Canonical: https://www.skillhive.com/en/user-guide/templates
Language: en
Updated: 2026-09-16
Parent: Skillhive User Guide (https://www.skillhive.com/en/user-guide/skillhive-user-guide)

# 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.