Set up the audit template

This article explains how to set up an audit (visit) template in BriqSafe. It is intended for managers and administrators who need to create reusable groups of inspection activities to streamline scheduling audits on site.

Note

Required role: Manager, Admin, or Owner

Understanding Visit Templates

Visit templates group multiple inspection activities into reusable sets called visit templates. These templates can be maintained at three levels of scope within Organisation Settings under Visit Templates:

• Organization: Organisation-wide templates available for all clients and locations.
• Clients: Client-specific templates that override organisation defaults for that client only.
• Locations: Per-location defaults, mostly used to set default assignment options when scheduling on that location.

Only users with the Manager, Admin, or Owner roles can view or manage visit templates. Inspectors, Engineers, and Viewers lack scheduling permissions and will receive an error if they try to access templates.

Creating an Organization-Wide Visit Template

Create an audit template that applies to the entire organisation, so it can be reused when scheduling visits.

1. Go to Organisation Settings > Visit Templates.
2. Click the Organization tab.
3. Select New Visit Template.
4. Enter a Template Name and optionally a Description.
5. Add activities by dragging them from the Available Activities panel to your template.
6. Ensure you leave the template at organisation scope (no client selected).
7. Click Create to save the template.

Notes:

• You cannot create a template without a name or without selecting at least one activity; error messages will appear prompting these fixes.
• If you add an activity type already used in another template, a conflict error will occur. You must resolve activity-type conflicts before saving.
• To start quickly, you can use Copy System Visit Templates on the same page to import built-in templates into your organisation.

Creating a Client-Specific Visit Template

Create a tailored audit template for a single client that overrides the organisation-wide default.

1. Go to Organisation Settings > Visit Templates.
2. Select the Clients tab and choose the client.
3. Click New Visit Template.
4. Enter the Template Name and add activities by dragging them from the Available Activities panel.
5. Click Create to save.

Important: The client-specific template must extend an organisation-level template that has no client scope. This makes the client template merge with and override activity types from its parent template only for that client.

Using Copy System Visit Templates

To quickly populate your organisation or a client with the standard set of audit templates:

1. Navigate to Organisation Settings > Visit Templates.
2. Select either the Organization tab or the Clients tab with a selected client.
3. Click Copy System Visit Templates.

The system templates will be copied in extend mode, linking them to the source so updates can stay connected.

Note: Templates whose activity types conflict with those you already have will be skipped without merging. Review the copied templates list after to confirm.

Scheduling Visits from Templates

Once templates are set up, you can schedule audit visits grouping multiple activities at once.

1. Open the Scheduler and filter by To plan.
2. Find visit-template occurrences, which are distinct from standalone activities.
3. Open a visit-template occurrence to review included activity types and job counts.
4. Optionally add or remove activity types for this occurrence only.
5. Set the visit start and end date and time.
6. Assign one or more engineers.
7. Confirm to create a single visit with all jobs from the template.

Changes to the activities in one scheduled occurrence do not affect the template itself or future occurrences.

Deleting a Visit Template

If an audit template is no longer needed, you can delete it:

1. In Organisation Settings > Visit Templates, locate the template.
2. Use the delete option and confirm in the dialog.

Deleting a template soft-deletes it; it disappears from the template list.

Important: Any DRAFT visits created from the deleted template are permanently removed. Visits already scheduled, in progress, completed, or cancelled remain accessible.

Roles and Permissions

Only users with Manager, Admin, or Owner roles can create, manage, and schedule visits and templates.

Role	Can View Visit Templates	Can Manage Visit Templates	Can Schedule Visits
Owner	Yes	Yes	Yes
Admin	Yes	Yes	Yes
Manager	Yes	Yes	Yes
Inspector	No (403 error)	No	No (create button visible but scheduling rejected)
Engineer	No	No	No
Viewer	No	No	No