Create Work Order templates to give a particular type of service (termite) or property type (commercial) a consistent price, material usage, and optional PDF form. When you load the template into the Work Order all of the settings you have in that template will be loaded.
- From the Dashboard, click the Settings gear icon
- Click Work Order Templates
- Click the New Template button in the upper-right corner.
Template location type
Templates are meant to focus specific services and materials to a specific property, or location type. Select a location type for this template. If you pick Grocery Store, this template can be used only for customers that have Grocery Store in the Property Type field in the customer’s Location page. If you open a Work Order for a residential account, for example, a Grocery Store template will not be available.
If you want a template for all location types, leave it at (any location).
Note If you create a template for a specific property type, it cannot be used for other property types. A template made for Commercial cannot be attached to a Residential customer's Work Order and vise versa. If you use the Default Property Type (any location) then it can be used for any property type; although, some features of the template will not work due to the feature needing a specific property type.
Give the template a name that describes the template and how you do your business.
Suppose you have several Restaurant/Bar customers. Some have a Monthly service frequency, others have Quarterly. You might want to create separate templates with separate billing frequencies, too. You could create a naming style such as:
- Restaurant/Bar - Monthly service - For Every Work Order
- Restaurant/Bar - Monthly service - Quarterly Billing
- Restaurant/Bar - Monthly service - Yearly Billing
- Restaurant/Bar - Quarterly service - For Every Work Order
- Restaurant/Bar - Quarterly service - Monthly Billing
Set the Billing Frequency that you want to have for this template.
Note Once a template is saved, the Billing Frequency and Template location type cannot be changed. If you need to make a change, recreate the template with the correct billing frequency and template type and delete the old one.
Type of Service, Material or Other
To put a price on the service, material or other component, select it as you would for a regular Work Order and proceed from left to right for each entry. Keep in mind that this template will be used multiple times, so be as generic (price set as $0.00?) or as specific (multiple services or materials) as you require. The idea is to make as few changes in the actual Work Order as possible - that is the purpose of a template - less data entry.
Tip If you want to put in a warranty or explanation of the service performed in the Work Order:
- Click Add Line
- Click Service and Select Other, you can enter up to 255 characters in the description field
- Give a $0.00 price
- If you need more text, add another line
Click the Add a Material button and choose the material you want in this template. If you know the properties of the material you’re going to apply, click the Add usage button. Enter where, how, and how much of the material you expect to apply.
Tip Usage quantities can be changed in the Work Order on the mobile app.
When you add a location you might see just a blue bar from the drop down list.
You need to select a Template Location Type at the top to connect the template locations to the target areas listed for that location type. You will also see this if you left the Template Location Type as (any location).
Ideally, Service Instructions in a template should apply to the service performed and the materials used. This can include readme first instructions, cautionary statements, or instructions copied from the material label.
Attach the PDF form that applies to the template. For example, if this is a termite template, attach a WDIR form. PDF forms is discussed later in this document.
Select the default technician. If you don't know who the technician will be, just leave it as None Selected. You can always select the technician later when the template is applied to the Work Order.
This is the scheduling frequency, not how often they’re billed.
Add to work pool:
Selecting work pool will not force you to select a specific time for the appointment. It will be added to your work pool list.
How long does it take to perform the average appointment for the service and materials in this template? The actual time for the work is set by tapping Start and End in the mobile app.
Click Save in the bottom-right corner.
Attaching a template to the Work Order
To attach a template to the Work Order, create a new Work Order and select the Customer name. Click the Load Template button in the upper-right corner of the Work Order.
The Load from template dialog box appears. Click the name of the template to load it into the Work Order. Only templates for the property type of the customer selected in this Work Order and those where the template location type was left as (any location) appear in this list.
Continue with scheduling the Work Order.
Also watch this video.