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Templates
A template is a pre-built page structure that members of a Space can use when creating new pages. Instead of starting from a blank page each time, a team member picks a template and gets a pre-filled structure with headings, placeholder text, and optional variables to fill in. Templates are useful for any documentation that follows a repeatable structure: meeting notes, architecture decision records, incident reports, runbooks, sprint retrospectives, onboarding checklists, and similar recurring formats.How templates work
When you create a template, you are saving a normal page as a reusable starting point. The template stores:- The page title (or a placeholder title)
- The full body content including headings, sections, tables, callouts, and code blocks
- Any placeholder variables in
{{variable}}format — these are prompted when the template is used
{{variable}} placeholders. The new page is an independent copy — editing the page does not change the template, and future changes to the template do not affect pages already created from it.
Creating a template
1
Create or open a page
Either write a new page from scratch with the structure you want, or open an existing page that already has the right format. Clean it up — remove any content specific to the original document and replace it with placeholder headings and instructional text.
2
Add placeholder variables (optional)
In any place where the user should fill in a specific value, write
{{variable_name}}. For example: {{project_name}}, {{date}}, {{author}}. These become prompted fields when the template is used.3
Open the page options menu
Click the
... menu at the top right of the page.4
Select Save as Template
Click Save as Template. A dialog opens asking for the template name and an optional description.
5
Enter a name and description
Give the template a clear name (for example, “Weekly Team Meeting Notes” or “Incident Report”). Add a short description so team members understand when to use it.
6
Save the template
Click Save. The template is now available to all members of this Space.
Templates live in the Space where they are created and are available to all members of that Space. They are not automatically shared with other Spaces.
Using a template to create a page
1
Click + New Page
In the sidebar, click the + icon next to any page, or click + New Page at the bottom of the page tree.
2
Select From Template
In the new page dialog, click From template. A template picker opens showing all templates available in this Space.
3
Choose a template
Browse or search for the template you want. Click a template to see a preview of its content on the right side of the picker.
4
Fill in placeholders
If the template contains
{{variable}} placeholders, a form appears asking you to provide values for each one. Fill them in and click Continue.5
Start editing
The new page opens pre-filled with the template structure and your variable values already substituted. Edit it as a normal page from here.
Placeholder variables
Use{{variable_name}} anywhere in the template content — in headings, body text, table cells, or callouts. Variable names must contain only letters, numbers, and underscores.
Examples:
When a team member creates a page from the template, each
{{variable_name}} appears as a labeled input field. The values they enter are substituted throughout the page before it opens for editing.
Managing templates
To view all templates in a Space, go to Space Settings → Templates. From this list you can:- Edit a template — opens the template page for editing. Changes apply to future pages created from it; existing pages are not affected.
- Archive a template — removes it from the template picker without deleting it. Archived templates can be restored from the same settings panel.
- Delete a template — permanently removes the template. Pages already created from it are not affected.