Matt Burnett
We manage a workspace with 30+ users, each with their own folder and standardised lists (BAS, IAS, Payroll, STP, TPAR, Client Onboarding, Ad Hoc Support). Every folder follows the same structure, and every client within each list requires recurring task workflows. The current template and recurring task functionality is not scalable for this use case. To apply a recurring schedule to a template, we must configure that schedule individually on each task, in each list, in each folder, across every space. With over 30 users, and potentially over 100 tasks, mentee folders each containing 8-9 lists, this creates hundreds of individual configurations that must be manually maintained and updated whenever a workflow changes.
We would like to see a centralised template scheduling feature, similar to the approach used by Xbert. In that system, the workflow operates as follows:
  • A task template is created once, centrally, and holds the full workflow structure.
  • Separately, a schedule is created and attached to that template. The schedule holds the recurrence logic. This is created once.
  • A client (or in our case, a mentee or end client) is then attached to the schedule, rather than requiring the schedule to be rebuilt at the task level.
The result is a single point of configuration. When the workflow changes, you update the template once. When a new client is onboarded, you attach them to the existing schedule. No duplication. No per-folder, per-list, per-task configuration.
This is the model we need in order to operate at scale. The current approach requires us to maintain identical configurations across hundreds of individual tasks, which is unsustainable and creates a material compliance risk if any configuration is missed or inconsistent.
We are happy to participate in a product demonstration or user research session to show how this would work in practice, and to walk through our specific use case.