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.
- 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.
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
- Open Template Center in the sidebar.
- Use the sections Public, Company-shared, Project specific, and Private to find templates.
Create a new template
- Click Add Template.
- Enter a template name.
- Select or create a category, or type a category name and press Enter.
- Click Save.
Configure template structure
- Open the template.
- Review the main areas in the template view.
Area | Description |
|---|---|
Information | Template name and category |
Visibility | Private, Company-shared, or Public (default Private) |
Availability | Which projects can use the template |
Other | Import items from other templates, Excel, or AI assistance |
Detailed description | Notes or instructions about the test process |
Test procedure | Where you build checklist line items |
Add checklist line items
- Add a Topic to group related items, for example Inspections or Functional tests.
- Add each Test item describing what the user should check.
- Optionally fill Scope, Method, and other custom fields. Click field names to rename them.
- Set Require if for required fields such as photo: Always, On PASS, or On FAIL.
- Choose one required input type if needed: Photo, Number, Decimal, Percentage, Text, Floorplan, File, or Answers.
- Mark prerequisites when a sequence matters, for example require room number before an AHU test.
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 |
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 |
Updated on: 07/26/2026
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