Workpack Templates

A workpack template is the reusable master copy of a quality document — most commonly an Inspection & Test Plan (ITP). You author the activities, checkpoints, and acceptance criteria once, publish the template, and then create live workpacks from it on each project. This page covers everything an author needs: creating a template, building and ordering its activity rows, classifying checkpoints, attaching forms, versioning, and the Draft → Published → Archived lifecycle.

Templates are not the documents your site teams work through day to day — those are the live workpacks created from a template. Think of a template as the blueprint and a workpack as the build. See On-Site Execution for how teams work a live workpack.

Creating a Template

You can start a template from scratch or import one from an existing PDF or Word document (covered later in Import From a Document).

To create one from scratch:

1. From the Workpacks → Templates list, click New template.
2. Fill in the template details:
   • Name (required) — what this template is called, e.g. "Concrete Pour ITP" or "Structural Steel Erection ITP".
   • Document type (required) — the kind of document this template represents. Inspection & Test Plan (ITP) is the type available today; other types appear in the list marked (coming soon) and can't yet be selected.
   • Trade (optional) — the trade or discipline the template applies to, e.g. "Concrete" or "Electrical". Useful for filtering and finding templates later.
   • Region / locale (optional) — sets which region's reference standards are suggested as you author. It defaults to your account's region; choose No locale for a region-neutral template, and use Use account default to restore it.
   • Description (optional) — a short note on when and how this template should be used.
3. Click Create template.

You'll land on the new template's edit page, where the template starts life as a Draft. From here you build out the activity rows.

Building Activity Rows

Each row in a template is one activity — a step of work with its own inspection checkpoint. The activities editor shows your rows as a compact, scannable table; click any row to expand it and edit its full detail.

Adding and ordering rows

• Click Add row to append a new activity. New rows open expanded so you can fill them in straight away.
• Reorder rows by dragging the handle on the left of each row, or use the up/down arrows (handy on touch screens). Rows are automatically renumbered 1, 2, 3… as you reorder.
• Remove a row with the trash icon. The remaining rows renumber automatically.
• Click Save to persist your changes. Every row needs at least an Activity name before it can be saved.

Row fields

Expand a row to edit its fields. Only the Activity name and Classification are required; the rest are optional but make the resulting workpack far more useful on site:

• Activity (required) — the name of the inspection step, e.g. "Reinforcement placement" or "Formwork inspection". As you type, suggestions appear from activity names already used across your account.
• Classification (required) — the checkpoint type. See Checkpoint Classifications below.
• Work package — an optional grouping or lot reference for the activity.
• Method — how the inspection or test is carried out.
• Acceptance criteria — the standard the work must meet to pass.
• Responsible role — who signs the activity off, e.g. "Site Engineer" or "QA Inspector". Common construction roles are suggested as you type, but you can enter any role.
• Frequency — how often the check applies, e.g. "Every pour" or "Each lift".
• Records required — the evidence or records the check produces.
• Reference standards — the codes and standards that govern the activity (see below).
• Notes — any additional guidance for the field team.

Reference standards

The Reference standards field is a tag input — type a standard code (e.g. "AS 3600") and press Enter or a comma to add it as a chip. When the template has a region/locale set, matching standards are suggested as you type, but you can always add free-text entries. Remove a chip with its × button or by pressing Backspace on an empty input. You can add up to 20 standards per row.

Sign-off requirements per row

Two toggles control what's required when this activity is signed off on a live workpack:

• Require photo on sign-off — when on, a photo must be attached before the activity can be signed off. This defaults on for Hold and Witness points and off for Monitor points; you can override it per row.
• Require acknowledged witness call before sign-off (Witness points only) — when on, the witness point can't be signed off until a witness call has been acknowledged. It's off by default, meaning work can proceed once the witness has been notified.

These settings are copied onto every workpack created from the template.

Checkpoint Classifications

Every activity carries a classification that tells the site team how rigorous the checkpoint is and whether work can continue past it. There are three classifications:

• Hold (H) — Work stops at this point. The activity must be signed off before work can proceed past it. A hold point gates the rows that follow it, so downstream work cannot be signed off until the hold is cleared. Use this for the most critical checkpoints (e.g. an inspection that must happen before a pour).
• Witness (W) — A nominated witness is notified in advance and given the chance to attend. Work can proceed without their acknowledgement (unless you've turned on the "require acknowledged witness call" toggle for that row). Use this when a party wants the option to observe but shouldn't block progress.
• Monitor (M) — A monitoring or surveillance point: a periodic check that does not block site work. Use this for ongoing observation rather than a pass/fail gate.

The classification picker shows a short reminder of each meaning as a tooltip, and each row displays its classification as a small badge in the row header.

Linking Forms to Activities

You can attach existing published Field forms to any activity so they're available right on the workpack when the team reaches that row. Forms themselves are created in the Forms module — here you only pick from forms that are already published.

In an expanded row, find the Linked forms panel and click Add linked form, then configure:

• Form — choose a published form from your account.
• Purpose — what the form is for on this activity: Defect / NCR, Complete during execution, Witness record, or Ad-hoc.
• Opens — when the form should surface: Manually, When the row is marked failed, When the row is signed off, or When the row is marked N/A. Choosing a purpose sets a sensible default trigger (for example, a Defect / NCR form defaults to opening when the row is marked failed).
• Must be completed before sign-off — when on, the linked form must be filled in before the activity can be signed off.

Linked forms are copied onto every workpack created from the template. Add more than one form to a row if an activity needs several.

Versioning and History

Templates are versioned so you can evolve them over time without disturbing the workpacks already in use.

• A version chip on the template shows its published version (e.g. v1, v2). A template that has never been published shows Unpublished.
• Each time you publish a new revision, the version number increments.
• Click History to open a panel listing the template's lifecycle events and edits, newest first — when it was created, published, edited, archived, and so on. Version labels appear against the relevant entries.

Template Lifecycle

A template moves through three states, shown as a badge on the template:

Draft

A Draft is fully editable — you can add, remove, reorder, and edit rows freely. Drafts don't appear in template pickers yet, so they can't be used to create workpacks. When a draft is ready, click Publish template to make it available.

From a draft you can also Delete the template (under the draft actions menu). Deleting a draft permanently removes it and all its activities — but because a draft has never been published, no project workpacks depend on it, so nothing in flight is affected.

Published

A Published template is locked for direct editing and available in template pickers, so project teams can create live workpacks from it. From a published template's actions menu you can:

• Clone — create a brand-new draft template with a copy of every activity row. The original is unaffected. You're prompted for a name and dropped into the new draft to customise it. Cloning is the way to spin up a variant of an existing template.
• Start new revision — to change a published template, open a new draft revision. The template returns to Draft so you can edit it; when you publish again, the version number increments. Workpacks already created keep the version they were built from.
• Archive — see below.

Archived

Archiving hides a template from the active list and from template pickers, so it can no longer be used to create new workpacks. Its content and full history are preserved. Click Restore from archive at any time to bring it back. Use this to retire a template you no longer want in use without losing the record of it.

Import From a Document

If you already have an ITP as a PDF, Word document, or even a screenshot, you can let AI extract its activities instead of typing them in by hand.

1. From the Templates list, click Import activities from a document.
2. Choose your file — a PDF, Word document (.docx), or an image (PNG/JPG), up to 50MB.
3. Choose where the extracted activities should go:
   • A new draft template — a fresh draft is created for them.
   • An existing draft template — the rows are appended to a draft you pick. (If you have no drafts, a new one is created instead.)
4. Click Extract activities.

You're taken to a review screen that shows live progress while the AI reads the document. You can Cancel at any time during extraction.

When extraction finishes, you'll see a side-by-side review:

• On the left, the extracted activities as editable rows. Each row shows a confidence indicator, and low-confidence rows are flagged so you can check them carefully. Edit any field, and use Select all / Deselect all or each row's checkbox to choose which rows to keep.
• On the right, a preview of the source document. Click a row's page link to jump the preview to where that activity was found. (Word documents can't be previewed inline — open them in a new tab instead.)

Once you're happy, click the confirm button. If you imported into a new template you'll be asked to name it; if you appended to an existing draft, the accepted rows are added straight to it. Only the rows you've kept are saved, and you land in the template editor to refine them further. If extraction fails, the review screen offers a link to author the template manually instead.

Related Pages

• Workpacks Overview — how templates, workpacks, and reviews fit together.
• On-Site Execution — working a live workpack created from a template.
• Forms — building the forms you can link to template activities.