Work Templates

A Work Template (also called a checklist template) defines a standardized operating procedure (SOP). It contains a series of tasks that should be performed during a specific type of work — such as a maintenance routine, cleaning procedure, or safety inspection.

Why use Work Templates?

• Standardization — Ensure every technician follows the same steps
• Quality — Nothing is forgotten when procedures are predefined
• Efficiency — Save time by loading templates into work orders instead of creating tasks manually
• Training — Templates with detailed descriptions serve as on-the-job training material
• Automation — Templates can be linked to Strategies for fully automated work order generation

Creating a Work Template

1. Navigate to the Knowledge Hub > Work Templates
2. Click Create Work Template
3. Add a title and description
4. Add tasks — each task represents one step in the procedure:
   • Title — What needs to be done
   • Description — Detailed instructions (supports rich text)
   • Duration — Expected time for this step
   • Files — Reference images, diagrams, or instructions
5. Reorder tasks by dragging them into the correct sequence
6. Save the template

Task details

Each task in a Work Template can include:

Field	Purpose
Title	The step name (e.g., “Check belt tension”)
Description	Detailed instructions with rich text formatting
Duration	Expected time for this step
Files	Attached reference materials
Parts	Spare parts needed for this step

Using Work Templates

In Work Orders

When creating a Work Order, select a Work Template to load its tasks. The tasks are copied into the work order, where they can be modified if needed.

In Strategies

When setting up a Strategy, link a Work Template to define what tasks should be included in automatically generated work orders.

Sharing templates

Work Templates can be shared:

• Within your workspace — Available to all team members
• With customer workspaces — Share templates with managed customer workspaces

Tip

Keep Work Templates focused on a single procedure. Many specific templates are better than one large template that covers everything.

Versioning

When you update a Work Template, the changes apply to future work orders.

The key point: only starting a work order “pins” the Work Template version — not merely creating it. As long as a work order has only been created but not yet started, it continues to pick up the latest version of the template when you make changes. Once the work order is started, the version of the tasks active at that moment is locked in and stays unchanged for that work order.