What Are Templates?
Templates in HyperPlanner are reusable blueprints that capture the structure of recurring tasks, events, and projects.
Instead of manually creating the same meeting agenda or project checklist every time, define it once and instantiate it with a single command.
Templates vs. Automations
Templates are structures you invoke on demand (e.g., "create a new 1:1 meeting").
Automations are triggered rules that run automatically (e.g., "when a task is tagged #urgent, move it to Today").
They work great together!
📋
Task Templates
Single tasks with pre-filled fields, subtasks, and metadata.
📅
Event Templates
Calendar events with agendas, attendees, and time blocks.
📁
Project Templates
Multi-task workflows with dependencies and milestones.
🔄
Workflow Templates
Combine tasks, events, and automations into complete systems.
Task & Event Templates
HyperPlanner comes with several built-in templates, and you can create unlimited custom ones.
Here are three essential templates that most users find valuable:
Weekly Review Template
A structured reflection session to review your past week and plan the next one.
Based on GTD principles, this template guides you through a complete weekly review process.
{
"id": "weekly-review",
"name": "Weekly Review",
"type": "task",
"icon": "calendar-check",
"description": "Structured weekly reflection and planning session",
"defaults": {
"title": "Weekly Review - Week of {next_monday}",
"context": "@planning",
"priority": "high",
"duration": 60,
"tags": ["review", "planning", "gtd"]
},
"subtasks": [
{
"title": "Clear inbox to zero",
"description": "Process all items in inbox - delete, delegate, defer, or do"
},
{
"title": "Review completed tasks",
"description": "Celebrate wins from the past week. What went well?"
},
{
"title": "Review calendar (past week)",
"description": "Any follow-ups needed from meetings or events?"
},
{
"title": "Review calendar (next week)",
"description": "Prepare for upcoming commitments. Block focus time."
},
{
"title": "Review project list",
"description": "Is each project moving forward? What's the next action?"
},
{
"title": "Review Someday/Maybe",
"description": "Anything to activate? Anything to delete?"
},
{
"title": "Identify top 3 priorities",
"description": "What are the most important outcomes for next week?"
}
],
"prompts": [
{
"field": "reflection_wins",
"label": "What were your biggest wins this week?",
"type": "textarea"
},
{
"field": "reflection_challenges",
"label": "What challenges did you face?",
"type": "textarea"
},
{
"field": "next_week_focus",
"label": "What's your main focus for next week?",
"type": "text"
}
],
"schedule": {
"suggested_day": "friday",
"suggested_time": "16:00",
"recurring": true,
"frequency": "weekly"
}
}
Using the Weekly Review
Invoke this template with /template weekly-review or press Cmd/Ctrl + T and search for "Weekly Review".
Schedule it for Friday afternoon to close out your week with intention.
Project Kickoff Template
Start any new project with clarity. This template creates a complete project structure with
planning tasks, stakeholder tracking, and timeline milestones.
{
"id": "project-kickoff",
"name": "Project Kickoff",
"type": "project",
"icon": "rocket",
"description": "Complete project setup with timeline and stakeholders",
"variables": [
{
"key": "project_name",
"label": "Project Name",
"type": "text",
"required": true
},
{
"key": "project_deadline",
"label": "Target Deadline",
"type": "date",
"required": true
},
{
"key": "stakeholders",
"label": "Key Stakeholders",
"type": "text",
"placeholder": "e.g., Sarah (PM), Mike (Design), Lisa (Eng)"
}
],
"defaults": {
"title": "{project_name}",
"context": "@projects",
"priority": "high",
"tags": ["project", "active"]
},
"subtasks": [
{
"title": "Define project scope and objectives",
"description": "What does success look like? What's out of scope?",
"due_offset": "+1d"
},
{
"title": "Identify deliverables and milestones",
"description": "Break down the project into measurable checkpoints",
"due_offset": "+2d"
},
{
"title": "Create timeline and set deadlines",
"description": "Work backwards from {project_deadline}",
"due_offset": "+2d"
},
{
"title": "Assign responsibilities",
"description": "Stakeholders: {stakeholders}",
"due_offset": "+3d"
},
{
"title": "Set up communication channels",
"description": "Slack channel? Weekly sync? Status updates?",
"due_offset": "+3d"
},
{
"title": "Identify risks and blockers",
"description": "What could go wrong? What dependencies exist?",
"due_offset": "+4d"
},
{
"title": "Schedule kickoff meeting",
"description": "Get alignment with all stakeholders",
"due_offset": "+5d",
"create_event": true,
"event_duration": 60
}
],
"metadata": {
"stakeholders": "{stakeholders}",
"deadline": "{project_deadline}",
"status": "planning"
}
}
1:1 Meeting Template
Never go into a one-on-one unprepared. This template creates a meeting event with
a structured agenda, talking points, and a notes section.
{
"id": "one-on-one",
"name": "1:1 Meeting",
"type": "event",
"icon": "users",
"description": "Structured one-on-one meeting with agenda and notes",
"variables": [
{
"key": "attendee_name",
"label": "Meeting With",
"type": "text",
"required": true
},
{
"key": "meeting_date",
"label": "Date & Time",
"type": "datetime",
"default": "{next_weekday}"
},
{
"key": "meeting_type",
"label": "Meeting Type",
"type": "select",
"options": ["Regular Check-in", "Performance Review", "Career Discussion", "Project Sync"],
"default": "Regular Check-in"
}
],
"defaults": {
"title": "1:1 with {attendee_name}",
"duration": 30,
"context": "@meetings",
"tags": ["1:1", "meeting"],
"location": "Conference Room / Zoom"
},
"agenda": [
{
"section": "Check-in",
"duration": 5,
"items": [
"How are you doing? (personal & professional)",
"Any blockers or frustrations?"
]
},
{
"section": "Their Topics",
"duration": 10,
"items": [
"What's on your mind?",
"Questions or concerns?",
"Feedback for me?"
]
},
{
"section": "My Topics",
"duration": 10,
"items": [
"[Add your discussion points here]"
]
},
{
"section": "Action Items & Wrap-up",
"duration": 5,
"items": [
"Summarize action items",
"Confirm next meeting"
]
}
],
"notes_template": "## 1:1 Notes - {attendee_name} - {today}\n\n### Key Discussion Points\n- \n\n### Action Items\n- [ ] \n\n### Follow-up Topics\n- \n\n### Private Notes\n- ",
"recurring_options": {
"enabled": true,
"suggested_frequency": "weekly",
"suggested_day": "same_weekday"
}
}
Pro Tip: Prepare Before the Meeting
When you create a 1:1 from this template, HyperPlanner automatically creates a linked task
"Prepare for 1:1 with {attendee_name}" due 1 hour before the meeting.
Use this time to review past notes and add your talking points.
Template Variables
Variables make templates dynamic. Instead of hardcoding dates or names, use placeholders
that get filled in when you instantiate the template.
Built-in Date Variables
| Variable |
Description |
Example Output |
| {today} |
Current date |
2024-01-15 |
| {tomorrow} |
Next day |
2024-01-16 |
| {next_monday} |
Next Monday's date |
2024-01-22 |
| {next_weekday} |
Next business day |
2024-01-16 |
| {end_of_week} |
Friday of current week |
2024-01-19 |
| {end_of_month} |
Last day of current month |
2024-01-31 |
| {week_number} |
ISO week number |
3 |
Custom Variables
Define your own variables that prompt for input when creating from a template:
"variables": [
{
"key": "project_name",
"label": "Project Name",
"type": "text",
"required": true,
"placeholder": "e.g., Website Redesign"
},
{
"key": "client_name",
"label": "Client",
"type": "text",
"default": ""
},
{
"key": "priority_level",
"label": "Priority",
"type": "select",
"options": ["low", "medium", "high", "urgent"],
"default": "medium"
},
{
"key": "deadline",
"label": "Due Date",
"type": "date",
"default": "{end_of_month}"
},
{
"key": "estimated_hours",
"label": "Time Estimate (hours)",
"type": "number",
"min": 1,
"max": 100
}
]
Using Variables in Templates
Reference variables anywhere in your template using curly braces.
Variables can be used in titles, descriptions, subtasks, and metadata:
{
"title": "{project_name} - {client_name}",
"description": "Project deadline: {deadline}\nEstimated effort: {estimated_hours} hours",
"subtasks": [
{
"title": "Initial meeting with {client_name}",
"due_offset": "+1d"
},
{
"title": "Send proposal to {client_name}",
"due_offset": "+3d"
},
{
"title": "Complete {project_name} deliverables",
"due": "{deadline}"
}
],
"tags": ["{project_name}", "{priority_level}"]
}
Date Offset Syntax
Use relative date offsets to create dynamic due dates that calculate from the template creation date:
| Offset |
Description |
If created Jan 15 |
| +1d |
1 day from now |
Jan 16 |
| +1w |
1 week from now |
Jan 22 |
| +2w |
2 weeks from now |
Jan 29 |
| +1m |
1 month from now |
Feb 15 |
| +3m |
3 months from now |
Apr 15 |
| -1d |
1 day before reference |
(relative to deadline) |
Variable Validation
Required variables must be filled in before a template can be instantiated.
If you leave a required field empty, HyperPlanner will prompt you to complete it.
Export & Import Templates
Share your templates with teammates or the community. HyperPlanner uses a portable JSON format
that works across all platforms and can be version-controlled.
Exporting Templates
-
Open Template Manager
Press Cmd/Ctrl + T or go to Settings > Templates
-
Select templates to export
Check the templates you want to share. You can select multiple.
-
Click "Export Selected"
Choose between JSON file download or copy to clipboard
-
Share the file
Send via email, Slack, or upload to your team's shared drive
Export Format
Exported templates use a standardized JSON structure that includes all metadata:
{
"hyperplanner_templates": {
"version": "1.0",
"exported_at": "2024-01-15T10:30:00Z",
"exported_by": "user@example.com"
},
"templates": [
{
"id": "weekly-review",
"name": "Weekly Review",
"type": "task",
"version": "1.2",
"created_at": "2023-06-01T00:00:00Z",
"updated_at": "2024-01-10T14:22:00Z",
"author": {
"name": "HyperPlanner Team",
"url": "https://hyperplanner.app"
},
"license": "CC-BY-4.0",
"tags": ["gtd", "productivity", "planning"],
"template": {
// ... full template definition
}
}
]
}
Importing Templates
-
Open Template Manager
Press Cmd/Ctrl + T or go to Settings > Templates
-
Click "Import"
Choose "From File" or "From URL"
-
Review the templates
HyperPlanner shows a preview with any conflicts highlighted
-
Resolve conflicts (if any)
If a template ID already exists, choose to skip, rename, or overwrite
-
Confirm import
Templates are added to your library and ready to use
Remixing Templates
Found a template that's almost perfect? Remix it to create your own version:
// Original template
{
"id": "weekly-review",
"name": "Weekly Review",
"subtasks": [/* 7 subtasks */]
}
// Your remixed version
{
"id": "weekly-review-minimal",
"name": "Weekly Review (Minimal)",
"based_on": "weekly-review",
"subtasks": [
// Keep only 3 essential subtasks
{ "title": "Clear inbox to zero" },
{ "title": "Review calendar (next week)" },
{ "title": "Identify top 3 priorities" }
]
}
Template Versioning
When you modify a template, HyperPlanner automatically increments the version number.
You can view the change history and revert to previous versions from the Template Manager.
Sharing via URL
Generate a shareable link that others can use to import your template directly:
# Shareable template URL format
https://hyperplanner.app/t/abc123xyz
# When someone visits this link:
1. Template preview is displayed
2. User can review all fields and subtasks
3. "Add to My Templates" button imports it
4. Original author gets credit
Planned: Template Marketplace
We're building a community-curated marketplace where you can discover, share, and remix templates
from productivity enthusiasts around the world.
Coming Soon
The Template Marketplace is currently in development. Sign up for our newsletter to be notified when it launches.
In the meantime, share templates manually via JSON export/import.
Featured Collections (Preview)
📥
GTD Essentials
Weekly Review, Mind Sweep, Project Planning, and Someday/Maybe review templates.
📝
Bullet Journal
Daily Log, Monthly Migration, Future Log, and Collection templates for BuJo fans.
🍅
Pomodoro Workflow
Focus Session, Break Timer, Daily Pomodoro Log, and Weekly Productivity Report.
💼
Manager Toolkit
1:1 Meeting, Team Retrospective, Quarterly Planning, and Performance Review templates.
GTD Collection (Sample)
{
"collection": {
"id": "gtd-essentials",
"name": "GTD Essentials",
"description": "Core templates for Getting Things Done methodology",
"author": "HyperPlanner Team",
"downloads": 12453,
"rating": 4.8,
"tags": ["gtd", "david-allen", "productivity"]
},
"templates": [
{
"id": "gtd-weekly-review",
"name": "GTD Weekly Review",
"type": "task",
"description": "Complete weekly review following David Allen's methodology"
},
{
"id": "gtd-mind-sweep",
"name": "Mind Sweep",
"type": "task",
"description": "Capture everything on your mind - 50+ trigger questions"
},
{
"id": "gtd-project-planning",
"name": "Natural Project Planning",
"type": "project",
"description": "5-phase planning: Purpose, Vision, Brainstorm, Organize, Next Actions"
},
{
"id": "gtd-someday-maybe",
"name": "Someday/Maybe Review",
"type": "task",
"description": "Monthly review of your someday/maybe list"
}
]
}
Bullet Journal Collection (Sample)
{
"collection": {
"id": "bullet-journal",
"name": "Bullet Journal Digital",
"description": "Ryder Carroll's BuJo method, adapted for digital",
"author": "Community Contributors",
"downloads": 8921,
"rating": 4.7,
"tags": ["bujo", "journaling", "reflection"]
},
"templates": [
{
"id": "bujo-daily-log",
"name": "Daily Log",
"type": "task",
"defaults": {
"title": "Daily Log - {today}",
"tags": ["bujo", "daily"]
},
"sections": [
{ "title": "Rapid Log", "type": "task-list" },
{ "title": "Notes", "type": "textarea" },
{ "title": "Events", "type": "event-list" }
]
},
{
"id": "bujo-monthly-migration",
"name": "Monthly Migration",
"type": "task",
"schedule": {
"suggested_day": "last_day_of_month",
"recurring": true,
"frequency": "monthly"
},
"subtasks": [
{ "title": "Review incomplete tasks from this month" },
{ "title": "Cross out tasks that no longer matter" },
{ "title": "Migrate relevant tasks to next month" },
{ "title": "Review and update Future Log" }
]
}
]
}
Pomodoro Collection (Sample)
{
"collection": {
"id": "pomodoro-workflow",
"name": "Pomodoro Technique",
"description": "Time-boxing templates for focused work sessions",
"author": "Community Contributors",
"downloads": 6234,
"rating": 4.6,
"tags": ["pomodoro", "focus", "time-management"]
},
"templates": [
{
"id": "pomo-focus-session",
"name": "Focus Session",
"type": "task",
"variables": [
{
"key": "focus_task",
"label": "What will you focus on?",
"type": "text",
"required": true
},
{
"key": "pomodoro_count",
"label": "How many pomodoros?",
"type": "number",
"default": 4,
"min": 1,
"max": 12
}
],
"defaults": {
"title": "Focus: {focus_task}",
"tags": ["pomodoro", "focus"],
"duration": 25
},
"automation": {
"on_complete": "start_break_timer",
"break_duration": 5,
"long_break_after": 4,
"long_break_duration": 15
}
},
{
"id": "pomo-daily-log",
"name": "Daily Pomodoro Log",
"type": "task",
"defaults": {
"title": "Pomodoro Log - {today}",
"tags": ["pomodoro", "tracking"]
},
"fields": [
{ "key": "planned_pomodoros", "label": "Planned", "type": "number" },
{ "key": "completed_pomodoros", "label": "Completed", "type": "number" },
{ "key": "interruptions", "label": "Interruptions", "type": "number" },
{ "key": "notes", "label": "Reflection", "type": "textarea" }
]
}
]
}
Marketplace Features (Planned)
- Browse by category: GTD, Bullet Journal, Pomodoro, Agile, Personal, Work, Creative
- User ratings and reviews: See what works for others
- One-click install: Add templates directly to your library
- Fork and remix: Customize community templates and share your versions
- Author profiles: Follow your favorite template creators
- Version updates: Get notified when templates you use are improved
Submit Your Templates
Have a template that works great for you? We'd love to feature it in the marketplace!
Export your template and email it to templates@hyperplanner.app with a brief description of how you use it.
Creating Your Own Templates
Ready to build your own templates? Here's a quick guide to get you started.
Method 1: From an Existing Task
-
Right-click any task or project
Select "Save as Template" from the context menu
-
Name your template
Give it a clear, descriptive name
-
Choose what to include
Select which fields, subtasks, and metadata to save
-
Convert values to variables
Replace specific dates/names with placeholders like {project_name}
Method 2: From Scratch
-
Open Template Manager
Press Cmd/Ctrl + T, then click "New Template"
-
Choose template type
Task, Event, Project, or Workflow
-
Define variables
Add the fields you want to prompt for when instantiating
-
Build the structure
Add subtasks, agenda items, or workflow steps
-
Set defaults and scheduling
Configure default values and recurring options
-
Test and refine
Create a test instance and adjust as needed
Template Best Practices
- Keep templates focused: One template per workflow, not everything in one
- Use descriptive variable names: {client_name} is better than {name}
- Add helpful descriptions: Future you will thank present you
- Include sensible defaults: Reduce friction when instantiating
- Test with real data: Make sure variables render correctly
- Version your templates: Track changes and allow rollbacks