General information templates

Visit templates group activities so they can be reused when scheduling visits. This article explains how managers create organisation-wide or client-specific templates and copy standard system templates.

Note

Required role: Manager

Open Visit Templates

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

Organisation shows your organisation's templates and the Available Activities panel. Select Clients and choose a client to view that client's templates. Select Locations and choose a location to view its templates, Default Assignee, and whether each template is Configured or Not configured.

Create an organisation-wide template

1. Open Organisation Settings > Visit Templates and select Organisation.
2. Select New Visit Template.
3. Enter a Template Name and, if needed, a Description.
4. Leave Assign to Client (Optional) set to Organisation-wide (no client).
5. Open the Activities field and select the activities for the template.
6. Select the tick button labelled Confirm in the activity 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.

Create a client-specific template

1. Open Organisation Settings > Visit Templates and select Clients.
2. Choose 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 for the template.
7. Select Create Template.

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

Copy system templates

Use system templates to create a starting set of templates without building each one manually.

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 includes the system template's activities and remains linked to that system template. Future changes to the system template are not applied automatically. If the system template changes, the copy receives a Changes badge. Acknowledging the badge clears the flag but does not update the copy.

Templates that cannot be copied because of conflicts are skipped. A notice reports how many were skipped, so create those templates manually if needed. Copy System Visit Templates is available only while the selected scope has no templates.

Understand 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 already used at that level, select its information button.

The Already in use message lists the templates using that activity and marks each one as Organisation or Client. The activity remains selectable, so you can keep it in the new template. Organisation-wide and client templates are checked separately.

Delete a visit template

1. Open Organisation Settings > Visit Templates.
2. Select View on the template card.
3. Select the delete action in the detail panel header.
4. Review the dialog and select Delete Template.

Deleting a template permanently deletes draft visits created from it. Scheduled, in-progress, completed, and cancelled visits remain accessible with their jobs. The template is hidden from the templates list rather than erased.

Permissions

Inspectors, engineers, and viewers cannot read or manage visit templates because they do not have job scheduling permission. Requests from these roles are refused and no templates load.