Templates

What is a Template?

A template is a predefined swarm that can be used as a starting point when creating a new swarm.

Templates help create consistent structures for example in:

  • Competency assessments
  • Onboarding processes
  • Performance and development discussions
  • Projects
  • Learning programs

Templates speed up work and ensure that content follows the organization’s agreed practices.

Note: Templates cannot be created for Competency Areas.

Where Are Templates Visible?

Templates are listed at the top of each swarm type’s main view.

They are visible only to users:

  • Who have permission to create that swarm type
  • Whose access level allows them to see the template

If a user does not have permission to create a specific swarm type (e.g., certifications), they will not see its templates.

Template Visibility

Templates have their own visibility settings.

They can be:

  • Open to all users with permission to create that swarm type
  • Restricted to specific users or roles (e.g., managers only)

For example, if a performance discussion template should only be visible to managers:

  1. Managers must be added or invited as members or owners of the template swarm
  2. The template visibility must be set to restricted

Template owners can manage:

  • Title
  • Description
  • Owners
  • Visibility
  • Content

from the edit view (pencil icon).

Using a Template

To create a new swarm from a template, click:

“Use this template”

When a new swarm is created from a template, the following elements are copied:

  • Title (prefixed automatically with “Copy:”)
  • Description
  • Background image
  • Pinned comments
  • Task lists
  • Links
  • Linked skills
  • Participation approval requirement (if defined)

The template creates a new, independent swarm.

The creator of the new swarm becomes its owner.

Default Visibility of a New Swarm

By default, a swarm created from a template is:

Restricted (invitation-only).

The creator can change the visibility during creation or later, as long as the swarm contains no comments.

⚠️ User Responsibility

Important:

Even if the original template is restricted (for example, a performance discussion template), the visibility of the copied swarm can be changed.

This means the creator must:

  • Verify visibility settings before starting work
  • Ensure confidential content remains restricted
  • Follow the organization’s data protection and confidentiality policies

Templates support structured processes — but the responsibility for correct visibility settings lies with the swarm creator.

Governance Perspective

Templates are an organizational governance tool.

They enable:

  • Consistent processes
  • Quality assurance
  • Structured learning

At the same time, they preserve flexibility, allowing users to adapt the copied swarm to their needs.

This balances control and agility — providing a clear starting point without locking users into rigid structures.