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

Job template layout

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

1. Create a job template

From within the jobs page on Okappy,

Click Job options

Click Job sheet templates

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.

Enter a name for your template in the template name field

2. Add a header and footer

To add a header to your template

Click 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.

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.

3. Add a job details section

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

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

4. Add checksheets

You can add up to three check sheets per job which appear at various stages of the job.

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.
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
It is shown after the engineer has clicked On site.
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,

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.

5. Additional options

You can configure more options by clicking the Options button.

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

6. Save your template

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

Start adding jobs

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