10 Tips for Creating Templates
1. Bulk add questions
Save time with the new copy and paste feature. Simply click the ‘Copy and paste questions’ button, paste in your list of questions, each on a different line, and watch the magic happen. You can also add categories, set the default response and default failed response for all questions.
2. Organise fields into categories and sections
Categories allow you to group questions together. This makes it easy to move them around, or duplicate groups of questions quickly. If you have a lot of questions, or different parts that need to be completed at different times, or by different people, then you might also want to use sections. Sections allow you to break questions up into multiple pages on the audit.
3. Use Smart Fields
Smart fields allow you to setup conditional logic. What this means is that you can show or hide additional questions depending on the answer. For example say you have a question, where if the answer is ‘yes’ you want to ask additional questions. Using a smart field you can add in additional questions that only appear if the condition is met.
4. Use Dynamic Fields
Dynamic fields allow you to repeat a group of fields as many times as needed. This can be helpful for whenever you need the same question (or set of questions) asked multiple times depending on the situation. For example conducting a cleaning inspection. You can use dynamic fields to add a ‘Bedroom’ field, which you can reuse for each bedroom in the building.
5. Create Custom Response Sets
You’re not limited to just using the default answers of Yes – No – N/A, or Safe – At Risk – N/A, you can also create your own custom response sets, including setting the score and color for each item. You can also use custom responses to change the colors of the default questions, for example if you want to change ‘Yes’ to red, and ‘No’ to green.
6. Questions vs Multiple Choice Fields
Questions are the most common type of field you’ll likely be using. They’re great for when you have only a few possible answers. If you need more than 5 answers, you should use a multiple-choice field instead. Multiple choice fields are displayed differently, and you can also choose if multiple answers can be selected.
7. Failed responses, notifications, and actions
For each question, think about how you might want to use this data later.
- Failed responses work with analytics to show you items which need improving or are not compliant.
- Notifications allow you to tell someone if a question receives a particular answer
- Actions allow you to assign corrective actions for each individual item
8. Preview your template as you build it
It’s a good idea to preview your template as you go so you can see what the different types of fields look like. To preview a template from the web interface simply click the ‘preview’ button in the top right corner.
9. Complete a test audit on your phone / tablet
Before you share a template with your team, try a test audit on your phone so you can see how the questions flow. This will give you a good idea if you need to change any of the sections or layout.
10. Sharing your template
Once you’ve set up a template, you’ll want to share it with the team members that will be using it. By default only you will be able to see your templates. If you have more than 3 people in your organization we recommend setting up groups to simplify the sharing process. Once you’ve created a template, select which groups or individual users you would like to share the template with. You can also share templates with people who are not currently part of your organization. When you share a template with them they will be invited to join your organization and you can assign them to groups as needed. Learn more about sharing templates here.