Create and manage checklist templates

Overview

How do I create and manage checklist templates in the Template Center?

The Template Center allows you to create, organize, and customize checklist templates for reuse across multiple projects. You can manage visibility, availability, structure, and required input fields.

All users with registered company will have access to the template center

When and why to use this

Use the Template Center when you need to:

Reuse checklist formats across projects
Standardize your company’s commissioning or testing approach
Limit or expand access to specific users or companies
Customize input requirements (photos, files, numbers, etc.)

Key facts:

Templates can be private, company-shared, or public.
You can control which projects a template is available on.
Templates are grouped into topics and contain multiple checklist items.
Items can have custom inputs like numbers, percentages, photos, or floorplan markers.
Advanced options include third-party approvals and prerequisite logic.

How to - step by step

1. Open the Template Center

Navigate to the Template Center from the main menu. Use the tabs to browse between:

Public
Company-shared
Private

2. Create a new template

Click the Add Template button.
Enter a template name.
Select or create a category - or just type the needed category and press [Enter]
Click Save.

Example: Creating a "Ventilation checklist" template.

3. Configure template structure

The main template view includes several sections:

Area	Description
1) Information	Set the template name and category for easy identification.
2) Visibility	Choose between Private, Company-shared, or Public. Default is Private.
3) Availability	Decide which of your projects the template is available on.
4) Other	Import items from other templates, Excel, or use AI assistance.
5) Detailed description	Add notes or instructions about the checklist/test process.
6) Test procedure	This is where you build your checklist items.

If you want to share a template across companies on your project, enable it under the Availability section.

4. Add checklist items

Checklist items are grouped into topics (or blocks). Each topic can contain multiple items.

Checklist Item Configuration

Field	Description
Topic	Grouping header for items (e.g., "Inspections", "Functional tests").
Test item	Required field. Describes what the user should check. Use line breaks if needed.
Scope, Method, etc.	Optional custom fields. Click field names to rename.
Require if	Define when certain fields (e.g., photo) are required: Always, On PASS, On FAIL.

Required input types:

Photo - Attach a photo (automatically on mobile).
Number - Whole numbers like 42 or 1300.
Decimal - Floating-point values like 3.42 or 0.003.
Percentage - Values like 78%.
Text - Freeform text input.
Floorplan - User must select a floorplan and place a marker.
File - Upload a file (note: limited support on mobile).
Answers - Set predefined answers (e.g., "Red / Blue").

Prerequisite

Mark items that must be checked first. Useful when a sequence is important.

Example: In an AHU test, require the room number to be checked first.

5. Use advanced approval options

Option	Description
Require comment	Requires a comment when user fails an item.
Third party control	Requires another person to validate each item. A third-party approver must be assigned.
Block N/A	Disables the N/A option. Users must choose Approved or Failed.

6. Use actions and enhancements

Action	Description
Extra signature	Allows multiple users to sign off the same checklist.
Add subheading	Insert subheadings to group items within a topic.
Sync value to asset/equipment	Automatically pushes input values to linked equipment. Learn more
Note field	Adds an open text field for extra notes or context.

Behavior and results

Template visibility behavior

Visibility Setting	Who can see it	Who can edit it

Private	Only creator
Company	All company users
Public	Everyone on platform

Template availability behavior

By default, templates are available on all your projects.
You can restrict to specific projects from the Availability section.
Templates shared across companies must be explicitly allowed.

Checklist item data behavior

Only one required input type can be set per item.
If more than one is needed, create multiple checklist items.

Troubleshooting

Problem	Cause	Solution
Template not visible	Visibility set to Private	Change visibility to Company or Public
Can't edit template	User is not creator or Admin	Ask company Admin to make changes
Checklist item doesn't require input	Input type not selected	Enable one of the required fields
File upload not working	Mobile limitations	Recommend using photo or text instead

Quick facts

Requires: Company Admin

Location: Templates → Template Center

Affects: Checklist structure, user input, template visibility and availability, asset sync behavior

Updated on: 08/06/2025

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