How to create and access templates for notes, call logs, and tasks | Recruit CRM

What this feature does and when to use it?

Activity templates let you predefine the content and structure for notes, call logs, and tasks in Recruit CRM. Each template is linked to a specific activity type and a target entity, such as a candidate, contact, company, job, or deal. When you add a new note, call log, or task, you can quickly insert a template instead of typing everything from scratch. This helps keep your activity logging faster, more consistent, and easier for the whole team to follow.

You can use this feature when:

When you frequently add similar notes, call logs, or tasks and want to save time.
When your team needs standardized activity formats for consistent data capture.

You can create up to 30 templates on the free trial and 100 templates in total on the Pro and Business plans.

Create a new activity template

1. Go to Admin Settings, then select Activity Templates.

2.In the Activity Templates area, locate and click the Create New Template button.

3. Add all required details for the template, choosing the desired activity type (such as note, call log, or task).

4. Select the targeted entity, such as candidates, contacts, companies, jobs, or deals, and complete the remaining template fields as needed.

5. Once all details are filled in, click the Save button to create the template.

You can use the search bar to look for specific templates and also filter them based on team member, activity, or entity.

Screen Recording 2026-06-15 at 11.31.16 PM.mov [video-to-gif output image]

6. To delete an activity template, click the trash icon on the right side of the template you created.

7. To edit an activity template, click the pencil icon on the right side of the template to make any necessary changes and click on Save to save these changes.

Accessing the templates while adding notes, call logs, and tasks

1. Once you have created an activity template, you can access it while adding a note, call log, or task by clicking Insert Template.

2. For call logs, you can add a call template from the calling widget while you are on a live call.

3. Alternatively, you can insert a call template from the widget after the call ends, before saving the call log.

Please note: Inserting a template replaces the existing content, similar to how it works when adding a manual call log.

4. You'll also have the option to add a new template while adding the note/call log/task.

You can not use the activity templates on the mobile app and the Chrome extension.

Role access to set up activity templates

1. By default, only the Account Owners and admins have access to set up activity templates from the admin settings.

2. On the Business plan and above, however, you can grant access to set up activity templates to users on custom roles as well.

Granting access to activity templates on custom roles

1. Go to Admin Settings >> Users >> Roles & Permissions.

2. Click on "New Role" or the pencil icon to edit an existing custom role.

3. Scroll down and turn the toggle ON for "Activity Templates" under Data Customization.

Troubleshooting

Problem: Cannot create more activity templates.

Likely cause: You have reached the plan limit for templates.

What to check: Confirm whether you are on the free trial or a Pro, Business, or Enterprise plan and how many templates already exist.

Resolution: On the free trial, reduce the number of templates if you are at the 30-template limit. On Pro, Business, and Enterprise plans, check if you have reached the 100-template limit and delete unused templates if necessary.

Problem: Cannot see an expected template when adding a note, call log, or task.

Likely cause: The template may be set for a different activity type or entity.

What to check: In Admin Settings > Activity Templates, verify the activity type and targeted entity for the template.

Resolution: Edit the template and adjust the activity type or entity if needed, then try inserting it again from the relevant activity screen.

FAQs

Which activity types and entities can use templates?

You can create templates for notes, call logs, and tasks, and link them to entities such as candidates, contacts, companies, jobs, or deals.

Can I edit existing templates after creating them?

Yes. In the Activity Templates section, you can click the pencil icon next to a template to edit its details and save your changes.

Conclusion:

Using activity templates for notes, call logs, and tasks in Recruit CRM helps you log activities faster and more consistently across your team.

Hope this helps :)