Customise tasks

This article explains how to adapt and customize tasks in BriqSafe by managing visit templates, control scheme activities, and scheduling options. It is intended for managers and administrators who plan and maintain inspection visits and recurring compliance activities for their organisation and clients.

Note

Required role: Manager or above

Managing Visit Templates

Visit templates group inspection activities into reusable sets that simplify scheduling. Templates can be defined organisation-wide, tailored per client, or set as per-location defaults.

Finding and Understanding Visit Templates

1. Go to Organisation Settings and select Visit Templates.

2. Use the scope toggle to switch between Organization, Clients, and Locations views:

   • Organization: see org-wide templates and drag activities from the Available Activities panel.
   • Clients: select a client to view and manage their specific templates.
   • Locations: manage per-location defaults like default assignees for visits scheduled at that location.

Note that only users with the owner, admin, or manager roles can view or manage visit templates. Other roles receive access denied errors and see no templates.

Creating an Organisation-Wide Visit Template

1. Navigate to Organisation Settings > Visit Templates > Organization.
2. Click New Visit Template.
3. Enter a Template Name and optionally add a Description.
4. Add activities by dragging them from the Available Activities panel.
5. Ensure the template remains organisation-wide (no client selected) and click Create.

You may also use Copy System Visit Templates on the organization tab to import standard templates. Templates with activity types that conflict with existing ones are skipped during copying.

Errors will occur if you leave the template name empty or select no activities. Adding an activity type already used in another template triggers a conflict message; resolve this by removing duplicates before saving.

Creating a Client-Specific Visit Template

1. Open Organisation Settings > Visit Templates > Clients.
2. Select the target client.
3. Click New Visit Template.
4. Name the template and add activities.
5. Click Create.

Client templates extend an organisation-level parent without a client scope. Items in the client template merge with the parent and override any matched activity types just for that client. You cannot create a client template without a matching organisation-wide parent template.

Deleting a Visit Template

1. In Organisation Settings > Visit Templates, select the template to remove.
2. Click the delete action and confirm in the Delete Template dialog.

This soft-deletes the template from the list. Any DRAFT visits linked to the template are permanently deleted. Visits with statuses other than DRAFT remain accessible.

Scheduling Visits and Activities

Scheduling consolidates activities into visits or plans standalone activities. Visits may be recurring or one-off, and activities can be customized per location or client.

Scheduling a Visit from a Visit Template

1. Open Scheduler and select the To plan filter.
2. Find the visit-template occurrence you want to schedule (distinct from standalone activities).
3. Open it to review activity types and job counts.
4. Optionally add or remove activity types for this occurrence only.
5. Set the date, start/end times, assign engineer(s), and confirm to create the visit.

Changes to activity types here apply to this visit only; the underlying template remains unchanged for future occurrences.

Scheduling a Standalone Recurring Activity

1. Open Scheduler and filter for To plan to find standalone activities.
2. Select the activity and review its details.
3. Pick a date, enable Requires review after completion if needed, assign an engineer, and confirm.

The visit is created, and the activity’s next occurrence is automatically queued.

Creating Recurring Visits in Bulk

1. In the visit creation panel, enable Create recurring visits under Recurrence.
2. Set the frequency, repeat interval, and the number or end date of occurrences.
3. Preview the count of visits to be created and confirm.

This bulk scheduling creates multiple visits following the chosen recurrence but is separate from the compliance activity’s own recurrence settings.

Adding a Custom Activity to the Control Scheme

1. Go to the target location’s Control Schema tab.
2. Click Add activity.
3. Select the object scope (structure, area, system, asset, or whole location).
4. Choose the Activity type (only types allowed by the location’s control regime will appear).
5. Select a Frequency.
6. Review the job estimate and save.

The activity enters the To do state, ready for scheduling.

Changing an Activity’s Frequency

1. In the location’s Control Schema tab, select the activity to update.
2. Pick a new frequency from the picker (such as weekly, monthly, or yearly).

This updates the activity’s schedule and affects future grouping in visits. There is no enforcement preventing frequencies below minimums.

Setting a Default Assignee for an Activity

1. On the Control Schema tab, open the desired activity.
2. Change the assignee to the preferred engineer.

The new assignee applies to future scheduled visits only. Already scheduled visits are not automatically reassigned.

Flagging a Visit for Review after Completion

1. While scheduling a visit, toggle Requires review after completion on or off.

If enabled, the visit routes for consultant sign-off after the engineer submits it. This flag can be edited later on the visit’s detail panel.

Reassigning a Scheduled Visit

1. Open the visit’s detail panel in Scheduler.
2. Use Reassign to select a different engineer.

The visit moves to the new engineer’s queue, and the previous engineer is notified.

Additional Notes

• Activity types available depend on the location’s control regime, which the system determines automatically based on location parameters.
• When copying system visit templates, any that cause activity-type conflicts with existing templates are silently skipped.
• Adding ad-hoc jobs during a visit requires job-create rights, and creating new assets inline may require Asset-create rights.