What are Task Templates and the Templates Library?
Our Task Templates Library is a collection of premade tasks we have created to help get your Trail account started.
In the Templates Library there are commonly completed tasks (e.g. Opening Checks, Temperature records etc.) that are ready to be assigned to sites for use straight away, helping you save time when you're first getting set up.
These templates can then act as a springboard for when you’re ready to create your own tasks that are more specific to your business needs.
Where do I find the templates?
Our Task Templates Library can be found on the 'Manage Tasks' page under the tab 'Templates'.
Once a task has been added from the Library, it will be added to your 'My Tasks' page. Once added to your 'My Tasks' page, the template can be changed to meet your needs, including assigning the task to the correct sites, changing the schedule or adding additional content to the task.
For more detailed instructions on how to add a task from the Library, click here.
How do I edit a template?
💡 Note: Templates can only be edited on Team & Standard Plans.
Once the Task Template has been copied into your 'My Tasks' section, select the task and hit the 'Edit' button.
This will open the Task Editor, where you can change the content and the settings of the task.
Don't forget to hit 'Publish Changes' after making your edits to ensure any changes are saved.
What are the benefits of adapting Task Templates?
There are many benefits to adapting existing Templated Tasks to suit your needs, here are just a few:
Editing the title - Adapting the title to the name of an existing process your teams are used to and will recognise can often help with the transition from paper to Trail!
Editing the description - Add information or context relevant for your teams to complete their task, any information about how a task should be completed, what it should look like when the task is done and what they should do if they encounter common issues are great places to start!
Attach supporting files/photos - Adding content such as videos, photos or files provides another layer of context and education for teams trying to complete tasks.
Editing Content - It's important to personalise the content of your tasks, this can be done by adding in extra business-specific checks and by removing anything that isn't relevant to your teams. It's even worth changing something as small as the order of checklist items to match the natural flow of your business and how these tasks should be ordered.
Logging Exceptions - Exceptions can be added to tasks for when things don't quite go to plan. The team will receive exception messaging set by you letting them know something isn't quite right (and even advising them what to do next!) Exceptions are also available in Reporting for an overview of any that have happened throughout the day, for example out of range temperatures, or choices in Options multiple choice fields.
Adding Corrective Actions - Corrective follow-up actions are a good way to ensure that even if things don't go quite right, the team knows what they should do next. It's an added layer of accountability that can help you keep on top of any issues that arise during your daily operations.
Choosing Scheduling - We know that one size doesn't fit all businesses, and even within a business, sites may have their own set schedules. Our scheduling tool allows you to schedule tasks for times that work best for your teams and their day.
Assigning a task to a site - Tasks can be assigned to multiple sites for common tasks, ensuring consistency with what teams are completing or assigning site-specific tasks for those sites that work a little differently.
Assigning a task to a user - Here you can ensure the correct person (or people!) are completing tasks relevant to their role or responsibility. User-assigned tasks can only be viewed and completed by the people who have been assigned.
Task Completion Notification Email - Keep in the loop with what your teams are completing by adding a Task Completion Notification email to a task. These can be sent when a task is completed, or when a task is completed with an exception - handy for notifying you when important or infrequent tasks are completed, or just if something isn't quite right!