Bundle defaults and visit templates

This article explains how to create and manage bundle templates (called visit templates), how to set default assignees, and how these settings help pre-populate scheduled visits. It is intended for managers or administrators who organize inspection activities.

Note

Required role: Manager, Admin, or Owner

Understanding Visit Templates and Bundles

Visit templates are reusable groups of inspection activities bundled for scheduling purposes. These templates are managed in the Organisation Settings under Visit Templates. They allow consistent activity groupings to be scheduled as single visits, saving time and ensuring standardization.

Visit templates have three scope levels, selectable by toggling between:

• Organization: Templates available organisation-wide.
• Clients: Templates specific to a chosen client, overriding organisation templates.
• Locations: Location-specific defaults such as default assignees used when scheduling visits for that location.

Note: The feature is called Visit Templates in the UI but corresponds to bundle templates in the data model.

Creating Organisation-Wide Visit Templates

Create reusable templates for activity groupings that apply across your entire organisation.

1. Go to Organisation Settings > Visit Templates > Organization.
2. Click New Visit Template.
3. Enter a Template Name and optionally a Description.
4. Add activities by dragging them from the Available Activities panel.
5. Keep the scope as organisation-wide by not selecting any client.
6. Click Create.

Alternatively, use Copy System Visit Templates to import predefined templates. This creates a parent-child link to system templates.

Important: You must name the template and add at least one activity. Adding an activity already used in another template triggers a conflict that must be resolved before saving.

Creating Client-Specific Visit Templates

Define templates customized for individual clients to override organisation defaults without changing them.

1. Go to Organisation Settings > Visit Templates > Clients.
2. Select the client needing a tailored template.
3. Click New Visit Template.
4. Enter a Template Name.
5. Add activities by dragging from Available Activities.
6. Click Create.

Client templates extend an organisation-level parent template. Items merge, and activities with the same type in the client template override the parent’s version.

Note: The organisation-level parent must belong to the same organisation and have no client scope.

Setting Default Assignees for Activities

Assign default engineers for activity types to pre-populate scheduled visits with the correct assignees.

1. Go to Control Schema tab.
2. Open the activity you want to assign.
3. Change its assignee to the desired engineer.

The new default assignee applies only to future scheduled visits. Existing confirmed visits are unaffected and remain assigned to their original engineer.

Scheduling Visits Using Visit Templates

Schedule grouped activities efficiently by creating visits from templates.

1. Open the Scheduler.
2. Toggle To plan to display visit-template occurrences.
3. Find and open a visit template occurrence to review included activity types and job counts.
4. Optionally add or remove activity types for this individual occurrence.
5. Set the visit Date, Start Time, and End Time.
6. Assign one or more engineers.
7. Confirm to create a single visit containing all grouped jobs.

Note that changes to activity types at scheduling apply only to this visit instance; the underlying template remains unchanged.

You can also schedule a visit by dragging a visit template or an individual activity onto the calendar, which opens a pre-filled visit creation panel.

Important: You cannot drag a template or activity for one client onto a different client's location.

Managing Visit Templates

Copying System Visit Templates

Quickly populate your organisation or client with the standard set of visit templates by copying from system templates.

1. In Organisation Settings > Visit Templates, select Organization or a specific Client.
2. Click Copy System Visit Templates.

Templates with conflicting activity types are skipped and not merged; review which templates were copied to ensure completeness.

Deleting a Visit Template

Remove a visit template no longer needed.

1. Navigate to Organisation Settings > Visit Templates.
2. Open the template and select the delete action.
3. Confirm deletion in the dialog.

Warning: Deletion is permanent for any draft visits using this template—they will be permanently deleted. Non-draft visits remain accessible.

Troubleshooting and Common Pitfalls

• Activity Type Conflicts: An activity type cannot be in more than one template. Adding a conflicting activity triggers an error listing the conflicting templates.
• Role Restrictions: Only Managers, Admins, and Owners can view and manage templates, and schedule visits. Inspectors may see a create-visit button but cannot schedule visits; engineers and viewers see no schedule option.
• Template Changes vs. Occurrence Edits: Adjusting activities when scheduling a visit affects only that occurrence, not the template.
• Assignee Changes: Changing an activity’s default assignee only affects future visits; existing visits need manual reassignment.
• Copying System Templates: System templates skipped because of conflicts are not merged; carefully review what was copied.