System Administration → Templates is where you build and maintain your templates.
You choose a register along the top of the page: Form for form templates, Sub Form for sub forms, Online Training for online training templates, Audit for audit templates and Task List for task lists.
All five registers share the same tools: a Search box, column headers you can sort by, and actions that appear when you hover over a row.
What each register shows
| Register | Columns | Good to know |
|---|---|---|
| Form | Name, Module, Status, Action | The Module column shows each template’s module as a badge. A template that is in no module shows an amber “Not in a module — Choose” chip; click it to choose one. |
| Sub Form | Name, Used in Forms, Status, Action | “Used in Forms” names the form templates that use the sub form, separated by commas, up to two lines — hover over the names to see the full list. A sub form that no template uses shows “—”. |
| Online Training | Name, Competency Group, Competency, Status, Action | Shows the competency (and its group) the training is linked to. The result of the training updates that competency on the employee’s record. |
| Audit | Name, Sections & Questions, Status, Action | Shows how many sections each template has, so an empty or unfinished template stands out. |
| Task List | Name, Module(s), Action | “Module(s)” (previously “Available in”) shows where the task list can be used: “System-wide” or a list of modules. This register has no Status column. |
When a register has no value for a column, it shows a grey “—”.
Finding a template
The Search box is always visible at the top of the register, to the left of the status filter (in the Task List register, to the left of + New). Type part of a template’s name and the list narrows after a short pause.
If nothing matches, the register says so — for example, No templates match “forklift”. In the Task List register the message reads No Task Lists match “forklift”.
The funnel button, Filter by status, offers Active, Inactive and All, and registers open on Active.
Every register except Task List has it; the Task List register has no status filter and no Status column. Search and the status filter work together.
Sorting
Every column header except Action is a button. A register opens sorted by Name from A to Z — an up arrow shows beside Name. Click a header to sort by that column from A to Z (or lowest first), and click it again to reverse the order. Rows with no value stay at the bottom either way.
Sorting works together with the search text and the status filter, so you can narrow the list first and then sort what is left.
Row actions
Hover over a row and its actions appear as icons at the right of the row — hover over an icon to see its name. They are exactly the actions in the row’s ⋮ More actions menu and in the right-click menu, in the same order, with Delete always last.
| Register | Actions |
|---|---|
| Form | Activate/Deactivate, Edit, Copy, Change Log, QR Code, Set Module, Delete |
| Sub Form | Activate/Deactivate, Edit, Change Log, Delete |
| Online Training | Activate/Deactivate, Edit, Delete |
| Audit | Activate/Deactivate, Edit, Copy, Delete |
| Task List | Edit, Duplicate, Set Module, Delete |
Form Templates – Module Assignment In System Administration → Templates → Form, the Module column shows which module each form template is assigned to. If a template displays the amber Not in a module — Choose label, it means the template hasn't been assigned to a module and won't be available for staff to use. To assign it, simply click Not in a module — Choose and select the appropriate module. For more information, refer to the Building Form Templates Help Centre article.
Common questions
Walkthrough video
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