> For the complete documentation index, see [llms.txt](https://docs.darcyiq.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.darcyiq.com/settings-and-configuration/scoping-configuration/templates.md).

# Templates

Templates define the structure and fields for your scoping estimates, ensuring consistency across your organization while allowing flexibility for different service offerings.

## Overview

Scoping templates act as blueprints for your estimates, defining:

* Custom metadata fields for the Overview & Scope section
* Level of Effort (LOE) table configuration
* Rate card integration for pricing
* Default settings for calculations

## Creating a Template

### Access Template Management

1. Navigate to **Settings** in the top navigation
2. Select **Organization** -> **Scoping Configuration** from the sidebar
3. Click on the **Templates** tab
4. Click **Create Template**

<figure><img src="/files/xUyeRgyTgN2uZayuYLe8" alt=""><figcaption></figcaption></figure>

### Basic Information

| Field                | Description                                         | Required |
| -------------------- | --------------------------------------------------- | -------- |
| **Template Name**    | Descriptive name (e.g., "Cloud Migration Template") | Yes      |
| **Default Template** | Check to set as organization default                | No       |

{% hint style="info" %}
**Default Templates** are automatically selected when creating new scoping estimates, making it faster for your team to get started.
{% endhint %}

## Overview & Scope Fields

Custom fields appear in the Overview & Scope tab of each estimate. These fields capture project-specific metadata beyond the built-in fields (Project Overview, In Scope, Out of Scope, Dependencies).

### Available Field Types

| Type                 | Use Case                                   | Configuration       |
| -------------------- | ------------------------------------------ | ------------------- |
| **Text Input**       | Short text (customer name, opportunity ID) | Single-line input   |
| **Text Area**        | Multi-line text (project description)      | Multi-line input    |
| **Rich Text Editor** | Formatted content (executive summary)      | WYSIWYG editor      |
| **Link (URL)**       | Web links (customer site, documentation)   | URL validation      |
| **Dropdown Select**  | Predefined choices (industry, region)      | Custom options list |

### Adding Custom Fields

1. In the template editor, select the **Overview & Scope Fields** tab
2. Click **Add Field**
3. Configure the field:
   * **Field Name**: Internal identifier (lowercase, underscores)
   * **Label**: Display name shown to users
   * **Type**: Select from available field types
   * **Required**: Check if field must be filled in
   * **Options**: For dropdown fields, add available choices

**Example Custom Fields:**

```
Field: customer_industry
Label: Customer Industry
Type: Dropdown Select
Options: Financial Services, Healthcare, Retail, Manufacturing, Technology
Required: Yes

Field: opportunity_link
Label: Salesforce Opportunity
Type: Link (URL)
Required: No

Field: executive_summary
Label: Executive Summary
Type: Rich Text Editor
Required: Yes
```

**\[Image Placeholder: Custom Fields Configuration]**

### Best Practices for Custom Fields

✅ **Do:**

* Use descriptive labels that are clear to all team members
* Mark truly required fields only
* Group related information logically
* Keep field names consistent across templates

❌ **Don't:**

* Create too many required fields (slows down scoping)
* Use technical jargon in labels
* Duplicate built-in fields
* Change field names frequently (impacts historical data)

## Level of Effort Configuration

The LOE configuration defines how your team estimates and prices work.

### Fixed Columns

Every template includes these standard columns:

* **Task Name**: Brief task identifier
* **Task Description**: Detailed task description
* **Type**: Task categorization (configurable)
* **Hours/Quantity**: Effort estimation (configurable)
* **Rate Card Column**: Role, Product, or Service (configurable)
* **Notes**: Additional context

### Hours vs. Quantity Mode

Choose how your team estimates effort:

| Mode         | Best For              | Example                                        |
| ------------ | --------------------- | ---------------------------------------------- |
| **Hours**    | Time-based services   | Consulting, professional services, development |
| **Quantity** | Count-based estimates | Product licenses, hardware units, user seats   |

### Rate Card Column Configuration

The rate card column is the most flexible part of your LOE table:

**Label Customization:**

* Default: "Role" (for professional services)
* Alternatives: "Product", "Service", "Resource Type", "SKU"

**Options Source:**

* **Rate Card**: Link an existing rate card to populate options automatically
* **Manual**: Define options directly in the template

#### Linking a Rate Card

When you link a rate card:

* ✅ Options are automatically populated from rate card items
* ✅ Pricing is automatically applied during calculations
* ✅ Updates to the rate card flow through to templates
* ✅ Maintains consistency across all estimates

#### Manual Options

If not using a rate card:

* Define each option individually
* Optionally set rates per option
* Rates are stored in the template (not centralized)

### Type Column Configuration

Configure how tasks are categorized:

| Preset        | Options Provided  | Use Case                       |
| ------------- | ----------------- | ------------------------------ |
| **Milestone** | Milestone, Task   | Traditional waterfall projects |
| **Agile**     | Epic, Story, Task | Agile/Scrum methodology        |
| **Custom**    | Your own options  | Unique organizational needs    |

**Custom Type Example:**

```
Phase, Activity, Deliverable
or
Requirement, Design, Build, Test, Deploy
```

### Pricing Defaults

Set organizational defaults for pricing calculations:

| Setting                       | Purpose                  | Typical Range |
| ----------------------------- | ------------------------ | ------------- |
| **Default Buffer Percentage** | ROM range calculation    | 15-25%        |
| **Default Project Duration**  | FTE calculation baseline | 8-16 weeks    |

{% hint style="warning" %}
**Buffer Percentage**: Higher buffers (20-25%) are appropriate for discovery or poorly-defined work. Lower buffers (10-15%) work for well-defined, repeatable projects.
{% endhint %}

## Template Preview

As you configure your template, the preview section shows how it will appear in actual scoping estimates.

**Preview Includes:**

* Overview field layout
* LOE column configuration
* Available options for dropdowns
* Pricing defaults

Use this to validate your template before saving.

**\[Image Placeholder: Template Preview Section]**

## Managing Templates

### Editing Templates

1. Navigate to **Settings** → **Scoping Configuration** → **Templates**
2. Find your template in the list
3. Click the **Edit** button
4. Make your changes
5. Click **Save Template**

{% hint style="info" %}
**Existing Estimates**: Editing a template does not change existing estimates created from that template. Only new estimates will use the updated configuration.
{% endhint %}

### Setting Default Templates

Only one template can be marked as default:

* New estimates automatically select the default template
* Users can still choose other templates during creation
* Change the default at any time in template settings

### Deleting Templates

To delete a template:

1. Click the **Delete** button on the template
2. Confirm the deletion
3. Template is removed (does not affect existing estimates)

{% hint style="danger" %}
**Warning**: Deleting a template cannot be undone. Existing estimates using the template will retain their structure but won't receive template updates.
{% endhint %}

## Template Strategies

### Single Template Approach

**Best for:** Small teams, single service offering

Create one comprehensive template with all possible fields. Users can leave unused fields blank.

**Pros:**

* Simple to manage
* Everyone uses the same structure
* Easy to compare estimates

**Cons:**

* May include irrelevant fields for some projects
* Can feel cluttered

### Multi-Template Approach

**Best for:** Multiple service offerings, diverse project types

Create specialized templates for each service line:

* Cloud Migration Template
* Data Platform Template
* Security Assessment Template
* Staff Augmentation Template

**Pros:**

* Focused, relevant fields only
* Better user experience
* Clearer pricing models per offering

**Cons:**

* More templates to maintain
* Need to choose correct template

### Hybrid Approach

**Best for:** Medium to large teams

Create a few broad templates covering major categories:

* Technical Consulting (cloud, data, security)
* Staff Augmentation
* Fixed-Price Projects

**Pros:**

* Balanced simplicity and specificity
* Manageable number of templates
* Flexibility within categories

**Cons:**

* Requires thoughtful categorization

## Common Template Examples

### Professional Services Template

**Use Case:** Consulting engagements billed by hours and roles

**Configuration:**

* Hours mode
* Rate card column labeled "Role"
* Rate card with: Solution Architect, Cloud Engineer, Project Manager, etc.
* Type column: Milestone/Task
* Custom fields: Customer Industry, Engagement Type, Opportunity Link
* 20% buffer, 12-week duration

***

### Product Implementation Template

**Use Case:** Software implementations with licenses and services

**Configuration:**

* Quantity mode for products, Hours mode for services (create two templates or use hours)
* Rate card column labeled "Product/Service"
* Rate card with: Software License, Training, Support Hours, etc.
* Type column: Custom (Discovery, Configuration, Training, Go-Live)
* Custom fields: Customer Size, Deployment Model, Integration Requirements
* 15% buffer, 8-week duration

***

### Fixed-Price Project Template

**Use Case:** Quoted projects with detailed phase breakdown

**Configuration:**

* Hours mode
* Rate card column labeled "Role"
* Standard rate card
* Type column: Custom (Phase, Milestone, Deliverable)
* Custom fields: Contract Type, Payment Terms, Milestone Dates
* 25% buffer, 16-week duration

## Integration with Rate Cards

Templates and rate cards work together to streamline pricing:

```
Rate Card (Organizational Pricing)
        ↓
Template (Service Offering Structure)
        ↓
Scoping Estimate (Specific Project)
```

**When to Update:**

* **Rate Card**: When pricing changes organization-wide
* **Template**: When service offering structure changes
* **Estimate**: For project-specific details only

Learn more: [Rate Cards Management](/settings-and-configuration/scoping-configuration/rate-cards.md)

## Frequently Asked Questions

**Q: Can I change a template after creating estimates with it?**\
A: Yes, but changes only affect new estimates. Existing estimates retain their original structure.

**Q: What happens if I delete a linked rate card?**\
A: The template will still function, but pricing won't be automatically calculated. You'll need to link a new rate card or switch to manual options.

**Q: Can team members use different templates?**\
A: Yes. While a default template streamlines creation, users can select any template when creating a new estimate.

**Q: How many custom fields should I add?**\
A: Start with 3-5 essential fields. Add more based on team feedback. Too many fields slow down the scoping process.

**Q: Can I copy a template?**\
A: Not currently, but you can create a new template and manually replicate the configuration.

**Q: Do templates affect the AI's suggestions?**\
A: Yes! Custom fields and task structure help the AI provide more relevant suggestions based on your organization's methodology and custom knowledge engine.

## Related Documentation

* [Rate Cards Management](/settings-and-configuration/scoping-configuration/rate-cards.md) - Configure organizational pricing
* [Historical Insights](/settings-and-configuration/scoping-configuration/historical-insights.md) - Analyze scoping patterns
* [Scoping & Estimates](/grow/scoping-estimates.md) - Learn about the scoping feature
* [Knowledge Bases](/additional-features/knowledge-bases.md) - Understand the knowledge engine system

***

**Ready to create your first template?** Navigate to **Settings** → **Scoping Configuration** → **Templates** and click **Create Template**.


---

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