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Overview

Organization Templates is an organization-wide feature that allows Team and Enterprise users to share their own workflows as templates across their entire organization. Unlike the standard template library that contains pre-built Gumloop templates, Organization Templates is a user-generated repository of workflows specific to your organization.
Organization Templates Overview

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Key Benefits

Standardize Workflows

Create consistency across all workspaces with shared templates

Reduce Duplicate Work

Eliminate redundant workflow creation across teams

Accelerate Onboarding

Help new team members get productive faster

Share Best Practices

Spread organizational knowledge organization-wide

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Account Requirements

Organization Templates is available exclusively for Team and Enterprise accounts. Templates are shared at the organization level, making them accessible to all workspaces within your organization.
Requirements:
  • An active Team or Enterprise subscription
  • Organization membership (user must be part of an organization on Gumloop)

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Quick Navigation

Create a Template

Create and publish your first template

Edit Templates

Update templates after publication

Delist Templates

Remove templates from the gallery

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How Organization Templates Works

Organization Templates operates on a simple publish-and-use model with three core principles:
PrincipleDescription
Instant PublishingUsers create and publish workflows as templates - no approval needed
Organization-Wide AccessPublished templates are immediately available to all organization members
Self-Service ManagementTemplate creators and organization admins can delist templates as needed

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Creating a Template

Turn any workflow into a template with setup instructions that guide your team members through configuration.
1

Navigate to Your Workflow & Click on the Share Menu

Open the workflow you want to share as a template.Click the Share button in the top-right corner of your workflow.
Share Workbook Dialog
2

Create Template with Set-up Instructions

Select Create Template with Set-up Instructions from the options.
Share Workbook Dialog
3

Review AI-Generated Setup

Gumloop automatically generates initial template information including:
  • Template title
  • Description
  • Setup checklist with basic steps
  • Required credentials detection
This provides a starting point that you can customize.
4

Configure Template Details

Customize your template information to help users understand and implement your workflow.
Template Creation Form
TitleCreate a clear, action-oriented title that describes what the template does. Include key integrations or tools used.Example: “Executive Escalations Email and Slack Automation”DescriptionProvide a detailed overview using markdown formatting. Break your description into sections:
  • Who is this for?
  • What problem does it solve?
  • What does the workflow do?
  • How can users customize it?
  • Any requirements or prerequisites
CategoriesSelect at least one category that matches your template’s primary use case.
Review the automatically detected credentials required to run your template. These are identified based on the integrations used in your workflow.Users will be prompted to connect these services before using your template.
Create a step-by-step guide that walks users through configuring your template.
Setup Checklist Configuration
For each step:
  1. Add a Clear Title: Describe what the user needs to do (e.g., “Configure Email Trigger Node”)
  2. Provide Detailed Instructions: Explain exactly what to configure and why. Don’t assume users are familiar with your specific setup.
  3. Link to Relevant Nodes: Click Select a node from the canvas to highlight the specific node users should configure for this step. This helps users navigate complex workflows.
  4. Include External Resources: If users need to set up external tools (like copying a Google Sheet template), provide direct links.
Use the Add Step button to create additional checklist items. You can reorder steps by dragging them.
5

Publish Your Template

Once you’ve configured all details, click Publish to make your template available to your organization.
Templates are published instantly - no approval process required! Your template becomes immediately available to all organization members.

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Editing Published Templates

Need to update a template after it’s been published? You can make changes and republish them instantly.
1

Open Your Published Template

Navigate to the workflow that has been published as a template.
2

Click the Template Badge

In the top-right corner of your workflow, you’ll see a Template badge or icon. Click on it to open the template editor.
Template Badge Location
3

Make Your Changes

The template editor will open, showing all your template configuration:
  • General Information (title, description, categories)
  • Credentials needed
  • Setup checklist
Edit Template Interface
Update any fields you want to change. You can modify descriptions, add new setup steps, update categories, or refine instructions.
4

Save and Republish

Once you’ve made your changes, click Save to update your template. Your changes will be immediately available to all organization members.
Important: Users who have already cloned your template will not receive the updated version. Template updates only apply to new users who clone the template after your changes are saved. Each user gets their own independent copy when they use a template.

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Delisting Templates

If you need to remove a template from the gallery, you can delist it at any time.
1

Open Your Published Template

Navigate to the workflow that has been published as a template.
2

Click the Template Badge

In the top-right corner, click the Template badge or icon to open the template editor.
Template Badge Location
3

Delist the Template

At the bottom of the template editor, click Save & Delist Template.
Save and Delist Template
This will immediately remove your template from the gallery.
Delisting a template removes it from the gallery, but users who have already cloned your template will still have access to their copies. Delisting does not affect existing template clones.
If you want to relist a template later, you can follow the same process to edit your template and republish it.

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Managing Templates

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For Template Creators

Template creators can manage their published templates at gumloop.com/templates/organization:
Template management interface
Available Actions:
  • View all your published templates
  • Share direct links to specific templates
  • Edit templates to update information
  • Delist templates that are no longer needed
You can also delist templates directly from this page by clicking the delist option on your template card:
Delist template as workflow owner

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For Organization Administrators

Organization administrators have additional management capabilities through the Organization Settings:
Organization template settings page
Admin Capabilities:
  • Review all templates published in your organization
  • Delist any template that doesn’t meet standards or is outdated
Admins can delist templates directly from the settings page:
Admin delist template interface

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Using Templates

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Accessing Templates

Any organization member can access templates through gumloop.com/templates/organization:
1

Browse the Gallery

Explore available templates or use keyword search to find relevant templates
2

Review Details

Check template descriptions and setup instructions to understand requirements
3

Clone Template

Create a personal copy in any of your workspaces
Template cloning interface

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Template Cloning Details

When you clone a template, here’s what happens:
AspectDetails
New Workbook CreatedA brand-new workbook is created in your selected workspace
Structure PreservedAll workflow logic and node configurations are maintained
Credentials Not SharedYou must configure your own credentials and API keys
Full CustomizationYou can modify your copy without affecting the original
Each user must configure their own credentials when using a template. No sensitive data or authentication is shared between template copies.

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Best Practices

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Documentation Best Practices

Rename nodes to describe what they do. Instead of the generic name “Gmail Sender,” rename the node to “Send Weekly Brand Report.”
Rename outputs to describe what they are. Instead of the generic output name “Response,” rename the output to “Personalized email copy.”
Use Note nodes to annotate your flow with markdown.
Use subflows when needed to keep your flow organized and maintainable.

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Best Practices for the Template Description

The template description is what potential users see when browsing the gallery. Make it clear, comprehensive, and helpful.
Use Action VerbsThe title should clearly describe the purpose of the template. Use action verbs (e.g. “Summarize,” “Optimize,” “Generate,” “Analyze”).Include Key FeaturesInclude the most important integrations (e.g. Google Sheets, YouTube, Apollo) or key capabilities.
Use markdown formatting in the longform description. Break up the description into sections:Who is this for? - Describe the target audience.What problem is this solving? - Explain the pain point this template addresses.What does this automation do? - Provide an overview of how the workflow operates.How can I customize this? - List configurable nodes and parameters.Requirements - Detail prerequisites and setup needs (credentials, external tools, etc.).
If your automation requires external setup (e.g. a formatted Google Sheet, an Airtable database), include a link to make a copy.If necessary, include links to external setup guides (e.g. Notion page, YouTube or Loom videos).

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Comparison: Organization Templates vs Public Templates

FeatureOrganization TemplatesPublic Gumloop Templates
CreatorOrganization membersGumloop team
VisibilityOnly within your organizationAll Gumloop users
Approval ProcessNone - instant publishingPre-approved by Gumloop
Use CasesOrganization-specific workflowsGeneral automation patterns
Plan RequirementsTeam/Enterprise plans onlyAvailable on all plans
ManagementCan be delisted by creator or org adminManaged by Gumloop
CustomizationTailored to your organization’s needsDesigned for broad applicability

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Frequently Asked Questions

Any member of an organization can publish templates. There are no special permissions required beyond being part of the organization.
Yes! Templates are instantly available to all organization members. There’s no approval process - templates go live immediately upon publishing.
Yes! See the Editing Published Templates section for detailed instructions. Note that changes only apply to users who clone the template after your updates. Existing cloned copies are not affected.
Delisting a template only removes it from the gallery. All existing copies that users have cloned remain unaffected and continue to work normally.
No, organization templates are only visible within your organization. To share workflows externally, you can share your workflow with the other user directly.
Currently, usage analytics for templates are not available to members. Org admins can view usage from the audit logs: https://www.gumloop.com/settings/organization/audit-logging
Currently, all organization members can publish templates. Organization admins can delist inappropriate templates after publication from the template settings page: https://www.gumloop.com/settings/organization/templates

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Summary

Organization Templates transforms how organizations share and standardize workflows:

Instant Publishing

No approval delays - templates go live immediately

Organization-Wide Sharing

Templates are accessible across all workspaces

Self-Service Management

Creators and admins can manage templates independently

Secure Cloning

Each user configures their own credentials for maximum security
By following best practices and leveraging Organization Templates effectively, your organization can significantly reduce development time and ensure consistency across all automation workflows.