Project Templates

Project Templates allow you to standardise how projects are created and what information they collect. By configuring templates, you ensure consistency across all projects of a similar type.

Accessing Templates

To manage your project templates:

Navigate to the Settings area of the application.
In the sidebar under the "Team" section, click on Project Templates.

Here you will see a list of all existing templates. You can edit an existing template by clicking "View" in its actions menu, or create a new one.

Creating a New Template

Click the Create Template button.
Name: Give your template a clear, descriptive name (e.g., "Commercial Installation").
Project Type: Select the type of project this template applies to.
Description: Optionally add a description to help your team understand when to use this template.
Click Create to save the new template.

Configuring a Template

Once a template is created, you can configure detailed settings to control how projects using this template behave. Click on a template name to open its configuration page.

Field Configuration

The Field Configuration section allows you to control which fields appear on the "Create Project" form when this template is selected.

For each field (e.g., Start Date, End Date, What3Words), you can set:

Enabled: Toggle this On to make the field visible on the project creation form. If Off, the field will be hidden.
Required: Toggle this On to make the field mandatory. Users won't be able to create a project without filling in this field.

Linking Rules allow you to automatically connect specific assets or resources to projects created with this template. This helps in automating the setup process and ensuring the right resources are available for the project.

Document Sections & AI Prompts

A key part of the template is defining the structure of the final document and instructing the AI on how to write it.

In the Revisions & Sections editor, you can add multiple sections (e.g., "Executive Summary", "Site Risks"). For each section, you can enable AI generation and provide a Prompt.

Understanding AI Context

When you ask the AI to generate a section, it doesn't just look at your prompt. The system automatically gathers a rich set of Context from the project and feeds it to the AI. This means you don't need to manually copy-paste details; the AI already "knows" them.

The Automatic Context includes:

Project Details: Client name, site name, project status, dates, and scopes.
Linked Jobs: A summary of every job linked to the project, including completion status, customer details, and any notes.
Linked Assets: A list of all assets (equipment) associated with the project, including their current status and technical details.

Writing Effective Prompts

The Prompt is your specific instruction to the AI for that section. Think of it as telling a human assistant what to write, assuming they have the project file in front of them.

Example: Executive Summary

Bad Prompt: "Write a summary."

Good Prompt: "Write a concise executive summary for the client. Mention the project scope and start dates. Summarise the key outcomes from the linked jobs, highlighting any completed installations. Keep the tone professional and reassuring."

Example: Risk Assessment

Good Prompt: "Review all linked assets and jobs. Identify any safety concerns or 'At Risk' statuses mentioned in the job notes. List these as bullet points. If no risks are found, state clearly that the site inspection passed safety checks."

How it works:

You write the Prompt: "List all failed jobs."
System adds Context: The system attaches the list of jobs (e.g., "Job #123: Status Failed, Issue: Access Denied").
AI Generates: The AI reads your prompt + the context and writes: "The following jobs were not completed: Job #123 could not be accessed."

Field Data Mappings (Worksheet Answers)

While the automatic context provides general project information, Field Data Mappings let you pull in specific answers from worksheets that technicians complete during jobs. This transforms AI output from generic summaries into data-driven content based on actual field observations.

What are Field Data Mappings?

When technicians complete worksheets during jobs (safety inspections, risk assessments, equipment checks), they answer specific questions. Field Data Mappings let you select which of these worksheet questions should be fed to the AI when generating a particular section.

Why use them?

Without Field Data	With Field Data Mappings
"A risk assessment was conducted at the site. Standard safety measures should be implemented."	"Three hazards were identified: exposed wiring in the utility room (high risk), unsecured ladder access (medium risk), and inadequate lighting in the basement corridor (low risk). Control measures have been documented for each."

The AI moves from template language to specific, factual content because it has access to the actual answers your team recorded on site.

How to configure Field Data Mappings:

In the Section Editor, enable "Pull in field data" under the context configuration
Select the job types relevant to this section
Expand each job type to see its worksheets
Check the specific questions whose answers should inform this section

Example configurations:

Section	Mapped Questions
Risk Assessment	Safety Inspection → "Hazards identified?", "Control measures?"
Equipment Summary	Asset Check → "Serial number", "Condition rating", "Notes"
Method Statement	Pre-work Checklist → "Tools required", "PPE needed", "Sequence of work"

Mapping Modes:

When mapping questions, you can choose how the AI uses the data:

Include: The answer text is directly inserted into the AI context. Use this for factual data you want referenced verbatim.
Reference: The AI knows the question exists and can reference it if relevant. Use this for supplementary context.

Version History

The template page also tracks changes. You can view the Version History to see who updated the template and when.

Project Templates

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