Create visit templates by organisation, client or location

This article explains how managers can create and manage visit templates in BriqSafe by organisation, client, or location. Visit templates group inspection activities into reusable sets, streamlining scheduling and allowing tailored defaults per client or location.

Note

Required role: Manager, Admin, or Owner

Locate and Understand Visit Templates

Visit templates are managed in Organisation Settings under the Visit Templates section. This interface uses a scope toggle with three options:

Scope	Description
Organization	Shows organisation-wide reusable templates alongside an Available Activities panel used to add activities by drag-and-drop.
Clients	Displays per-client templates after selecting a client; these override organisation templates for that client.
Locations	Sets per-location defaults such as default assignees utilized when scheduling visits for that location.

Note that only users with manager-level roles (Owner, Admin, or Manager) can view or manage visit templates. Lower permission roles do not have access, and attempts to view templates return a 403 error.

Create Organisation-Wide Visit Templates

Create a reusable visit template that applies across the entire organisation.

1. Go to Organisation Settings > Visit Templates > Organization tab.
2. Click New Visit Template.
3. Enter a Template Name. Optionally add a Description.
4. Add activities by dragging from the Available Activities panel.
5. Leave the template organisation-wide by not selecting any client.
6. Click Create to save.

You can also use Copy System Visit Templates to import standard templates into your organisation. Conflicting activity types between existing templates and system templates will cause those templates to be skipped.

Important: The system enforces activity-type uniqueness across templates. If you add an activity type already used in another template, a conflict warning appears. Resolve conflicts before saving.

Create Client-Specific Visit Templates

Create custom visit templates for individual clients that extend and override organisation-wide templates.

1. Go to Organisation Settings > Visit Templates > Clients tab.
2. Select the client for whom you want to create the template.
3. Click New Visit Template.
4. Enter a Template Name and add activities.
5. Click Create to save.

The client-specific template extends an organisation-level parent template (with no client scope). Its activities merge with the parent's, and any activity type included in both overrides the parent’s version only for that client.

Note: Creation is rejected if the client template does not extend a valid organisation-level parent template.

Manage Location Defaults

The Locations tab under Visit Templates lets you set per-location defaults, such as the default assignee, used when scheduling visits for that location.

Delete a Visit Template

To remove an obsolete visit template:

1. Go to Organisation Settings > Visit Templates.
2. Locate the template and open its delete action.
3. Confirm deletion in the Delete Template dialog.

Deletion is a soft-delete for the template, removing it from the list. However, any DRAFT visits created from that template are permanently deleted. Visits that are scheduled, in progress, completed, or cancelled remain accessible.

Copy System Visit Templates into Your Organisation or Client

To quickly populate your organisation or a client with standard templates:

1. Go to Organisation Settings > Visit Templates.
2. Select either the Organization tab or the Clients tab after selecting a client.
3. Click Copy System Visit Templates.

The copied templates are linked as parents to the system templates and stay associated for reference. Any templates that conflict with your current activity types are skipped and not merged.

Scheduling Visits from Templates

Visit templates group multiple activity types to create a single visit.

1. In the Scheduler, use the To plan list to find visit-template occurrences.
2. Open an occurrence to review and optionally modify its activity types for this instance only.
3. Set the date, start and end time, assign engineers, and confirm to create the visit.

Modifications here do not alter the template itself and revert for future occurrences.

Understanding Activity Type Conflicts

Activity types must be unique across templates within your organisation. When adding an activity already used in another template, the system reports conflicts referencing the conflicting templates. You must resolve these conflicts by removing or changing activities before saving.

When copying system visit templates, any that would cause activity-type conflicts are skipped.