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Share your library items in Tern
Share your library items in Tern

This article walks through how to share your library items - like trip/activity templates, emails, forms, and more in Tern!

Molly Johnson avatar
Written by Molly Johnson
Updated over a week ago

Overview

Tern supports the ability to share any library item you create with:

  • Individual Tern users

  • Your agency, if you are a part of one

  • A community that you create in Tern

  • The full Tern community

Library item types

Activity templates

Itinerary templates

Email templates

Forms

Task templates

Automation templates

Workflows

How sharing works

To share a library item, go to your library and select what type you'd like to share

As a reminder, we currently only support activity template sharing - but will support all library types in the coming weeks!

Select the specific activity you'd like to share

You'll see a new 'Share' button in the top right of the template

Choose how you'd like to share this item

Don't worry - by sharing a library item advisors will have access to copy/use it, but they will never be able to edit your template.

Individual sharing

If there is a specific advisor you'd like to share your template with, use this option.

  • Simply enter their email address and select 'invite'

  • They'll receive an email inviting them to view your template

  • Please note: they'll need a Tern account to view and use your template - so make sure you invite the email that they use in Tern! If they do not have an account yet, they'll need to create one.

  • In addition to the email, advisors will be able to access shared templates any time they go to use a template. More on accessing shared templates below!

Community sharing

If you are not a part of an agency, but have a group of advisors you would like to share content with, you can set up a community in Tern.

1. To set up a community - go to Settings, select Community Details, and 'Create Community'

2. Decide how you'd like sharing in your community to work.

  • 'All members can share' is our default recommended option. Anyone you add to this community would be able to share their own content.

  • Restricting it to 'owners & admins' or 'only the owner (me)' can share makes sense if you are developing specialty content, and are creating a community to more easily share it in Tern.

3. To add people to your community go to Members, and select 'Invite'

4. Add their emails into the modal, and select 'Invite'

  • Please note that they will need a Tern account to access content

  • Make sure to use the email their Tern account is under, if you know it!

  • If they do not have an account yet, they'll be prompted to create one

5. They will receive an invite email that looks like this

6. As the owner, you can manage roles of individual members at any time

  • Click on any row - or the action menu - and toggle the role you'd like

  • Owners & Admins can both manage members and change permissions

  • Members can only receive/share content, depending on the settings you have selected above

7. After creating a community, you'll see this option when you share content

  • We do not send an email notification when you share in this way - but all community members will have access to your template. More on accessing shared templates below!

  • If you have chosen to allow any member to share content, they'll also see this option when they share library items. If you have restricted this to admins/owners, only members with that role will see that option.

Agency sharing

If you are a part of an agency in Tern, you can make your template accessible to anyone in your agency using that toggle on your share modal.

We do not send an email notification when you share in this way - but all agents will have access to your template. More on accessing shared templates below!

Tern Community sharing

  • Anyone with link: if you'd like to share links to your Tern templates, and allow anyone with a Tern account to access and use them, toggle this option. You can then 'Copy Link' at the bottom of the modal.

  • Community: if you'd like to make your template accessible to anyone in the Tern community browsing templates, toggle this option. More on how those community templates will show up below!

Accessing shared templates

Ways to access shared templates

  • Shared templates in your library: you fill find new 'Shared with me' and 'Tern community' tabs in each library item type. From here you can preview the template, and copy it into your own library. Use this option if you plan to use this library item over and over, and will like to customize it to your own needs.

  • Shared templates while trip planning / working in Tern: you will find new 'Shared with me' and 'Tern community' tabs when using templates to plan your trips / work in Tern. Use this option if you'd always like to leverage the most up to date version of the shared templates you have access to.

Shared templates in your library

Any template that has been shared - individually or via an agency/community, can be accessed in the 'Shared with Me' tab of each library item type.

Any template that has been shared with the Tern community can be accessed in that tab

Click on the item to open a preview. If you'd like to copy it into your own library, use the 'make a copy' button in the top right

You'll now find this item in "My Templates", and have full edit access to it. Please keep in mind that:

  • You are editing your own copy, not the master template

  • If the owner of the master template makes changes, they will not be reflected in your copied template

Shared templates while trip planning / working in Tern

Shared templates and community templates can also be accessed while planning your trips / working in Tern! Simply drag in a library item instead of an individual activity -

Toggle over to 'Shared with Me' or 'Tern Community'

Preview the item you'd like to use, and then select 'add to trip'

Library item specifics

The mechanism to share and use library items is similar across each type. But there are a few things to know about each individual item type that we will cover below. As each item becomes available, we will add specific notes to this section.

Activity templates

  • Content that WILL be shared

    • All general info - title, description, supplier, location

    • All media and documents - so make sure if you don't want something shared, you don't add it to the template!

    • The pricing & payment schedule - but of course we won't share any client authorizations that have occurred

    • Booking supplier details - including any terms/refund policies

  • Content that WON'T be shared

    • Activity status: if it has been 'booked', for example, none of those details will carry over

    • Commission information

    • Confirmations & receipts

Itinerary templates

  • Content that WILL be shared

    • All general info - trip cover photo, primary supplier, budget range

    • All itinerary items - following the same rules outlined above on what activity content will / won't be shared

    • Trip pricing breakdown & any trip packages created

  • Content that WON'T be shared

    • Activity status: if it has been 'booked', for example, none of those details will carry over

    • Commission information

    • Confirmations & receipts

Email templates

  • Content that WILL be shared

    • Subject line

    • Email content

    • Email attachment(s)

  • Content that WON'T be shared

    • Email signature attachment, if stored in Tern. When an email is copied, whoever owns the template will have their own signature displayed

Forms

  • Content that WILL be shared

    • Form title

    • Most form questions (with 2 exceptions - see below)

  • Content that WON'T be shared

    • Any responses to your forms - when someone copies your form, that copied form is now under their account, and responses are unique to each advisor using the form

    • Two form questions require specific configuration per-advisor. If not configured yet, the advisor will see that they will need to set things up before these questions carry over

      • Calendar scheduler

      • Terms and conditions

Task Templates

  • Content that WILL be shared

    • Task title & description

    • Configuration around the due date, email reminder + urgency

    • If 'assigned to myself', that will carry over to whoever copies the task

  • Content that WON'T be shared

    • If you assigned the task to someone else, the assignee will be blank when copied

Automation Templates

  • Content that WILL be shared

    • Automation trigger logic (one exception below)

    • All email content

      • Subject line, recipient logic, and email content / attachments

    • All task content

      • Configuration around the due date, email reminder + urgency

      • If 'assigned to myself', that will carry over to whoever copies the task

  • Content that WON'T be shared

    • If you used a unique trip status in your automation trigger logic, the status will be 'blank' when copied. The advisor who copied the automation template can then select their own trip status to use instead

    • If you assigned the task to someone else, the assignee will be blank when copied

    • Email signature attachment, if stored in Tern. When an email is copied, whoever owns the template will have their own signature displayed

Workflows

  • Content that WILL be shared

    • Workflow auto-apply logic (with one exception below)

    • Task due date & content (following the same rules above on task template sharing)

    • Automation trigger logic & task/email content (following the same rules above on automation template sharing)

  • Content that WON'T be shared

    • If you used a unique trip status or tag in your Workflow auto-apply logic, the trigger will be 'blank' when copied. The advisor who copied the automation template can then select their own trip status or tag to use instead.

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