after all, it does not matter, then you just leave it there unused without any consequences.
Create products in a template project that Project managers copy from when working with offers
If you want to have a product database of, for example location descriptions, airlines, hotels and/or standard offer products like fees, information or added sales options, create a template project with this content, and Project managers can copy it into their new offers from Product search in Offer admin. Below is an example of a template project with an offer called "Destinations", with standard products as location descriptions.
Project managers can find these templates in Product search by searching the template project name or number, and also select the correct offer for an accurate search result.
If you have more than one office in Qondor, then Project managers can also use products that belong to a template project from other offices:
Other options
Do you have another smart way to utilise templates? Let us know how you use templates by reaching out to support@qondor.com. We love to hear how creative you can be!
ACCESS TEMPLATE PROJECTS
It is easy to see if a project is marked as a template. In Project search, the project has a read only symbol. Only Office and Super admins can click on the project link and access it, but all Project managers can view template projects in Project search.
When Office and Super admins are in a template project, the project information to the top left is marked as blue.
Note! Template projects are not included in reports, so make sure not to mark real customer projects as templates.
Tip! If a Project manager wants to see the full contents of a project template, he/she can copy the template project into a new project, as the actual template projects are only accessible to Office and Super admins.
BEST PRACTICES FOR PROJECT TEMPLATES
To get long-term value from project templates, they should be treated as living assets that evolve alongside your organisation and the platform.
Use clear naming and structure
Apply consistent naming conventions so templates are easy to find, understand, and reuse.
Continuously improve templates based on user feedback
Use feedback from Project Managers and sales teams to refine and strengthen templates over time.
Update templates when they require frequent changes
If projects require manual adjustments after applying a template, the template should be reviewed and updated.
Align templates with new routines and processes
When internal workflows or ways of working change, ensure templates are updated to support them.
Keep templates in sync with products and services
Update templates when new products or services are introduced, or when existing content changes.
Leverage new Qondor functionality
When Qondor introduces new features that can be standardised, update templates to take advantage of them.