> ## Knowledge Base Index
> Fetch the complete knowledge base index at: https://help.cxplanner.com/sitemap.xml
> Use this file to discover available pages before exploring further.
> Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash).

# Create and manage checklist templates

## Overview: create and manage checklist templates

The Template Center lets you create, organize, and customize checklist templates for reuse across projects, including visibility, availability, topics, and required inputs on each line item (checklist item).

For Excel, Word, or PDF import, see the dedicated import guides. For locking a finished template, see [Lock a template to prevent editing](https://help.cxplanner.com/en-us/article/lock-a-template-to-prevent-editing-ettu6i/).

* Your role must allow access to Template Center with a registered company.
* You can find the menu at Template Center in the main sidebar.
* This changes checklist structure, user inputs, template visibility, and availability across projects.

|| All users with a registered company have access to Template Center.

## What CxPlanner does in Template Center

* Groups templates into Public, Company-shared, Project specific, and Private
* Saves template edits automatically and shows a green confirmation label
* Groups line items under topics
* Supports one required input type per line item
* Supports advanced options such as third-party control, block N/A, and sync to asset or equipment

## How to create and manage checklist templates

### Open Template Center
1. Open **Template Center** in the sidebar.
2. Choose one of the categories from the drop-down you want to create a template within. (Commissioning, QA, QC or Site inspection)

![](https://storage.crisp.chat/users/helpdesk/website/-/e/a/2/c/ea2cfd7bb6130800/image_8xi1z8.png)


### Create a new template
1. Click **Add Template**.
2. Enter a **template name**.
3. Select or create a **category**, or type a category name and press Enter.
4. Choose the **folder** where you want to save your template 
5. Click **Create**.

![](https://storage.crisp.chat/users/helpdesk/website/-/e/a/2/c/ea2cfd7bb6130800/image_z0o4g4.png)


### Configure template structure
1. Open the template.
2. Review the main areas in the template view.

![](https://storage.crisp.chat/users/helpdesk/website/-/e/a/2/c/ea2cfd7bb6130800/image_153jzv9.png)


| Area | Description |
| ---- |
| (1) Information | Template name and category |
| (2) Visibility | Personal, Company-shared, or Public (default Private) |
| (3) Other | Import items from other templates, Excel, or AI assistance |
| (4) Detailed description | Notes or instructions about the test process |
| (5) Test procedure | Where you build checklist line items |

### Add checklist line items
1. Add a **Topic** to group related items, for example Inspections or Functional tests.
2. Add each **Test item** describing what the user should check.
3. Optionally fill Scope, Method, and other custom fields. Click field names to rename them.
4. Set **Require if** for required fields such as photo: Always, On PASS, or On FAIL.
5. Choose one required input type if needed: Photo, Number, Decimal, Percentage, Text, Floorplan, File, or Answers.
6. Mark prerequisites when a sequence matters, for example require room number before an AHU test.

![Screenshot: Create and manage checklist templates - add checklist items](https://storage.crisp.chat/users/helpdesk/website/-/e/a/2/c/ea2cfd7bb6130800/image_y2omk0.png)

### Use advanced approval options

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

### Use actions and enhancements

| Action | Description |
| ---- |
| Extra signature | Allows multiple users to sign off the same checklist |
| Add subheading | Inserts subheadings within a topic |
| Sync value to asset/equipment | Pushes input values to linked equipment. [Learn more](https://help.cxplanner.com/en-us/article/how-to-synchronize-checklist-data-with-equipment-assets-4z91ie/) |
| Note field | Adds an open text field for extra notes |

## Results: checklist templates

* Template changes save automatically
* Only one required input type can be set per line item. Create multiple items if you need more than one
* By default, templates are available on all your projects. Restrict this in **Availability**
* Templates shared across companies must be explicitly allowed

| Visibility | Who can see it | Who can edit it |
| ---- |
| Private | Only creator | Creator |
| Company | All company users | Company users with edit rights |
| Public | Everyone on the platform | Per platform rules |

## Troubleshooting: checklist templates

| Problem | Cause | Solution |
| ---- |
| Template not visible to colleagues | Visibility is set to Private | Change visibility to Company or Public |
| Cannot edit template | You are not the creator and lack Admin rights | Ask a **Company Admin** to edit it, or request edit rights |
| Line item does not require input | No required input type is selected | Enable one required field such as Photo or Number |
| File upload not working on mobile | File input has limited mobile support | Use Photo or Text instead, or complete the item on desktop |