Nov 2026: FM Portal - Creating and managing project templates

What it is and why it matters

Project Templates allow operations leads and property managers to create and maintain reusable workflows for projects that follow a repeatable process.

Instead of rebuilding the same project structure each time, teams can create templates that act as operational playbooks. Templates can then be maintained as processes evolve, helping improve consistency across repeat projects.

When to use this

Project Templates are particularly useful when:

• The same type of project is carried out regularly.
• Projects normally contain a consistent set of work orders or activities.
• You want teams to follow a standardised operational process.
• A proven project structure needs to be reused across future work.
• Operational processes change over time and you want the standard template to evolve with them.

How it works (high-level)

Within the FM Portal, authorised users can:

• Create reusable project templates.
• Browse existing templates.
• Edit templates as processes change.
• Maintain the template library over time.
• Remove templates that are no longer required.

Once created, a template can be used as the starting point for a new project rather than creating the entire project structure manually.

Changes made to a template affect the template itself and how it is used for future projects. Projects that have already been created from a template remain independent.

Best practice tips

• Build templates around repeatable processes rather than one-off projects.
• Give templates clear names so users can quickly understand their intended purpose.
• Review templates periodically as your operational processes change.
• Keep templates focused on the standard workflow and handle unusual exceptions within the individual project where appropriate.
• Agree who is responsible for maintaining each template so the library remains accurate and useful.