Schedule a visit from a template

This article explains how to schedule a visit using a visit template in BriqSafe. It is intended for managers responsible for planning grouped activities efficiently.

Note

Required role: Manager

Scheduling a Visit from a Visit Template

Use visit templates to schedule one visit that combines multiple related activity types, often sharing the same cadence and performed together.

1. Open the Scheduler from the sidebar.
2. Use the To plan filter to locate visit-template occurrences. These are shown distinctly from standalone activities.
3. Select and open a visit-template occurrence to review its activity types and the number of jobs per type.
4. Optionally add or remove activity types for this specific occurrence only. Note that changes will not affect the visit template itself or future occurrences.
5. Set the visit’s Date, Start time, and End time.
6. Assign one or more engineers to the visit.
7. Confirm to create a single visit containing all its jobs grouped under the template.

Understanding and Managing Visit Templates

Visit templates are reusable groups of inspection activities defined in Organisation Settings. They help standardize the activities scheduled together.

1. Navigate to Organisation Settings > Visit Templates.

2. Choose a scope using the three-way toggle:

   • Organization – shows organization-wide templates and an Available Activities panel to drag activity types from.
   • Clients – after selecting a client, shows client-specific templates that extend the organization defaults.
   • Locations – allows setting per-location defaults such as default assignee.

3. To create a new organization-wide visit template:

   1. On the Organization tab, click New Visit Template.
   2. Enter a Template Name and an optional Description.
   3. Add activities by dragging them from the Available Activities panel.
   4. Ensure the template remains organization-wide (no client selected).
   5. Click Create.

4. To create a client-specific template that overrides organization defaults:

   1. Go to the Clients tab and select the client.
   2. Click New Visit Template.
   3. Name the template and add activities.
   4. Click Create. This creates a child template that merges with and can override the parent organization template for that client only.

5. You can also use Copy System Visit Templates on the organization or client tabs to quickly add standard templates. Note that templates conflicting with your existing activities will be skipped during copying.

Important Notes About Visit Templates and Scheduling

• Adding or removing activity types while scheduling applies only to the current visit occurrence; the visit template remains unchanged and future occurrences use the original template.
• Visit templates cannot be edited in the Scheduler; to modify templates, use Organisation Settings.
• Only users with roles Owner, Admin, or Manager can view or manage visit templates. Inspectors, Engineers, and Viewers cannot access templates due to permission restrictions.
• When an activity type is already used in one template, the system blocks adding it to another due to conflicts. Resolve conflicts by removing duplicates before saving templates.
• Deleting a visit template removes it from the list and permanently deletes any DRAFT visits created from it, but existing non-DRAFT visits remain accessible.