A good project becomes your standard
Start from a project that went well and turn it into a template. You write your method once, then reuse it.
Project templates
Project templates: never start from scratch
Turn a successful project into a template, then reuse it for every new engagement.
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The short answer
How do I standardize recurring projects at my agency?
To standardize recurring projects at your agency, XTablo lets you turn an existing project into a template. The template keeps the steps, the tasks and the assignees. When you use it for a new client, the dates shift automatically to the new start date. You stop rebuilding the same roadmap by hand every time.
Updated by Baptiste Belleville, founder of XTablo
At a glance
- Who it's for
- Agencies of 2 to 5 people and freelancers who deliver similar projects from one client to the next.
- What a template contains
- The steps, the tasks, the assignees and their dates.
- Dates
- Shifted to the new project start date.
- What your client sees
- A project that is already structured, with its roadmap, as soon as they open their portal.
- Plans
- Included in every plan: Freelance €49/month excl. taxes (about $55), Agency €79/month excl. taxes (about $89). 7-day trial.
Why it matters
Dates that follow the kickoff
You pick the start date of the new project. The dates of the steps and tasks shift from there.
Fewer misses, fewer questions
The same steps and tasks come back on every engagement. Your team knows who does what from day one.
How it works
- 1Open a project that went well in your Studio.
- 2Turn it into a template.
- 3Create a new project from that template for your next client.
- 4Enter the start date: the dates of the steps and tasks shift with it.
- 5Adjust what changes for this client, then invite them to their portal.
Who it’s for
Web agency
Every site follows the same phases: scoping, mockups, development, QA. You keep a website template and relaunch a full project at the start of each engagement.
SEO agency
The initial audit comes back with every new client, with the same tasks. The template sets them all at once, with the right assignees and dates based on the kickoff.
Freelance brand designer
A visual identity always goes through the same steps. You relaunch the template, and the client sees the roadmap and knows where things stand.
Why standardize projects at a small agency?
At an agency of 2 to 5 people, each project is often rebuilt from memory or copied from an old file. The result is missed steps, unassigned tasks and dates you recalculate by hand. A template fixes that at the source. You write your method once, with the steps, the tasks and the people responsible. After that, every new client starts from the same base. Your team works the same way from one project to the next, and your clients find a clear roadmap as soon as they arrive. You get consistency without adding another tool to your day. For an agency that repeats the same type of engagement, such as a brochure site, an SEO audit or a visual identity, it is a simple way to keep quality steady, even when the team changes or the pace picks up.
What does an XTablo project template keep?
An XTablo project template keeps the steps of the roadmap, the tasks and their assignees. The dates are not frozen: when you create a project from the template, you give it a new start date and the dates shift from there. You don't have to fix them one by one. The template is a starting point, and you adjust it for each client based on the engagement. The client's portal then works like any other XTablo project: roadmap, tasks, files, discussion and documents. For the next engagement of the same kind, you relaunch the template, pick the start date and invite your client to their portal, branded with your agency's look.
Relaunching a recurring project
| Today (email, WhatsApp, Drive…) | With XTablo | |
|---|---|---|
| Starting point | An old folder copied over, or a list rebuilt from memory. | A template built from a project that went well. |
| Steps and tasks | Recreated by hand for each client. | Pulled from the template, with assignees. |
| Dates | Recalculated one by one. | Shifted to the new start date. |
| Team consistency | Everyone has their own way of doing it. | Everyone follows the same method. |
| What the client sees | A schedule sent as an attachment. | A roadmap in their portal. |
FAQ
How do I create a project template in XTablo?
You turn an existing project into a template from your Studio. The template keeps its steps, tasks and assignees.
Are the dates recalculated automatically?
Yes. When you launch a project from a template, you enter the new start date and the dates shift to match.
Can I edit a project created from a template?
Yes. Once the project is created, you can adjust the tasks, due dates or assignees for that client's engagement.
Are project templates included in every plan?
Yes. Every feature is included in the Freelance (€49/month excl. taxes) and Agency (€79/month excl. taxes) plans, with a 7-day trial.
Does the client see the template?
The client sees their project, with its roadmap and tasks. The template is a tool in your Studio, on the agency side.
Ready to give your clients a premium experience?
Client projectsHow do I manage all my client projects in one place as a small agency?Steps and roadmapHow do I give clients a place to follow their project’s progress?Shared tasksHow do I assign and track tasks between my team and my client?
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