Task Templates

Templates save time by pre-filling task details and checklists that you use repeatedly. Rather than rebuilding the same 20-item checklist every morning, create it once and reuse it across any task.

Create a template

1. Go to Tasks → Templates
2. Click New Template
3. Add:
   • Template name (see naming tips below)
   • Default task type and priority
   • Checklist items — click Add Item for each step
   • Drag items to reorder
4. Save

Using a template

When creating a task, select a template from the Template dropdown. All checklist items load automatically. You can add or remove items for that specific task without affecting the template itself.

Checklist item types

Each item in a checklist can be one of three types:

Type	Worker action	Use case
Checkbox	Tap to mark done	Standard cleaning steps
Photo	Upload a photo	Before/after evidence, damage reporting
Numeric	Enter a number	Supply levels, occupancy readings, meter values

Tip

Add a photo item at the end of any template — for example, “Final walkthrough photo” — to create a visual completion record for every task. This is especially useful for client-facing properties.

Managing templates

From the Templates list you can:

• Edit — update name, items, or defaults at any time
• Duplicate — create a copy to use as a starting point for a variant
• Archive — hide the template from the task creation dropdown without deleting it

Archiving a template does not affect tasks already using it. All existing tasks retain their checklist items even after the source template is archived.

Access and permissions

Only Admins and Provider Managers can create, edit, or archive templates. Field workers can view and complete checklists on their assigned tasks but cannot modify templates.

Naming conventions

Clear naming prevents the wrong template being selected at task creation time. A consistent format helps, for example:

• [Frequency] [Area type] — [Service type]
• Examples: “Daily Office Clean”, “Weekly Car Park Sweep”, “Monthly Deep Clean — Kitchen”

Avoid generic names like “Cleaning Checklist” — when you have 15+ templates, these become impossible to distinguish quickly under pressure.

Note

Now that your task workflow is set up, head to Reports to start tracking completion rates, on-time performance, and service quality across your operations.