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Element templates

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Element templates are reusable sets of work elements that you build once and use again. They save time when creating recurring work schedules, completing one-off work forms, or setting up similar tasks across teams.

What are element templates?

An element template is a saved collection of work elements -- text fields, checklists, photo uploads, choice options, and so on. Instead of adding elements one by one every time you create work, you can pick a template and have all the elements added in one tap.

Element templates appear in two places:

  • When creating or editing a work schedule, under the Your Templates tab in the element selector
  • When completing a one-off work form, where you choose an element template before starting

Creating a new element template

Only Managers and Admins can create element templates.

  1. Go to the Work tab (the check icon)
  2. Tap the tab again when it turns into the blue menu button
  3. Tap Create element template
  4. The Create Element Template screen opens with the following fields:
  • Template Name (text input, required) -- a descriptive name for the template. Placeholder: "e.g., Opening Kitchen Checklist"
  • Description (text area, optional) -- a short description of what the template contains. Placeholder: "Optional description"
  1. Add elements using the element selector at the bottom of the screen

The element selector has three tabs:

  • Elements -- add individual elements by type (Text, Number, Photo, File, Checklist, Date & Time, Location Input, Single Choice, Multi Choice, Skip Button, Issue Button)
  • Pilla Templates -- pre-made element configurations from the Pilla community. Tap one to add all its elements at once
  • Your Templates -- your own saved element templates. Tap one to add all its elements at once
  1. Configure each element after adding it. Every element needs an instruction prompt. Checklist elements need at least one item. Choice elements need at least one option
  2. Use the up and down arrows on each element card to reorder elements
  3. Tap the delete icon on any element card to remove it
  4. Tap Create in the top-right corner of the header

The Create button is disabled until you have entered a template name and added at least one element with a valid instruction.

Viewing your element templates

  1. Go to the Work tab (the check icon)
  2. Tap the tab again when it turns into the blue menu button
  3. Tap View element templates
  4. The Element Templates screen shows all your saved templates

Each template card shows the template name, element count, and description (if one was added).

Use the search bar at the top to filter templates by name or description.

Editing an element template

  1. Open the Element Templates screen
  2. Tap the three-dot menu icon next to the template you want to edit
  3. Tap Edit this template
  4. The Edit Element Template screen opens with the existing template name, description, and elements pre-filled
  5. Make your changes -- update the name, description, add or remove elements, or reorder them
  6. Tap Save in the top-right corner of the header

Deleting an element template

  1. Open the Element Templates screen
  2. Tap the three-dot menu icon next to the template you want to delete
  3. Tap Delete this template
  4. A confirmation popup appears asking "Delete this element template?"
  5. Tap Delete to confirm

Deleted templates are archived and removed from your template list. This does not affect any work schedules that were already created using the template.

Saving work elements as a template

You can save the elements from an existing work item as a new element template. This is useful when you have already set up work with the right elements and want to reuse that layout.

Only Managers and Admins can save work as a template. The option only appears for work that has been created (not for virtual future work).

  1. Go to the Work tab (the check icon)
  2. Tap the three-dot menu on a work row
  3. Tap Save as Work Template
  4. The template is saved using the work item's name

The saved template appears in your element templates list and can be used when creating new work schedules or completing one-off work forms.

Tips

  • Give templates clear names like "Morning Kitchen Checklist" or "Safety Inspection" so they are easy to find later
  • Use the Description field to note when or where a template should be used
  • You can nest templates -- when creating a new element template, use the Your Templates tab to pull in elements from an existing template as a starting point
  • Saving work as a template copies the elements at that moment. Later changes to the original work schedule do not update the saved template
  • Deleting a template does not affect any work schedules or forms that were already created from it
  • Element templates are shared across your account, so any template you create is available to other Managers and Admins
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