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.
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
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.
- An active Team or Enterprise subscription
- Organization membership (user must be part of an organization on Gumloop)
Quick Navigation
Create a Template
Create and publish your first template
Edit Templates
Update templates after publication
Delist Templates
Remove templates from the gallery
How Organization Templates Works
Organization Templates operates on a simple publish-and-use model with three core principles:| Principle | Description |
|---|---|
| Instant Publishing | Users create and publish workflows as templates - no approval needed |
| Organization-Wide Access | Published templates are immediately available to all organization members |
| Self-Service Management | Template creators and organization admins can delist templates as needed |
Creating a Template
Turn any workflow into a template with setup instructions that guide your team members through configuration.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.
Create Template with Set-up Instructions
Select Create Template with Set-up Instructions from the options.
Review AI-Generated Setup
Gumloop automatically generates initial template information including:
- Template title
- Description
- Setup checklist with basic steps
- Required credentials detection
Configure Template Details
Customize your template information to help users understand and implement your workflow.
General Information
General Information
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
Credentials Needed
Credentials Needed
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.
Set-up Checklist
Set-up Checklist
Create a step-by-step guide that walks users through configuring your template.
- Add a Clear Title: Describe what the user needs to do (e.g., “Configure Email Trigger Node”)
- Provide Detailed Instructions: Explain exactly what to configure and why. Don’t assume users are familiar with your specific setup.
- 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.
- Include External Resources: If users need to set up external tools (like copying a Google Sheet template), provide direct links.
Editing Published Templates
Need to update a template after it’s been published? You can make changes and republish them instantly.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.
Make Your Changes
The template editor will open, showing all your template configuration:
- General Information (title, description, categories)
- Credentials needed
- Setup checklist
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.
Delisting Templates
If you need to remove a template from the gallery, you can delist it at any time.Click the Template Badge
In the top-right corner, click the Template badge or icon to open the template editor.
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.
Managing Templates
For Template Creators
Template creators can manage their published templates at gumloop.com/templates/organization:
- View all your published templates
- Share direct links to specific templates
- Edit templates to update information
- Delist templates that are no longer needed
For Organization Administrators
Organization administrators have additional management capabilities through the Organization Settings:
- Review all templates published in your organization
- Delist any template that doesn’t meet standards or is outdated
Using Templates
Accessing Templates
Any organization member can access templates through gumloop.com/templates/organization:
Template Cloning Details
When you clone a template, here’s what happens:| Aspect | Details |
|---|---|
| New Workbook Created | A brand-new workbook is created in your selected workspace |
| Structure Preserved | All workflow logic and node configurations are maintained |
| Credentials Not Shared | You must configure your own credentials and API keys |
| Full Customization | You 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.
Templates vs Workflow Subscriptions
Organization Templates give users a cloned copy of your workflow that they own and can customize. But what if you want to share the benefits of your workflow without giving away the workflow itself?Workflow Subscriptions
If your workflow has triggers, you can share it via an Interface with Workflow Subscriptions enabled. Users subscribe to the triggers and receive automated results—without ever seeing or copying your workflow.
Choosing the Right Approach
| Scenario | Best Option |
|---|---|
| Users need to customize prompts, nodes, or logic | Organization Templates |
| Workflow is a starting point users will build upon | Organization Templates |
| Users just need the output, not the workflow | Workflow Subscriptions |
| You want to maintain control and push updates | Workflow Subscriptions |
| Users don’t need to understand the underlying automation | Workflow Subscriptions |
Best Practices
Documentation Best Practices
Rename Nodes Descriptively
Rename Nodes Descriptively
Rename nodes to describe what they do. Instead of the generic name “Gmail Sender,” rename the node to “Send Weekly Brand Report.”
Rename Outputs Meaningfully
Rename Outputs Meaningfully
Rename outputs to describe what they are. Instead of the generic output name “Response,” rename the output to “Personalized email copy.”
Use Note Nodes
Use Note Nodes
Use Note nodes to annotate your workflow with markdown.
Use Subflows
Use Subflows
Use subflows when needed to keep your workflow organized and maintainable.
Best Practices for the Template Description
The template description is what potential users see when browsing the gallery. Make it clear, comprehensive, and helpful.Creating Effective Titles
Creating Effective Titles
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.
Writing the Details Section
Writing the Details Section
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.).
External Resources
External Resources
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).
Comparison: Organization Templates vs Public Templates
| Feature | Organization Templates | Public Gumloop Templates |
|---|---|---|
| Creator | Organization members | Gumloop team |
| Visibility | Only within your organization | All Gumloop users |
| Approval Process | None - instant publishing | Pre-approved by Gumloop |
| Use Cases | Organization-specific workflows | General automation patterns |
| Plan Requirements | Team/Enterprise plans only | Available on all plans |
| Management | Can be delisted by creator or org admin | Managed by Gumloop |
| Customization | Tailored to your organization’s needs | Designed for broad applicability |
Frequently Asked Questions
Who can publish templates?
Who can publish templates?
Any member of an organization can publish templates. There are no special permissions required beyond being part of the organization.
Are templates immediately available after publishing?
Are templates immediately available after publishing?
Yes! Templates are instantly available to all organization members. There’s no approval process - templates go live immediately upon publishing.
Can I edit a published template?
Can I edit a published template?
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.
What happens to existing copies when a template is delisted?
What happens to existing copies when a template is delisted?
Delisting a template only removes it from the gallery. All existing copies that users have cloned remain unaffected and continue to work normally.
Can templates be shared between organizations?
Can templates be shared between organizations?
How do I know if my template is being used?
How do I know if my template is being used?
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
Can I restrict who can publish templates?
Can I restrict who can publish templates?
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
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