Create or edit Visit Templates

Overview

Visit Templates allow you to save time and streamline the process of creating Service Agreements in the Scope of Work step. They are especially helpful for businesses that perform the same type of visit across multiple agreements, regardless of the situation or customer.

Things to know

• When creating a Service Agreement, you can only select from active visit templates.

• Edits to a visit template DO NOT impact agreements created in the past. Only new agreements created using the edited template contain the updates.

• Visit Templates can't be deleted, only deactivated.

Use Case

For example, a Commercial Lighting contractor can set up a visit template for "Night Drive Inspections" because all their agreements might include this service. By creating it as a Visit Template, your office employees no longer need to manually recreate that visit every time they create a service agreement. Instead, they can select from the visit template.

Create a Visit Template

1. Go to the top toolbar and click Settings .

2. In the side panel, click Operations > Service Agreement Templates.

3. Go to the Visit Templates tab.

4. Click Add New Template to create a new visit template. 

5. On the Visit Details screen that opens, enter the following information:        

   1. Visit Details: Add the details for the visit.                

      1. Visit Name: Enter a name for the visit.

      2. Visit Recurrence: Select Repeat to make the visits recurring or select Do not repeat for a one-time visit. For more details on recurring visits, see Visit Recurrence.

      3. Visit Window Length: Set the duration of the visit windows for all visits created via this recurring visit.                        

         Note: The field appears only if you select to repeat the Visit Recurrence in the previous step.

      4. Visit Window: Use the date picker to select Start and End dates for the visit window.                        

         Note: The Default Visit window uses months and days. When the visit template is added to an agreement, the year is automatically populated based on the agreement's start date and duration.

      5. Visit Price: Set the price of each visit.                        

         Note: Visit price only applies if per-visit pricing is enabled when creating a service agreement.

   2. Job Details: Enter the job details for visits created using the template.                

      1. Job Type: Select a Job Type from the dropdown.                        

         Note: The Job Type is used when searching for jobs and reporting, and it automatically adds job-specific information when the visit is booked into a job.

      2. Business Unit: Select a business unit for the job that the visit will be booked into.

      3. Marketing Campaign: Select a marketing campaign.

      4. Priority: Select the priority level for the job. Most will be Normal.

      5. Arrival Window: Select the arrival window range from the dropdown. For more on arrival windows, see Use arrival windows.

      6. Job Start Time: Enter the Start Time for the job.

      7. Preferred Technician: Assign a preferred technician or technicians that can be assigned to the job.

   3. Cost Estimates: Enter your cost and labor estimates for the visit.                

      1. Labor Hours: Add the estimated hours required for the visit.

      2. Labor Cost/Hour: Add the labor cost per hour for the visit.                        

         Note: Labor Cost/Visit is calculated automatically by Sold Hour/Visit * Labor Rate/Hour.

      3. Material Cost: Add the cost of the materials needed for the visit.

   4. Equipment: Select the equipment types that are covered by this type of visit. When the visit template is added to an agreement, any covered equipment that matches the equipment types selected in the visit template will be pre-selected.                

      Tip: Make sure to fill out as much detail for the visit as possible during this step. This information is pre-populated when booking the job, which saves you time and ensures the correct information is added to a job. This information is also available for the technician when viewing the job in the Technician Mobile App. We recommend turning on the following job booking settings Attach Equipment to job and Edit End Time.

   5. (Optional) Task Summary: Enter a summary of the tasks performed during the visit.                

      Note: The summary is automatically added to the Job Summary field when the visit is booked into a job.

6. When finished, click Add Visit Template. 

Edit a visit template

1. Go to the top toolbar and click Settings .

2. In the side panel, click Operations > Service Agreement Templates.

3. Go to the Visit Templates tab.

4. Find the visit template you want and click Edit. 

5. On the Edit Visit Template - [Template name] screen that opens, edit your content as needed.

6. When finished, click Save.

Note: Edits to a visit template DO NOT impact agreements created in the past. Only new agreements created using the edited template contain the updates.

Want to learn more?

• Visit ServiceTitan Academy and enroll in Creating & Managing Service Agreements

• See Use Visit Templates with Service Agreements

• See Service Agreement Management Overview

• See Manage Service Agreements Visits