For how to lock, unlock, and prevent team edits on a shared template, see Manage, share, and organise your templates. This article covers who can do what.
Template governance for Account owners
Account owners have additional controls to manage how templates are used across the organisation. These governance features help larger teams maintain consistency and prevent template sprawl.
Disabling personal template creation
If you want to ensure all team members use standardised templates, you can prevent them from creating personal templates.
To disable personal template creation:
Go to Company Settings
Find the Templates section
Toggle off Allow team members to create personal templates
What this means:
For everyone except Account owners, the New template button is disabled (greyed out, with a tooltip) and Save a copy is hidden. This includes Managers.
Only Account owners can create new templates
Existing team templates remain accessible to everyone
Team members can still use all available templates for their meetings, documents, and tasks
When to use this feature
This is particularly useful for:
Larger organisations wanting standardised processes
Compliance-focused teams needing controlled templates
Companies that want to prevent duplicate templates being created
Account owner privileges
Even when personal template creation is disabled, Account owners retain full control:
Create new templates
Edit any team template
Lock/unlock templates
Make templates private or share them with the team
Modify governance settings
Template permissions by role
Account owner
Account owners (the Admin role) have full control over templates:
Action | Allowed |
View all team templates | Yes |
Create new templates | Yes |
Edit any team template | Yes |
Lock templates (prevent edits) | Yes |
Make templates private | Yes |
Share templates with team | Yes |
Access company settings | Yes |
Disable template creation for others | Yes |
All other roles
Advisers, Support and Managers have limited template management capabilities. Managers have no extra template rights:
Action | Allowed |
View team templates | Yes |
Use templates for summaries, documents, and tasks | Yes |
Edit unlocked team templates | Yes |
Create personal templates | Depends on Account owner settings |
Edit locked templates | Only templates they authored |
Lock/unlock templates | Only templates they authored |
Access company settings | No |
Understanding permission restrictions
When a template is locked:
Team members can view but not edit
The template remains fully usable for generating summaries and documents, and creating tasks
Only the template's author and Account owners can make changes
When personal template creation is disabled:
Only Account owners can create new templates
The New template button is disabled, not hidden, and Save a copy is unavailable
Existing templates remain accessible
Important: Templates shared across the team are a single source of truth. Any changes made to a shared template affect all advisers using it. Use Save a copy to create a personal duplicate before experimenting with changes.
Related articles
Manage, share, and organise your templates - Locking, sharing, hiding, deleting, and organising templates
Template troubleshooting - Common template issues and fixes