Sharing Templates Across Teams

This guide explains how to share meeting and document templates across teams in your organisation so each team only sees the templates it needs.

Sharing templates is available when your organisation uses multiple teams under one parent practice. You need the Owner or Manager role on the practice that owns the template. Moving ownership to another practice also requires the Owner role on the parent practice.

Overview

Each team in Claras is its own practice with its own template list. Advisers only see templates for the team they are working in. Sharing lets the parent practice make a template available to selected sibling teams without copying it into each library.

Only the owning practice can edit, archive, version, or reorder a template. Borrowing teams can use it to create meetings or documents. If the owner allows it, they can also duplicate it into their own library.

Single-practice organisations are unchanged. Template sharing only appears when teams are enabled and more than one team exists under the parent.

Share is available from the parent practice on templates that practice owns.

Switch to the parent practice and open Templates → Meetings or Templates → Document templates.
Open the template you want to share, or use Share from the template list where it is offered.
In the Share dialog, select the teams that should see the template.
For each team, choose Can use or Can use and duplicate.
Confirm. Scopes save immediately and do not wait for a content save on the template.

The owning practice always keeps full access. You do not add the owner as a share target. Archived teams do not appear in the list.

Can use lets the team select the template when creating meetings or documents. Content stays read-only for that team.
Can use and duplicate also lets the team create its own copy. The copy is a new template owned by that team, with a new id.

On the owner's list, shared templates show which teams have access. On a borrowing team's list, a shared-in template shows a "Shared" badge and who owns it.

Use a shared template

When you work in a team that has been given access, the shared template appears in that team's template list and in the create menus for meetings or documents. You use it the same way as a local template.

You cannot edit the shared content from the borrowing team. To customise structure or wording for your team only, duplicate the template when the owner has allowed duplicating. If duplicate is not allowed, the menu explains that the owner has not allowed it.

Move template to practice

When a child team owns a template that should be managed centrally, an owner on the parent can move ownership to another practice under the same parent (usually the parent itself).

Open the template from the practice that currently owns it.
Choose Move template to practice.
Confirm the destination practice.

The template keeps the same id. Existing meetings and documents that used it keep working. The previous owner keeps access through a share scope so that team can still use the template. Edit and archive then live on the new owner practice.

Share remains parent-only. Child teams promote ownership rather than re-sharing outward.

Export styles on shared document templates

A shared document template can pin an export style that lives on the owning practice (often the parent's Branding). When someone on a borrowing team exports a document from that template, Claras uses the pinned style if one is set. Borrowers see the pin as read-only and do not edit the owner's Branding files.

If no pin is set, export uses the exporting practice's default branding style. Full detail on styles is in Custom Export Styles.

Frequently asked questions

Owners and managers with settings access on the practice that owns the template, using Share from the parent practice. Advisers use shared templates but do not set scopes.

Can two teams edit the same template?

No. Only the owning practice edits content, versions, and archive state. Other teams use or, when allowed, duplicate.

What happens if the owner archives the template?

Every team loses access. Historical meetings and documents that already used the template stay on those records.

What if we only have one practice?

Template sharing does not apply. Your templates stay available to everyone in that practice as usual.

Last updated 23rd July 2026 by Connor