Building a process from scratch works. But when the problem has already been solved hundreds of times by teams similar to yours, starting from a ready-made template is faster — and less risky.
A good template is not just a list of steps. It is a tested structure that includes the right stages, the necessary fields, and a sequence that makes practical sense. You install it, adapt it to your context, and start operating the same day.
This article presents 10 process templates that cover the most common operations areas. For each one: the problem it solves, the stages, who uses it, and the average setup time.
1. Employee onboarding
Area: Human Resources Stages: 6 (Pre-admission → Documentation → Access and equipment → Initial training → 30-day follow-up → Completion) Setup time: 15 minutes
The problem: The new employee arrives and nobody knows exactly what needs to be done. IT did not prepare the laptop, HR did not send the documents, the manager did not schedule the training. Onboarding becomes a scramble to put out fires in the first few days.
What the template solves: Each step has defined owners, required documents, and deadlines. When the case is created, everyone involved knows what to do and when. The timeline records every action — useful for audits and for improving the process over time.
2. Purchase approval
Area: Finance Stages: 4 (Request → Quotation → Approval → Purchase order) Setup time: 10 minutes
The problem: Purchase requests arrive by email, message, or hallway conversation. Some are approved without quotation. Others sit for weeks because nobody knows who should approve them. At month-end, finance discovers expenses that were not in the budget.
What the template solves: Every request follows the same flow. Required fields ensure that amount, justification, and cost center are filled in. Approval has defined thresholds — purchases above a certain amount go through an additional level. No request gets lost.
3. Contract management
Area: Legal Stages: 7 (Request → Drafting → Internal review → Legal approval → Negotiation → Signature → Active period) Setup time: 20 minutes
The problem: Contracts circulate by email between legal, the requesting department, and the vendor. Versions multiply. Someone signs a draft that has not been approved yet. Clauses negotiated by phone go unrecorded. When the contract needs renewal, nobody can find the final file.
What the template solves: The contract has a case with a complete history. Every document version is recorded. Approvals are formal. Expiration and renewal deadlines trigger automatic alerts. Everything is traceable from request to signature.
4. Whistleblower channel
Area: Compliance Stages: 6 (Receipt → Screening → Investigation → Review committee → Corrective measures → Closure) Setup time: 15 minutes
The problem: The company is legally required to maintain a whistleblower channel, but managing it by spreadsheet or email creates serious risks. Reports get lost, investigations lack formal records, and the reporter's confidentiality is compromised.
What the template solves: Each report becomes a case with restricted access. Only authorized committee members can see the details. The timeline records every investigation action. External forms allow the reporter to follow up without exposing their identity. Everything is documented for audits.
5. Vacation request
Area: Human Resources Stages: 3 (Request → Manager approval → Payroll registration) Setup time: 5 minutes
The problem: The employee requests vacation by email, the manager approves by message, but payroll is not informed. Or the opposite: payroll registers a vacation the manager did not approve. Schedule conflicts, overlapping periods, and lack of formal records create rework.
What the template solves: The request follows a standardized flow. The manager approves with one click. Payroll receives the notification and registers it. Required fields ensure that period, vacation type, and balance are provided. Simple with no room for error.
6. IT support tickets
Area: Information Technology Stages: 4 (Opening → Classification → Resolution → Closure) Setup time: 10 minutes
The problem: IT tickets arrive by email, message, phone, or in person. Without a standardized system, it is impossible to measure response time, prioritize correctly, or identify recurring problems. Users complain that nobody responds. The IT team complains that they cannot prioritize.
What the template solves: Every ticket enters the same flow. Classification defines priority and category. The owner is assigned automatically or manually. SLAs are visible. Closure requires confirmation from the requester. Reports show volume, average time, and bottlenecks.
7. Client onboarding
Area: Sales / Customer Success Stages: 5 (Welcome → Data collection → Setup → Training → Follow-up) Setup time: 15 minutes
The problem: The client signed the contract and now needs to be activated. But the CS team does not know exactly what was sold, sales did not hand off the information, and configuration is delayed. The client starts the experience frustrated — and churn risk increases before they even begin using the product.
What the template solves: The onboarding case is created as soon as the contract is closed. Fields capture what was sold, who the point of contact is, and which integrations are needed. Each step has a deadline and an owner. The client can track progress through external forms. No step is forgotten.
8. Credit analysis
Area: Finance Stages: 5 (Request → Document collection → Risk analysis → Assessment → Decision) Setup time: 20 minutes
The problem: Credit analysis involves documents from different sources, bureau queries, risk calculations, and multi-level approvals. When the process is not standardized, each analyst evaluates differently, mandatory documents are missed, and decisions lack formal records.
What the template solves: The template standardizes what needs to be analyzed, which documents are required, and who gives the final assessment. Custom fields capture score, revenue, guarantees, and conditions. The assessment is recorded in the timeline with justification. Approval or denial decisions are formal and auditable.
9. Document review
Area: Legal Stages: 4 (Submission → Review → Corrections → Final approval) Setup time: 10 minutes
The problem: Documents that need legal review — client contracts, terms of service, internal policies — arrive by email and sit in someone's queue. Without prioritization, urgent documents wait alongside routine ones. Comments and corrections get lost in email threads. When the document is approved, nobody knows which version is final.
What the template solves: Each submitted document becomes a case. Priority is set at submission. The reviewer receives the assignment and comments directly on the case. Corrections generate new versions with history tracking. Final approval is formally recorded. No doubt about which version counts.
10. Insurance claims management
Area: Insurance Stages: 6 (Registration → Documentation → Inspection → Technical analysis → Assessment → Settlement) Setup time: 15 minutes
The problem: Claims involve extensive documentation, multiple parties (policyholder, broker, adjuster, repair shop), and regulatory deadlines. Without a structured process, documents get lost, regulation deadlines are missed, and the policyholder gets no answer. The operational cost of each claim goes up.
What the template solves: The case follows the claim from registration to settlement. Each involved party can be linked as a case person. Required documents are defined per stage. Regulatory deadlines trigger alerts. The technical assessment is recorded with justification. Settlement only happens after all approvals.
How to get started
All 10 templates are available for free on CaseFy. Create your account and install any template in one click.
Each template is a starting point. You can adjust stages, add fields, set up automations, and adapt to your team's reality. The important thing is not to start from scratch when someone has already solved the same problem before.