General information templates

This article explains how to create and manage templates for general information about your inspection site, focusing on visit templates that group inspection activities for scheduling. It is intended for managers who configure reusable visit templates at different organisational levels.

Note

Required role: Manager

Accessing and Understanding Visit Templates

Visit templates are reusable groupings of inspection activities used when scheduling visits. They are managed in Organisation Settings under Visit Templates. This page provides a three-way scope toggle to view and manage templates by organisation, client, or location:

• Organization: shows organisation-wide templates and an Available Activities panel for dragging activities into templates.
• Clients: lets you select a client to see or create client-specific templates that override organisation defaults.
• Locations: sets per-location defaults like default assignee used when scheduling visits at that location.

Only managers, admins, and owners can view or modify visit templates. Lower roles such as inspectors, engineers, and viewers lack the necessary permission and will receive an error when attempting to load this feature.

Creating an Organisation-wide Visit Template

Create reusable visit templates available to the whole organisation for commonly scheduled inspections.

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 from the Available Activities panel into the template.
5. Ensure the template has no client scope to keep it organisation-wide.
6. Click Create to save.

You can also use Copy System Visit Templates here to seed templates from the built-in standard set. Templates with activities conflicting with existing ones are skipped during copying.

Note: The system requires a template name and at least one activity to save. If an activity type already appears in another template, you will see a conflict message and must resolve it before creating the template.

Creating Client-specific Visit Templates

Client-specific templates allow you to tailor activity groupings for a particular client without affecting organisation-wide templates.

1. Go to Organisation Settings > Visit Templates > Clients.
2. Select the desired client.
3. Click New Visit Template.
4. Enter a Template Name and add activities.
5. Click Create to save.

Client templates extend an organisation-level parent template that has no client scope. The client's template items merge with the parent’s, overriding activity types with matching items from the client template.

Important: The client template must extend an organisation-wide parent template from the same organisation or creation is rejected. Organisation-level templates cannot extend other templates.

Copying System Visit Templates

This feature quickly populates your organisation or a selected client with standard visit templates.

1. Open Organisation Settings > Visit Templates.
2. Select either the Organization scope or choose a client under Clients.
3. Click Copy System Visit Templates.

System templates are copied in extend mode, linking copies as children to the original templates. Templates with activity types conflicting with those already in your organisation are skipped without merging.

Deleting Visit Templates

To remove a visit template no longer needed, use the delete action from the template list.

1. Go to Organisation Settings > Visit Templates.
2. Find and open the template to delete, then choose its Delete action.
3. Confirm deletion in the dialog.

The template is soft-deleted and removed from the list. Any DRAFT visits created from this template are permanently deleted, while visits in other states (scheduled, in progress, completed, cancelled) remain accessible.

The deletion dialog warns that this action cannot be undone and that DRAFT visits will be deleted permanently.

Scheduling Visits from Visit Templates

Once templates are created, scheduling visits that bundle these activities is done through the Scheduler.

1. In the Scheduler, use the To plan list to find visit-template occurrences.
2. Select a visit template occurrence to review its activities and job counts.
3. Optionally add or remove activity types for this occurrence only.
4. Set the date, start and end times, and assign one or more engineers.
5. Confirm to create a single visit containing the grouped jobs.

Modifications to activity types here apply only to this visit occurrence, not to the template itself.

Understanding Activity Type Conflicts

When adding activities to templates or copying system templates, you may encounter conflicts if the same activity type is used elsewhere.

The conflict check reports which templates already contain the activity. You must remove the activity from the conflicting template before adding it again.

Copy System Visit Templates silently skips templates whose activity types would conflict with existing templates.