Set up the audit template

Last updated 21 September 2026

Use a visit template to group activities that you want to schedule together for an audit on site. This article explains how to create organisation-wide or client-specific templates and how to use them when scheduling.

Note
Required role: Manager

Create an organisation-wide audit template

Create an organisation-wide template when the same group of activities should be available across your organisation.

Go to Organisation Settings > Visit Templates.
Select Organisation.
Select New Visit Template.
Enter a Template Name and, optionally, a Description.
Leave Assign to Client (Optional) set to Organisation-wide (no client).
Open the Activities field and select the activities for the audit.
Select the tick button in the picker header to confirm the selected activities.
Select Create Template.

Create Template remains disabled until you enter a Template Name and select at least one activity. Closing the activity picker before selecting its tick button discards the activities you selected.

An activity that is already used by another template shows an information button. Select it to open Already in use. This is a warning only; the activity remains selectable when creating the template.

Create a client-specific audit template

Create a client-specific template when one client needs a different activity grouping from your organisation-wide templates.

Go to Organisation Settings > Visit Templates.
Select Clients.
Choose the client in the client selector.
Select New Visit Template.
Enter a Template Name.
Leave Assign to Client (Optional) set to the selected client.
Open the Activities field and select the activities for the audit.
Select the tick button in the picker header to confirm the selected activities.
Select Create Template.

The client template is separate from organisation-wide templates. It is not linked to, merged with, or an override of an organisation-wide template. Activity conflicts are checked against the other templates in the same scope.

Copy system templates

If the selected scope has no templates, you can copy the standard system templates instead of creating each one manually.

Go to Organisation Settings > Visit Templates.
Select Organisation, or select Clients and choose a client.
Select Copy System Visit Templates.

Each copied template contains the system template's activities and remains linked to that system template. Later changes to the system template are not added automatically. If the system template changes, the copy receives a Changes badge. Acknowledging the badge only clears the flag; update the copied template manually if needed.

Templates that cannot be copied because of conflicts are skipped. A notice reports how many were skipped.

Use the template to schedule an audit visit

Open Scheduler and select Plan visit.
Drag the template from the Planning sidebar onto the required day.
In New Visit, set the location, date, start time and end time.
Select the Assignees.
Adjust the job counts under Jobs by Activity, if required.
Select Schedule.

The template stores the activity list, not job counts. The next visit starts with the counts calculated by the Control Schema for that date. An activity can be reduced to zero jobs for one visit, but it cannot be removed from that template occurrence. Work reduced to zero remains due.

Pre-filled assignees without access to the selected location are removed. If Assignees is empty, select an available assignee before scheduling.

Review visit template scopes

Use the scope toggle in Organisation Settings > Visit Templates to review existing templates.

Organisation shows your organisation's templates and the Available Activities panel.
Clients shows the templates for the client you select.
Locations shows templates for the selected location, including the Default Assignee and a Configured or Not configured status.

Inspectors, engineers and viewers cannot load this tab because they do not have the job scheduling permission. Managers and higher roles can read or manage visit templates.