--- title: How to use routine templates? description: "You can use routines for many different processes and procedures in your group that need to be run again and again. To make it easy for you to use the routines, ChurchTools offers you *routine templates* that we have configured…" url: "https://staging.churchtools.academy/en/help/churchtools-modules/routines-groups/how-do-i-use-routine-templates/" updated: "2026-07-02" category: Groups / My Group / Routines --- # How to use routine templates? You can use routines for many different processes and procedures in your group that need to be run again and again. To make it easy for you to use the routines, ChurchTools offers you *routine templates* that we have configured and that you can customize and use for your use case in your group with just a few clicks. The **templates for new people** in your congregation will help you to create routines so that these people are kept in mind and can make good connections in the congregation. The templates for *contact cards* and *sign up groups* will help you do this. **For people who have been with us for some time**, we have created templates to help keep track of their development and support them. These include, for example, routines for *joining and leaving roles*, *small group placement* or *leaving the church*. The templates for *certificates of good conduct*, *key handovers* and *reminder emails* offer you **organizational assistance**. For example, the routines for *prayer requests*, *visits to the sick* or *support meetings* will help you to **provide spiritual support to the people** in your congregation. We have made sure that the **templates are universally valid** and that the terms, e-mail and description texts used can be used in many different congregations. Of course, this means that you should adapt them for your congregation before you use them. You can do this easily with just a few clicks: ## 1. Apply templates To do this, first decide in the *settings* (1) for *routines* (2) in your group for which of the *group roles* (4) you want to *apply* a *template* (3). [![Groups - Settings - Routines - Apply template](https://staging.churchtools.academy/wp-content/uploads/2025/12/Groups_Settings_Routines_Apply-template.png)](https://staging.churchtools.academy/wp-content/uploads/2025/12/Groups_Settings_Routines_Apply-template.png) Select one of the *templates* (5). A preview (6) of the compiled routines for the group membership statuses of a group role is displayed in the middle area of the window. Confirm your selection by clicking on *Apply* (7). [![Groups - Settings - Routines - Apply template - Routine for a Member](https://staging.churchtools.academy/wp-content/uploads/2025/12/Groups_Settings_Routines_Apply-template_Routine-for-a-Member.png)](https://staging.churchtools.academy/wp-content/uploads/2025/12/Groups_Settings_Routines_Apply-template_Routine-for-a-Member.png) ## 2. Adapt routines Then go through each group membership status from top to bottom for the applied template. **Tipp** If you are missing routines for group membership status in the template, you can add them via the column on the far right. ![Groups - Settings - Routines - Create Routine for a new status](https://staging.churchtools.academy/wp-content/uploads/2025/12/Groups_Settings_Routines_Create-Routine-for-a-new-status.png) Use *drag and drop* to adjust the order of the configured *actions*, *delays* and *loops* if you want them to be different. Use the *+ symbol* to add more so that your processes and procedures are well represented. Edit them using the *pencil icon* and adjust the terms and texts if necessary. You can edit, ignore or delete each inserted action via the *context menu*. Remember to *save* your changes, [![Groups - Settings - Routines - Customize Loop](https://staging.churchtools.academy/wp-content/uploads/2025/12/Groups_Settings_Routines_Customize-Loop.gif)](https://staging.churchtools.academy/wp-content/uploads/2025/12/Groups_Settings_Routines_Customize-Loop.gif) **Tip** *Delays* ensure that the subsequent action is only carried out after the set period has expired. You can enter a number of days or a fixed date. ![Groups - Settings - Routines - Customize Delay](https://staging.churchtools.academy/wp-content/uploads/2025/12/Groups_Settings_Routines_Customize-Delay.png) You can use *loops* to repeat actions and delays. You have the option of setting several *passes* for a loop or making it a *continuous loop* so that it starts again and again from the beginning. ![Groups - Settings - Routines - Customize Loop](https://staging.churchtools.academy/wp-content/uploads/2025/12/Groups_Settings_Routines_Customize-Loop.png) ## 3. Activate and pause routines The routines are paused by default if you have created them or applied a template. This is indicated by the white bar *Routine paused* (1). Once you have finished customizing the routines for a group role, activate the routines for each group membership status individually using the green *Activate* buttons (2). [![Groups - Settings - Routines - Routine paused](https://staging.churchtools.academy/wp-content/uploads/2025/12/Groups_Settings_Routines_Routine-paused.png)](https://staging.churchtools.academy/wp-content/uploads/2025/12/Groups_Settings_Routines_Routine-paused.png) This turns the routine bar for the group membership status green and informs you that the *routine* is *activated* (3). If you want to suspend a routine again, click on the white *Pause* button (4). You can also use the *context menu* (5) of a routine to *add steps*, *remove all steps* or *delete* the entire routine for the group membership status. [![Groups - Settings - Routines - Routine activated](https://staging.churchtools.academy/wp-content/uploads/2025/12/Groups_Settings_Routines_Routine-activated-1.png)](https://staging.churchtools.academy/wp-content/uploads/2025/12/Groups_Settings_Routines_Routine-activated-1.png) ## Read more - [Understanding routines](https://staging.churchtools.academy/en/help/churchtools-modules/routines-groups/understanding-routines/) - [What are roles and what can I use them for?](https://staging.churchtools.academy/en/help/churchtools-modules/about-the-groups-module/what-are-roles-and-what-can-i-use-them-for/) - [What are group membership statuses and what effects do they have?](https://staging.churchtools.academy/en/help/churchtools-modules/my-group/what-are-group-member-statuses-and-what-effects-do-they-have/) - [How to make settings for members of my Groups?](https://staging.churchtools.academy/en/help/churchtools-modules/settings-groups/how-do-i-make-settings-for-members-of-my-groups/)