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Creating a Template

Templates define the structure of your handovers, including fields, sections, emails, and notes.

This guide explains how to create and configure a template.

Overview​

A template consists of:

  • Details — name and notes
  • Emails — who receives the handover
  • Sections & Fields — the data collected in the handover

Step 1: Enter Template Details​

Provide basic information about the template.

Name​

A clear, descriptive name for the template.

Examples:

  • Daily Handover
  • End of Shift Report

Notes​

Optional notes included at the bottom of each generated report.

Use this for:

  • Instructions
  • Context
  • Additional information for staff

Step 2: Configure Emails​

Define who receives the completed handover.

You can:

  • Add multiple recipients
  • Use dynamic variables (see below)

Step 3: Add Sections and Fields​

Templates are built using a combination of sections and fields.

Sections​

Sections are reusable groups of fields.

Use sections when:

  • The same group of fields is used across multiple templates
  • You want consistency between templates

Fields​

Fields are individual inputs used to collect data.

Use fields when:

  • The input is specific to this template
  • It does not need to be reused elsewhere

How they work together​

  • Sections can be added to a template to include predefined fields
  • Additional fields can be added directly to the template if needed
  • The final structure determines how the handover form is presented

Using Variables​

Templates support dynamic variables using the following syntax:

£{variable_name}

These are replaced with real values when the handover is generated.

Example​

Site: £{site_name} Manager: £{manager_name}

When processed, this might become:

Site: Head Office Manager: John Smith

Built-in Variables​

The platform provides a set of predefined variables that are always available.

These do not need to be configured.

Available Built-in Variables​

  • site_name — the name of the site
  • template_name — the template used
  • report_layout_name — the template name (alias)
  • submitted_by — user who submitted the handover
  • created_by — user who created the handover
  • updated_by — last user to update the handover
  • created_at — creation timestamp
  • updated_at — last update timestamp

Custom Variables​

In addition to built-in variables, you can define your own.

These are useful for:

  • Site-specific data (e.g. manager name)
  • Operational context (e.g. region, shift type)

To create custom variables, please see the sites page: View Available Variables

Best Practices​

Use clear naming​

Templates should be easy to identify, especially when multiple are in use.

Keep fields focused​

Only include fields that are necessary for the handover.

Use variables where possible​

Avoid hardcoding values that may change between sites or users.

Summary​

A well-structured template ensures:

  • Consistent data collection
  • Clear communication across teams
  • Reduced manual effort when generating reports

Once created, templates can be reused and adapted as your operational needs evolve.