Technical recommendation templates

This article explains how to add and manage technical recommendation templates, referred to in the application as Visit Templates. It is intended for managers or administrators who need to define reusable activity groupings for inspection visits across the organisation, specific clients, or locations.

Note

Required role: Manager or Admin

Understanding Visit Templates

Visit Templates are reusable groupings of activities designed to standardise inspection visits. These templates can be defined at three levels of scope:

• Organization – templates available organisation-wide
• Clients – templates tailored for a specific client that override organization-wide defaults
• Locations – sets default settings such as default assignee when scheduling for a particular location

You manage these templates from Organisation Settings by selecting Visit Templates. Note that the feature is named "Visit Templates" rather than "Activity Bundles" in the UI.

Creating an Organisation-wide Visit Template

Create standardised templates usable across the entire organisation to group inspection activities efficiently.

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 them from the Available Activities panel into the template.
5. Ensure no client is selected so the template remains organisation-wide.
6. Click Create to save the template.

You can alternatively use Copy System Visit Templates to import predefined templates. Templates that would cause activity conflicts are skipped during this copy.

Important Considerations

• Both the Template Name and at least one activity are required; otherwise, creation is blocked with an error message.
• Adding an activity type already used in another template causes a conflict error. Resolve conflicts by removing the activity from other templates before saving.

Creating a Client-specific Visit Template

To customise visit groupings for a particular client without changing organisation defaults, create a client-level visit template.

1. Go to Organisation Settings > Visit Templates > Clients.
2. Select the client you want to customise.
3. Click New Visit Template.
4. Enter the template name and add activities.
5. Click Create to save the client-specific template.

The client template extends an organisation-level template (a parent with no client scope). Its activities merge with or override those of the parent template for that client only.

Important Considerations

• A client template must extend an organisation-level parent template within the same organisation or creation will be rejected.
• Organisation-level templates cannot extend other templates.

Copying System Visit Templates

To quickly set up templates, you can copy the standard system templates into your organisation or for a specific client.

1. Navigate to Organisation Settings > Visit Templates.
2. Select either Organization or go to Clients and select a client.
3. Click Copy System Visit Templates.

The copied templates are created in extend mode with a parent-child link to the system version, maintaining a connection to the source templates.

Important Considerations

• Templates whose activity types conflict with already existing templates are skipped and not merged.
• Review the copied set to ensure important templates were included.

Deleting a Visit Template

When a visit template is no longer needed, it can be deleted from the system.

1. Go to Organisation Settings > Visit Templates.
2. Find and open the template you want to delete.
3. Use the template's delete action and confirm in the Delete Template dialog.

The template is soft-deleted and removed from the list.

Important Considerations

• DRAFT visits created from the deleted template are permanently deleted.
• Other visits (scheduled, in progress, completed, cancelled) remain accessible.
• The deletion dialog warns that deletion is irreversible and draft visits will be lost.