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.

Creating a custom job template

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 sheet layout

From within the jobs page on Okappy,

  • Click Job options

Job options menu - job templates

  • Click Job sheet templates

Template builder - job templates list

  • Click New template to enter the template builder
  • You can create a template from scratch, copy one of your existing templates or choose from our library of templates or purchase configuration in which case we will create the template for you.

Template builder - template name

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

  • Click Edit header

Template builder - edit header

  • 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.

Template builder - job header

  • 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

Template builder - job 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

Note: Each field on the template name needs to be unique

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,

Template builder - 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

Note: Each field name on the template needs to be unique.

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 template options

From there, select either Job options, Final job sheet settings or Raise invoice options.

Job options

  • The standard duration of a job (this can be changed when you’re adding your jobs)
  • How many days in advance a job will be added by default
  • Whether a signature is required before the job can be completed
  • Whether at least one image/attachment is required has to be added before a job can be completed
  • 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
  • Optional SMS message text when a job is added
  • Optional reminder SMS message text on the day of a job

Final job sheet settings

  • Whether the on site time and completed time 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

Note: The work done checksheet is always shown on the job sheet

Raise invoice options

  • Whether a link to the related invoice is shown on the job sheet
  • Set which 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
    • Job description
    • Address 1/2/3
    • Date on site
    • Complete date
    • Address1
    • Address2
    • Address3

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

Once 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.

For more information see

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