Project Description

Creating custom job templates

Every company is different, whether because of the industry you work in or the stage of your business.  Being able to tailor your job sheets and check sheets is critical.

With Okappy, you’ve always been able to have your own job sheets and checksheets with the specific information that you require.  You can now create those templates yourself with our template builder. Or, if you don’t have time, we can create them for you. See Configuration options for more information.

On Okappy, a job template is made up of the following sections:

  • Header and footer
  • Main details section –  typically filled out by the office
  • Up to three check sheets – typically filled out by the engineer
job template preview

Creating a custom job template

From within the jobs page on Okappy,

  • Click Job options

Adding job sheet templates

  • Click Job sheet templates

viewing custom templates

  • Click New template to enter the template builder

job template name template

  • Enter a name for your template in the template name field
To add a header to your template

  • Click Edit header

job template headers

  • Click + Add field
  • Click where it says Insert text
  • Enter the details that you want to appear on the header.  You can add different sizes of text, images and spacer.

    Note: Images will be shown at full size, so ensure you have resized the image to the correct size first before uploading.

job template headers more fields

  • Repeat for each field that you want to appear.

To add a footer to your template, scroll down to the bottom of the page and

  • Click Edit footer
  • Click + Add field
  • Click where it says Insert text
  • Enter the details that you want to appear on the footer.

The job details are typically filled out by the office.  There are a number of fields which appear on all templates. These are the reference field, job id, customer, appointment date, signature and the date the job was completed.

Additional information will often include site details, contact details and the description of what is required.

To add these fields:

  • Click + Add group

adding job sheet template details

  • Add a group title
  • Click Field settings
  • Choose what type of field you want. This could be a small, medium or large text field, an address field or a numeric field.
  • Enter a field name i.e., contact name
  • Choose the Field type
  • Select whether the field is mandatory or not
  • Check whether the field can be edited by your engineer on their mobile device
  • Repeat for each field that you want displayed on your job sheet
You can add up to three check sheets per job which appear at various stages of the job.

  1. The Pre-job templates is often used for risk assessment. If a pre-job template is included on the job, it will be shown as soon as the engineer clicks into the job details and has to be completed before they can go any further.
  2. The Work done sheet is standard on all job types. If no work done sheet has been set, the following default field will be shown
    1. Materials used
    2. Materials cost
    3. Labour
    4. Labour cost
  3. It is shown after the engineer has clicked On site.
  4. The End of job sheet is often used for customer feedback. If it has been included on the template, it will be shown after the engineer has clicked Complete job.

To add a Pre-job sheet,

adding pre job checksheets

  • Click the Pre-job dropdown
  • Click + Add group
  • Enter a title for the group of questions
  • Click the checkbox to determine whether to show the title on the job
  • Click the first field
  • Choose the field type. This could be a small, medium or large text field, a numeric field, rating field, Yes/No field or a dropdown field with custom options
  • Enter the question which will appear on the checksheet
  • Check whether you want the field to be mandatory or not
  • Repeat for each question

To add a Work done sheet or End of job sheet, use the same steps as above.

You can configure more options by clicking the Options button.

job sheet templates options

The different options include

  • Whether a signature is required before a job can be completed
  • The standard duration of a job (this can be changed when you’re adding your jobs)
  • How many minutes before the red dot starts flashing on the jobs page if
    • the job has not been viewed
    • the engineer is not on site after the appointment time
    • the job is not completed
  • Whether the on site time and completed time is shown on the job sheet
  • The default number of days in advance to set the appointment date
  • Whether on site and completed times are shown on the job sheet
  • Whether a link to the related invoice is shown on the job sheet
  • Whether the Before job checksheet (risk assessment) is shown on the final job sheet
  • Whether the After job checksheet (customer feedback) is shown on the final job sheet
  • Optional SMS messages to be sent when the job is added and on the day of the job

You can also set options what information is automatically included when you raise an invoice from a job. You can check one or all of the following

  • Work done
  • Customer reference
  • Appointment date
  • Address 1/2/3
  • Date on site
  • Complete date

Ensure there is a new name in the template name field and then click the Save template button to save all changes.

Your Content Goes HereOnce the template has been saved,

  • go back to the jobs screen
  • click New job, and
  • choose your new template for the job type drop down.

Note: If you make changes to your template a new template version is created. This will affect all new jobs while jobs created with the old version of the template will remain as is.  To update jobs created with older versions of the template, change the job type from the job dashboard or from within the job.

Check out our How to Video

Further information

You should now be able to select the job template when adding jobs.

For further information on adding jobs see –  Adding and editing jobs on your computer