Create visit templates by organisation, client or location

Visit templates group activities for reuse when visits are scheduled. This article explains how to create templates for your organisation or for a specific client, and how the organisation, client and location scopes work.

Note

Required role: Manager and above

Understand the template scopes

1. Open Organisation Settings and select Visit Templates.
2. Use the scope toggle to select Organisation, Clients or Locations.

• Organisation shows your organisation's templates and an Available Activities panel.
• Clients shows the templates for the client you select.
• Locations lists every template for the location you select, including its Default Assignee and Configured or Not configured status. These settings are used when scheduling at that location.

Inspectors, engineers and viewers do not have the job scheduling permission. Requests for visit templates are refused for these roles, so nothing loads.

Create an organisation-wide visit template

Create an organisation-wide template when the same activity grouping should be available across the organisation.

1. Open Organisation Settings > Visit Templates and select Organisation.
2. Select New Visit Template.
3. Enter a Template Name and, optionally, a Description.
4. Leave Assign to Client (Optional) set to Organisation-wide (no client).
5. Open the Activities field and tick the activities to include.
6. Select the tick button, Confirm, in the picker header.
7. Select Create Template.

Create Template remains disabled until you enter a Template Name and select at least one activity. If you close the activity picker without selecting Confirm, your selections are discarded.

An activity already used by another template can show an information button with an Already in use message. This is a warning, not a block, when creating a template.

Create a visit template for one client

A client template is separate from organisation-wide templates. It is not linked to, merged with or an override of an organisation-level template.

1. Open Organisation Settings > Visit Templates and select Clients.
2. Select the client in the client selector.
3. Select New Visit Template.
4. Enter a Template Name.
5. Leave Assign to Client (Optional) set to the selected client.
6. Select the activities to include.
7. Select Create Template.

Activity conflicts are checked separately for each scope. An activity used by an organisation template can also be added to a client template. Only the selected client's other templates are checked for a conflict.

Copy system visit templates

Use Copy System Visit Templates to populate an empty organisation or client scope with the standard templates.

1. Open Organisation Settings > Visit Templates.
2. Select Organisation, or select Clients and choose a client.
3. When the selected scope has no templates, select Copy System Visit Templates.

Each copied template contains the system template's activities and remains linked to that system template. Visits planned from the copy use only the copy's activities. Later changes to the system template are not added automatically; the copy receives a Changes badge instead.

Templates that cannot be copied because of conflicts are skipped. A notice reports how many were skipped. The copy action is not available again from that tab once the scope contains a visit template, so create skipped templates manually if needed.

Review activity conflicts

1. In New Visit Template, use Assign to Client (Optional) to select either Organisation-wide (no client) or a client.
2. Open the Activities picker.
3. For an activity with an information button, open Already in use to see the templates using it at that level.

The activity remains selectable, so you can save it in more than one template at the same level. However, dragging that activity from one existing template card onto another is refused if the other template still holds it. The activity is removed from the source template first.