Task Templates

Tasking helps teams standardize the work that must be performed during a service appointment. Tasks appear as ordered checklist items on an appointment and can capture confirmations, measurements, notes, selections, photos, or supporting files. A task can be created directly on an appointment or added from a reusable task template.

Use tasking when you want technicians and office staff to follow a consistent work scope, collect required field responses, and confirm that appointment work is finished before the appointment is completed.

1. In Settings, click Task Templates.

2. Select New Task Template to create a new template, or open an existing template to review or revise it.

3. Enter template details.

4. Name: Use a name that clearly describes the checklist, such as Quarterly Rooftop Unit Inspection or Fire Alarm Annual Test.

   • Category: Select the category that best organizes the template.

   • Service Call Type: Optionally associate the template with a call type to help users choose the right checklist.

   • Equipment Type: Optionally associate the template with a type of equipment.

   • Default Skill Level: Optionally select the preferred skill level for technicians who perform the work.

   • Description: Add context that helps users understand when to apply the template.

 Add Checklist Items

Define the ordered steps for the technicians in the Checklist Items section.

1. Select Add Item in the checklist section.

2. In the Sequence field, set the item order.

   • Place the item in the order the work should be performed.

   • Keep related steps together so the checklist is easy to follow in the field.

3. Enter a clear task Description that tells the technician exactly what to do. Use action-based wording, such as Inspect filter condition or Record return air temperature.

4. Enter the Estimated Minutes.

   • Enter the expected amount of time for the checklist item.

   • Item estimates roll up into the task template estimate.

   • Use realistic estimates so appointment duration and technician planning stay accurate.

5. Choose the Response Type.

   • None: Select None when the task only needs to be marked complete.

   • Yes/No: Select Yes/No for confirmations, pass/fail checks, or simple condition questions.

   • Numeric: Select Numeric for readings, measurements, counts, or meter values.

   • Text: Select Text for notes, observations, or short explanations.

   • Select: Choose Select when the technician should choose one option.

   • Multi-Select: Select Multi-select when more than one option may apply.

   • Photo: Select Photo when the task requires an image or file attachment as supporting evidence.

6.  Mark the response as Required required when needed.

   • Turn on Required when the technician must enter the response before completing the task.

   • Leave Required off when the response is helpful but not always necessary.

7. Select the optional Unit of Measure. The unit of measure helps to understand readings such as temperature, pressure, voltage, quantity, or hours.

8.  Link the item to a Default Equipment Type when appropriate.

   • Select a default equipment type when the item normally applies to a specific kind of asset.

   • Leave the field blank for general tasks that apply to the appointment rather than one piece of equipment.

9.  In the Conditional Expression field, add any conditional logic your organization uses.

   • Use conditions only when a checklist item should appear based on another response or work context.

   • Keep conditions simple and easy to explain to field users.

10. Select Add Item to add the task item to the task template.

11. Repeat for each checklist item.

12. Save the task template.

• New task templates create their first version when saved.

• Changes to checklist items on an existing template create a new version so historical appointment tasks keep their original checklist details.

Using Wennston to Draft a Template

Task Templates may include a Wennston Action button that can draft a checklist from a natural-language prompt. Provide the service type, equipment type, compliance standard, inspection scope, or other important context. Review and edit the draft before saving it. No generated task template is persisted until a user confirms and saves it.

1. Open Task Templates.

2. Start the Wennston action.

3. Select the Wennston Action button or the option to generate a task template.

4. The action opens a prompt where you can describe the checklist you want Wennston to draft.

5. Describe the work scope.

   1. Enter the service type, inspection type, or maintenance activity.

   2. Include the equipment type when the work is equipment-specific.

   3. Include the customer agreement, compliance standard, manufacturer guidance, or internal procedure when it should influence the checklist.

   4. Mention whether the work is for inspection, troubleshooting, repair verification, startup, closeout, or recurring maintenance.

6. Add checklist expectations.

   1. Tell Wennston what kind of responses should be captured, such as Yes/No confirmations, numeric readings, notes, selections, or photos.

   2. Ask for required responses when the technician must capture specific information every time.

   3. Ask for estimated minutes when you want the template to support appointment planning.

7. Submit the request.

   1. Select Generate or the equivalent submit action.

   2. Wait for Wennston to draft the task template and checklist items.

8. Review the generated template header.

   1. Confirm the template name is clear and customer-facing.

   2. Select or adjust the task category.

   3. Select the service call type, equipment type, and default skill level when applicable.

   4. Update the description so users understand when to apply the template.

9. Review the checklist item order.

   1. Confirm the steps follow the order technicians should perform the work.

   2. Move safety, access, and setup checks near the beginning.

   3. Move verification, documentation, photo evidence, and closeout steps near the end.

10. Edit checklist item wording.

    1. Make each item short, direct, and action-based.

    2. Replace vague wording with specific instructions your team uses in the field.

    3. Split any item that combines unrelated actions into separate checklist items.