Using Work Order Templates

Overview

Work order templates allow you to standardize repeated job types and accelerate work order creation. Instead of manually entering the same service details, parts lists, and checklists for common scenarios, you can save a template and apply it with a single click.

Creating a Work Order Template

Navigate to Work Orders → Templates.
Click Create New Template.
Enter a Template Name and optional Description. The description is visible only to internal users.
Configure the following fields as needed. All fields are optional and will be pre-populated when the template is used.

Service Type
Default Description
Estimated Duration
Required Checklists — see Assigning Checklists to Work Orders
Default Parts List
Labor Rate
Custom Fields

Template Visibility

Templates can be set as Personal (visible only to you) or Team (visible to all users with Work Order Create permission). Only users with the Admin or Manager role can create team-wide templates.

Applying a Template

When creating a new work order:

Click Use Template on the work order creation form.
Select from your personal templates or team templates.
The form is pre-populated. Modify any fields as needed for the specific job.
Proceed with assignment and scheduling as normal.

Templates do not lock fields. All pre-populated values can be overwritten before the work order is saved.

Editing and Archiving Templates

To modify an existing template:

Navigate to Work Orders → Templates.
Click the ⋯ menu next to the template name.
Select Edit or Archive.

Archived templates remain attached to historical work orders but cannot be applied to new ones. To restore an archived template, filter the template list to show archived items and select Restore.

Best Practices

Name templates clearly. Use consistent naming conventions that dispatchers and technicians will recognize (e.g., "HVAC - Standard Maintenance", "Electrical - Panel Upgrade").
Include checklists for compliance. If a job type requires specific documentation, attach the checklist to the template rather than relying on manual addition.
Review templates quarterly. Parts pricing and service rates change. Outdated templates can cause estimate discrepancies.
Limit parts lists to commonly used items. Templates with excessive parts lists are slower to load and harder to modify. Reserve comprehensive lists for recurring work orders.