Work item templates are standardized outlines that help teams stay consistent, efficient, and organized when completing work.
- A name
- A description
- Optional checklist items to guide work order completion
- Optional attachments, such photos, videos, or documents
Using templates helps ensure that nothing gets missed, even when different people are completing the same type of task. They save time, reduce errors, and make it easier to train new team members or delegate work confidently.
Work item templates are especially useful for recurring tasks and go hand in hand with preventive maintenance (PM) schedules, which we cover here.
Example templates:
Monthly Fire Extinguisher Inspection – includes a checklist of items to inspect and a photo of a compliant tag
Winterization Checklist – details the steps for prepping facilities for cold weather, with links to manufacturer guides
Playground Safety Inspection – includes photos of common hazards and a checklist of required checks
HVAC Filter Replacement – includes frequency, filter sizes, and documentation requirements for compliance
With work templates, users can:
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Easily create new templates from scratch
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Create new work items using saved templates
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Save existing work items as templates
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Manage their company's templates from the "Template Library" page
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View and manage individual templates
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Apply templates to PM schedules