> ## Documentation Index
> Fetch the complete documentation index at: https://docs.collabase.ch/llms.txt
> Use this file to discover all available pages before exploring further.

> Templates are reusable page structures that speed up documentation. Create a template once and let the team use it every time they need that type of page.

# Templates

# 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

When a team member creates a page from that template, they are prompted to fill in any `{{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

<Steps>
  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Open the page options menu">
    Click the `...` menu at the top right of the page.
  </Step>

  <Step title="Select Save as Template">
    Click **Save as Template**. A dialog opens asking for the template name and an optional description.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Save the template">
    Click **Save**. The template is now available to all members of this Space.
  </Step>
</Steps>

<Note>
  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.
</Note>

## Using a template to create a page

<Steps>
  <Step title="Click + New Page">
    In the sidebar, click the **+** icon next to any page, or click **+ New Page** at the bottom of the page tree.
  </Step>

  <Step title="Select From Template">
    In the new page dialog, click **From template**. A template picker opens showing all templates available in this Space.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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**.
  </Step>

  <Step title="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.
  </Step>
</Steps>

## 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:

| Placeholder         | Typical use                                      |
| ------------------- | ------------------------------------------------ |
| `{{project_name}}`  | The name of the project this document relates to |
| `{{date}}`          | The meeting date or document date                |
| `{{author}}`        | The person responsible for the document          |
| `{{sprint_number}}` | For sprint-related documents                     |
| `{{review_date}}`   | A scheduled review or expiry date                |

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.

<Warning>
  Deleting a template is permanent. Archive it first if you think you might need it again.
</Warning>

## Common template examples

| Template name                | Sections to include                                               |
| ---------------------------- | ----------------------------------------------------------------- |
| Weekly meeting notes         | Attendees, Agenda, Discussion, Decisions, Action items            |
| Architecture decision record | Context, Decision, Alternatives considered, Consequences, Date    |
| Runbook                      | Scope, Prerequisites, Steps, Rollback procedure, Escalation       |
| Incident report              | Timeline, Impact, Root cause, Remediation, Follow-up tasks        |
| Sprint retrospective         | What went well, What didn't, Action items, Team mood              |
| Onboarding checklist         | First day, First week, First month tasks with `{{new_hire_name}}` |