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Project templates are a great time saver for quickly generating projects that are common in your business. A Project Template includes every field that is found on the Create Project screen.

You can preset as much or as little as you need. Use Templates to generate new projects whenever you need them.

Create a Template

A template can be created in one of two ways:

  • Manually using Service Track > Projects > Create Project Template.
  • From an existing Project, in the Edit Project view. On the Save Project button, click (more options) >  Save as New Project Template.

Set up a Project Template

On the Add Project Template screen, fill in any fields you want to save.



Project Template Details

Start by completing the fields under the Project Details heading.

When creating a Project Template from an existing Project, known fields will be pre-populated for you.

 Learn about 'Project Detail' fields...
FieldDescription
Owner

The Business Unit responsible once the Project is generated.

This cannot be changed unless the Project Template is created in a different Business Unit.

ManagerThe user (within your organisation) managing the project, once it is generated.
Client

The company (or individual) for the the project, once it is generated.

Click (search) to select a different client or to set no client.

Contact The client contact.
Location

This field is used when the project work site is different from the client's office location.

The location will appear on any stages, quotes, tasks, purchase orders or invoices created for this project. You can override the default location.

Project Type

Project types are used to define the different types of projects that you manage for reporting purposes.

Project Types can also include predefined stages to create Projects faster.

For example, a Project Type could be 'New Build', which includes common stages such as Planning, Rough-In, Fit Off and Commissioning.

Selecting a Project Type with predefined stages will reveal the 'Add Stages from Project Type' button. Learn more under Setting Stages below.

Project Template Name

This is used to help staff easily identify the Project Template by name.

When a project is generated from this template, the Project Name will be the same as the Project Template Name.

It can be changed on the project once it has been created.

Cust ONThe customer order number or contract number.
DescriptionDescription of the project work.
Project Template Status

The status of this Project Template once you click Save Project Template.

Generated Project StatusThe status of a Project which is generated from this template.


Project Template Stages

On the right hand side, add any stages to manage your project.

To add a stage, click + Add Stage.

The Project Type selected for this project could also have pre-defined stages (and Tasks). These can save time on manual entry. Click 'Add Stages from Project Type' to insert these.

 Learn about 'Stage' fields...
FieldDescription
Stage Name

The name of the stage (or phase) in the Project.

By default, this will be pre-filled with ("Location - Stage Type"). If there is no Stage Type, the name will be ("Stage 1 - Location", "Stage 2 - Location" etc. You can always overwrite this name with something more meaningful (e.g. Rough In, Fit Off etc)

Location (optional)

The work site for this stage.

By default, this will be pre-filled with Project location. This field is useful if the work site changes per stage (e.g. Level 1, Level 2, Level 3)

Stage Type (optional)

Project Stage Types allow you to select from a pre-defined list of stages.

These can be useful if you want to automate the name of each stage. For example, you could select 'Level 2' as the location and 'Planning' as the Stage Type. The Stage Name will automatically be called "Planning - Level 2"

StatusSet a Stage to be Open or Closed. A closed stage can be opened later in the Project.


Project Template Tasks

Once the project stages are listed, you can also add Tasks (optional).

To add a Task within a stage, click Add Task and complete the required fields.

The Project Type can also insert pre-defined tasks. These would have been inserted when the 'Add Stages from Project Type' button was used.


 Learn about 'Task' fields...
FieldDescription
Task Name

This is used to help staff easily identify the Task (job) required. This is the same as Task Identification.

Location

This field is used when the work site is different to the project location or stage location.

Task Type

This field defines the type of work being performed and is useful for reporting on work productivity. It also determines the types of checklists, labour charges and service fees that apply to the task.

Cust ONThis field is used when the customer order number is different to that listed on the project or the stage.
StatusThis status controls if the task will be available once the project is generated. A closed status may be useful for rare tasks. An open status may be useful for common tasks.
Reported ByThis field is used for recording the contact who requested the Task.
Generated Task StatusThe task status field is used to flag the status or progress of a job, allowing users to easily see where jobs are at.



Project Settings

The fields found in the Progress Settings tab only appear after a Project Template has been created.

These settings allow you to set progress and invoice settings for the generated project.


 Learn about 'Project Setting' fields...
SettingDescription
Progress Summary

Select a default progress summary view:

  • Project (Inc Variations) - approved contract (quote) and variations total (ex. GST).
  • Contract Only (Ex Variations) - approved contract (quote) total (ex. GST) only.
Progress Breakdown

Select a default progress breakdown:

  • By Project (overall)
  • By Tracking Centre
  • By Stage
Calculation Method

Select a default invoice calculation method:

  • Contract %
  • Task Actuals
Include No Stage

Include or exclude quotes/tasks that are not linked to a stage when invoicing.

Save a Project Template

Once the Project is set up, click Save Project Template.

You can also:

  • Make a copy of the current by clicking (more options) > Save as New Project Template.
  • Generate a project by clicking (more options) > Generate Project.

View Project Templates

To view a list of your Project Templates:

Go to ServiceTrack > Projects > Project Templates.

To view a Project Template, click on the Template Name.

Generate a Project using a Project Template

Generate a project by clicking Save Project Template (more options) > Generate Project.

Delete a Project Template

Delete a Project Template by clicking Delete Project Template (top right).

If you want to delete a Project Template, you will first need to delete all linked tasks.



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