Overview

Through Manage, administrators can add templates from a starter list, duplicate existing templates, fully customize them by modifying sections and items, and delete templates from their account. You can configure diverse rating types, set up Custom Scores, and enforce required photo or note capture to ensure your templates collect clean, actionable information that aligns with final account statements.

If you prefer not to create or edit templates yourself, the HappyCo support team can build them for you for an additional cost.

Key Concepts

Understanding different rating styles and data requirements helps optimize your templates:

• Checkboxes (Circular checkboxes): Allow inspectors to select multiple ratings simultaneously for a single item (e.g., selecting both "Good" and "Clean" for a bed).
• Radio Buttons / Radio Groups: Restrict selection to a single option within a set (e.g., a "Yes" or "No" choice).
• Drop-down Lists / Pop-Up Menus: Appear as a rectangle on the left-hand side of the app. Tapping them opens a menu from which the inspector can select only the single most appropriate option.
• Custom Scores: A feature allowing inspectors to input predefined or custom numeric values (such as cost estimates) directly into the field during an inspection.
• Required Fields: A setting that mandates data capture (ratings, photos, or notes) for high-priority items. The inspection cannot be completed until these items are verified.

Requirements

• Permissions: Account Admin permissions are required to access, add, edit, configure, and delete templates in Manage.
• Sharing: When adding new templates, you must assign the proper Report Workflows and Property Sharing to ensure properties have access to the newly added template.

Steps

Accessing the Template Editor

1. In Manage, navigate to Settings > Templates.
2. Click on the template you wish to edit to open its preview.
3. Click Edit Template (or Edit) in the top right corner. If a template is modified after inspections have been completed using it, previous inspections will remain the same.

Managing Sections and Items

To add a new section:

1. Click Add Section.
2. Enter the Section Name.
3. (Optional) To copy another section's items, select that section so a checkmark appears next to it.
4. Click Create Section.

To rename sections or items:

1. Click the Section or Item name on the right side of the screen. (Note: To edit the Info section, click the (i) circle and edit the information on the right side).
2. Enter the new name in the Name field.
3. Click Update to commit your changes.

To add items:

1. Click Add Item (or "Add new item" at the bottom of the desired section).
2. Enter the Item Name.
3. (Optional) Enter instructions for the inspectors in the Notes field and pre-filled comments in the Comments field.
4. Select a rating set by clicking Select Another Rating Set.
5. Click Create Items.

Creating Ratings Online

You can create a new rating set while adding a template item online:

1. When creating a new item, click the + (plus) icon in the Rating section.
2. Enter the Label (the identifier shown in the inspection and report).
3. Enter the Short Hand (the abbreviation displayed in the mobile app).
4. Enter the Grade (the selection represented on the final report, e.g., "Yes" or "No").
5. Choose a color and icon, then click the checkmark to save.

Configuring Custom Scores

Custom Scores allow teams to capture cost estimates in the field.

For predefined values:

1. Click the item you wish to configure in the template editor.
2. Check the Custom Score checkbox.
3. Enter a preset numerical value in the Score field.
4. Click Update Item at the bottom of the panel, then Save & Exit in the top right.

For manual values (no predefined value):

1. Click the item you wish to configure.
2. Check the Custom Score checkbox and leave the Score field empty.
3. Click Update Item, then Save & Exit.

Configuring Required Fields and Photos

Make data entry mandatory for critical walkthrough items to protect against undocumented damages.

To set an item as required:

1. Click the item in the template editor.
2. In the Edit Item panel on the right, check the Required checkbox. 
3. Click Update Item, then Save & Exit.

To require a photo for a required item:

1. Click the item and verify the Required checkbox is checked.
2. Under the Rating Set section, click the + (plus) icon.
3. Select a checkbox button-style rating.
4. Check the Require Photo checkbox. Note: Photo requirements are only possible on checkbox-style ratings. 
5. Click Update Item, then Save & Exit.

To require a photo without making the item itself required: Use this option when you only need a photo captured in certain situations, without forcing the inspector to rate or check off the item.

1. Click the item in the template editor and leave the Required checkbox unchecked.
2. Under the Rating Set section, click the + (plus) icon.
3. Select a checkbox button-style rating.
4. Check the Require Photo checkbox.
5. Click Update Item, then Save & Exit.

Troubleshooting

• Problem: You receive an error when trying to remove a template.
• Cause: The template is likely part of an active Inspection Schedule.
• Resolution: You will need to disable all Inspection Schedules utilizing the template before it can be deleted.

FAQs

Can HappyCo create or edit templates for me?

Yes! If you prefer not to create or edit your own templates, the HappyCo team can build them for you for an additional cost. Please reach out to support@happy.co for more information.

What is the difference between Checkboxes and Radio buttons in ratings?

Checkboxes allow you to select multiple answers if they all apply to a single item (e.g., an item is both "Good" and "Clean"). Radio buttons restrict inspectors to selecting only one option from the set (e.g., a simple "Yes" or "No").

Can I require a photo for an item without making the item's rating mandatory?

Yes. You can configure an item to require a photo without checking the overall "Required" box for the item. In the template editor, simply select a checkbox-style rating for that item and check Require Photo, while leaving the main "Required" box empty.