Templates
Build, publish, and manage the inspection forms that inspectors complete in the field.
A template is the definition of an inspection form. It determines what questions appear, in what order, what kinds of answers are accepted, what the generated report looks like, and how the inspector moves through the form. Every inspection is a filled-in instance of a template.
Auditmark separates the template definition from the inspections that use it through a family and version model. A template family groups all versions of a form under one name. The family always points to one published version, and inspectors who are mid-inspection on an older version finish on that version. Only new inspections pick up the newly published one.
When you edit a published template, Auditmark creates a new draft version. Your changes go into the draft; in-progress inspections keep the old published version until you publish the new one. Draft edits never affect live inspections.
The template editor and the templates list are available on desktop only. On a small screen they show a notice asking you to switch to a larger one.
The templates list
Go to Templates to see all the template families in your workspace.
Status
Every family has one of three statuses.
| Status | What it means |
|---|---|
| Published | The family has a current published version that inspectors can use. |
| Draft | The family has never been published, or it has only unpublished draft edits. |
| Archived | The family has been retired and no longer appears to inspectors. Archiving is reversible. |
Searching and filtering
Use the search box to filter by name. Use the status tabs to narrow to All, Published, Draft, or Archived. Each tab shows its total count.
If you have any tags, a Tags button opens a popover where you can filter by one or more tags. You can search within the tag list, and each tag shows how many families carry it. Selecting more than one tag returns families that have any of those tags. Active search and tag filters show as removable chips above the table, with a Clear all button.
Columns
Select Columns (top right of the filter bar) to show or hide optional columns. The Template column is pinned and always visible. The optional columns are Tags, Status, and Completion. The Completion column shows whether a template requires approval, sign-off, or both. Your column choice is saved per member.
Sorting
Select the Template, Status, or Completion column header to sort by that column. Selecting the same header again reverses the direction.
Creating a template
Select New template (top right) to open a dialog. Enter a name, then select Create. Auditmark creates the family and a new draft version and takes you straight into the editor.
Row actions
Each row has a kebab menu. Selecting the row itself opens the editor. The kebab menu offers these actions.
| Action | What it does |
|---|---|
| Edit | Opens the editor. If the family is published, Auditmark creates a new draft version first. |
| Rename | Changes the family name without creating a new version. |
| Duplicate | Creates a new family with a copy of the current content. |
| Edit tags | Opens the tag picker for this family. |
| Archive | Moves the family to the archived view. In-progress inspections are not affected. Replaced by Restore on archived families. |
| Restore | Reverses an archive. Only appears on archived families. |
| Delete | Removes the family and all its versions after you confirm. |
Archive is the safer choice when you want to stop new inspections starting on a template without losing its content. Delete asks you to confirm and suggests archiving instead.
Bulk actions
Select one or more rows to open the bulk bar. The available actions depend on whether you are viewing the active or the archived list.
On the active list you can edit the selection with AI (up to 25 families at once), archive the selection, and delete the selection (after confirmation). Duplicate appears only when exactly one family is selected. The Edit with AI button is disabled when more than 25 families are selected.
On the archived list you can restore the selection or delete it.
Tags
Tags let you group and filter templates. A tag has a name and one of eight colors: slate, red, orange, amber, green, teal, blue, or violet.
Managing tags
Open the Tags popover and select Manage tags (or select Manage tags directly when you have no tags yet) to open the tag manager. From there you can:
- Rename a tag by editing the name field and clicking away.
- Change a tag's color by selecting one of the color dots.
- Delete a tag by selecting the trash icon and confirming. Deleting a tag removes it from every family that uses it.
Assigning tags
Open the kebab menu on a row and select Edit tags. Toggle any tags on or off, and create a new tag inline from the same dialog, then select Save.
The template editor
Selecting a template, or selecting Edit in its row menu, opens the template editor. If the family is published, Auditmark clones the current content into a new draft before opening it. Edits save automatically; you do not need to save manually.
The top bar shows a link back to Templates, the template name, a Published or Draft badge, and the sync status. The editor has two tabs, Build and Report. Form-level settings live in a separate Form settings panel that you open with the Form settings button in the top bar. A Show preview and Hide preview button toggles the live device preview, which you can switch between phone and tablet.
Auto-save and sync states
The editor syncs your edits to the server in the background. A status indicator in the top bar shows the current state.
| State | What it means |
|---|---|
| Saving | A write is in progress. |
| Saved | All edits are saved. |
| Unsaved changes | There are local edits not yet saved. |
| Save failed, retrying | A save attempt failed and Auditmark is retrying. |
| Reload needed | Someone else saved a conflicting version, so reload from the server before continuing. |
If a conflict happens, a toast explains that the template was reloaded from the server.
Build tab
The Build tab is the main content authoring surface. It is split into two collapsible panels, Header and Body. Body is open by default; Header starts collapsed. A collapsible outline on the left lists the Header and every section, with a question count, and lets you jump to any of them. Select the panel icon to collapse or expand the outline.
Header (Start intake)
The Header panel holds the fields collected before the inspection begins. These appear on the Start screen when an inspector opens a new inspection, and their values are available as tokens in the report (for example, {intake.site}).
See Start intake fields below for the full authoring details.
Body (sections and questions)
The Body panel holds the sections that make up the inspection form.
Sections
Each section groups a set of questions. You can add as many sections as you need.
To add a section, select Add section at the bottom of the Body panel, then type a title directly in the section header field. To reorder sections, drag the grip icon on the left of the section header. To delete a section, select the trash icon on the right.
Repeatable sections
A section can be marked repeatable, which means the inspector fills it in once per item (for example, once per solar panel). To set this up:
- Turn on Repeatable section at the bottom of the section.
- Set an Item name (the singular noun for one instance, for example "Panel").
- Optionally set Min and Max instance counts.
- Optionally choose Label each by: pick a text, number, or single-select field in the section, and each instance is labelled by that field's value rather than by a number.
Questions
Each section contains questions. A question has a label and one or more response fields.
To add a question, select Add question inside the section, then type the question text. To reorder questions, drag the grip icon. To delete a question, select the trash icon and confirm.
To add a response field, expand the question row (select it, or use the chevron), then select Add response type. A popover opens with the field type catalog. Search for a type or browse by group, and switch between list and grid views. Selecting a type adds the response to the question.
Each response in an expanded row has a required toggle, a settings icon that opens its configuration, a delete icon, and a grip handle to reorder it. Instruction fields capture no answer, so they show no required toggle.
Question scoring
Each expanded question row has a scoring strip with a Weight field and a Critical toggle. Weight multiplies the question's contribution to the score, and a failed critical question can fail the whole inspection. These take effect once scoring is enabled for the template in Form settings.
Field types
Auditmark provides 16 field types, organized into two groups in the catalog.
| Group | Field type | Description |
|---|---|---|
| Common | Text | Free-form text answer. |
| Common | Number | Numeric value with optional unit. |
| Common | Yes / No | Boolean choice with configurable labels and colors. |
| Common | Date / Time | A date, a date and time, or a time of day. |
| Common | Single select | Pick one from a list of options. |
| Common | Multi select | Pick one or more from a list of options. |
| Common | Photo | One or more images captured or selected on the device. |
| Advanced | Signature | An on-device signature with optional agreement text. |
| Advanced | Slider | A numeric value picked by dragging a slider. |
| Advanced | GPS location | The inspector's current coordinates. |
| Advanced | Annotation | A marked-up image. |
| Advanced | Reference | A link to a location, user, or client account. |
| Advanced | QR / barcode | A value scanned from a QR code or barcode. |
| Advanced | Media | A file upload (image, video, audio, or file). |
| Advanced | Instruction | Display-only text shown to the inspector. Captures no answer. |
| Advanced | Sensor reading | A numeric reading from a connected sensor. |
Field configuration
In an expanded question row, select the settings icon on a response to open its configuration in the right-hand drawer. The options depend on the field type. When the drawer is open it replaces the live preview; close the drawer to show the preview again.
Text
| Option | Description |
|---|---|
| Format | None, Email, Phone, URL, or Custom pattern. Email, Phone, and URL set a validation pattern for you. Custom pattern lets you enter your own pattern and an error message to show when it fails. |
| Multiline | When on, the input grows to multiple lines. |
| Placeholder | Hint text shown inside the field when empty. |
| Max length | The maximum number of characters allowed. |
Number and Sensor reading
| Option | Description |
|---|---|
| Number type | Integer, Decimal, or Percent. |
| Unit | Optional unit label shown next to the value (for example, "kg"). |
| Min | Minimum allowed value. |
| Max | Maximum allowed value. |
| Step | The increment between values. |
| Decimals | Number of decimal places to display. |
Yes / No
| Option | Description |
|---|---|
| Yes label | Custom label for the true option (default "Yes"). |
| Yes color | Highlight color for the true option. |
| No label | Custom label for the false option (default "No"). |
| No color | Highlight color for the false option. |
| Enable N/A | When on, a third N/A option appears with its own label and color. |
Date / Time
| Option | Description |
|---|---|
| Mode | Date, Date and time, or Time. |
| Default to now | Pre-fills the current date or time when the inspector opens the field. |
| Allow past | Whether past dates are accepted. |
| Allow future | Whether future dates are accepted. |
| Min | Earliest allowed value. |
| Max | Latest allowed value. |
Single select and Multi select
| Option | Description |
|---|---|
| Options source | Define options inline, or point to a response set. |
| Inline options | Add, label, reorder, and color each option directly in the field config. |
| Response set | Choose an existing response set, or create one inline. See Response sets. |
| Min select | Multi select only. Minimum number of options the inspector must pick. |
| Max select | Multi select only. Maximum number of options the inspector can pick. |
| Allow other | When on, the inspector can type a free-text answer when none of the options apply. |
Photo
The Photo and Media field types share the same configuration panel.
| Option | Description |
|---|---|
| Allow multiple | When on, the inspector can capture or upload more than one image. |
| Min images | Minimum number of images required. Shown only when Allow multiple is on. |
| Max images | Maximum number of images allowed. Shown only when Allow multiple is on. |
| Capture source | Camera or library, Camera only, or Library only. |
| Allow annotations | When on, the inspector can draw on an image after capture. |
Media
Media uses the same configuration panel as Photo: Allow multiple, Min images and Max images (shown when Allow multiple is on), Capture source, and Allow annotations.
Slider
| Option | Description |
|---|---|
| Min | The leftmost value on the slider. |
| Max | The rightmost value on the slider. |
| Step | The increment between values. |
| Unit | Optional unit label. |
| Min label | Text shown below the left end of the slider. |
| Max label | Text shown below the right end of the slider. |
Signature
| Option | Description |
|---|---|
| Agreement text | Text displayed above the signature pad (for example, "I confirm the above is accurate"). |
Instruction
| Option | Description |
|---|---|
| Instruction text | The text shown to the inspector. This field captures no answer and is excluded from required-field validation. |
Reference
| Option | Description |
|---|---|
| References | The entity type to link: location, user, or client account. |
Conditional logic
Any section, question, or response field can carry logic that reacts to an earlier answer. Each item has an Add logic link in its body; selecting it opens an inline builder right in place.
The builder reads as a sentence. Under When, choose whether All or Any of the conditions must match. Each condition picks a field, an operator (for example, equals, is any of, is empty, is not empty), and a value where the operator needs one. Select Add condition to add more, and the connector between rows reads "and" or "or" to match your All or Any choice. Under Then, choose the action the rule performs.
The available actions depend on what the rule is attached to.
| Attached to | Actions |
|---|---|
| Section | Show, Hide |
| Question | Show, Hide, Require corrective action |
| Response | Show, Hide, Require, Make optional, Require corrective action |
Show and hide reveal or hide the item when the conditions match. Require and Make optional turn the required flag on or off. Require corrective action obliges the inspector to log a corrective action before the inspection can be completed.
Each saved rule appears as a chip on the item. Select a chip to edit the rule, or its remove control to delete it. Rules that reference deleted fields, or that are left incomplete, are dropped silently at publish time, so review your logic before publishing if you have recently deleted or moved fields.
Start intake fields
The Header panel on the Build tab controls the fields collected at the start of every inspection. These are intake fields. Add a scalar field with Add field, or a repeatable group with Add group.
Scalar intake fields
A scalar intake field captures a single value from the inspector before the inspection body begins. Each field has these properties.
| Property | Description |
|---|---|
| Label | The text shown to the inspector. |
| Source | Whether the inspector enters the value manually, or Auditmark captures it automatically. The auto-capture sources are arrival time, current inspector, current location, and current client. |
| Type | For manual fields: Text, Number, Yes/No, Date/Time, Single select, Multi select, Photo, Signature, GPS location, or Reference. |
| Date mode | For date fields: Date, Date and time, or Time of day. |
| Required | Whether the inspector must fill this field before starting the inspection body. |
| Report token | A short code (for example, site) that lets you insert this field's value into the report using the token {intake.site}. |
To configure a field in detail, select the settings icon on the field row to open the drawer. Drag fields to reorder them.
Repeatable intake groups
An intake group captures a variable-length list of entries, for example a list of attendees or a multi-day log. The inspector adds one entry per item and fills in the group's fields for each.
Each group has these properties.
| Property | Description |
|---|---|
| Section title | A heading shown above the group on the Start screen. |
| Each entry is called | The singular noun for one instance (for example, "Attendee"). Drives button labels such as "Add attendee" and "Fields per attendee". |
| Min and Max | The minimum and maximum number of entries the inspector can add. Leave blank for no limit. |
| Report token | A code (for example, attendees) that references the whole group in the report as {intake.attendees}. Each entry renders as a row in a table in the report. |
| Fields | The fields collected for each entry. These work like scalar intake fields, but their codes are unique within the group, not across the whole intake. |
To add fields inside a group, expand the group and select Add field. To configure a group's own settings, select the settings icon on the group row to open the drawer. Drag groups and scalar fields to reorder them relative to each other.
Report tab
The Report tab controls the layout and content of the PDF report generated at the end of each inspection. Changes save automatically; a save status shows at the top of the form. A left rail splits the report into three sections: Sections, Branding, and Email.
Sections
The Sections rail shows the list of report blocks. Each block is a part of the PDF. Turn each block on or off with its toggle, and reorder blocks by dragging the grip icon on the left.
The available blocks are:
| Block | What it renders |
|---|---|
| Inspection details | A summary header with intake values (date, site, inspector, and so on). |
| Report summary | A summary section with optional sub-options and an optional verdict badge. |
| Score | The inspection's numeric score. |
| Flagged items | A list of questions marked as findings. |
| Corrective actions | A list of corrective actions raised during the inspection. |
| Inspection results | The full question-and-answer detail for every section. |
| Sign-offs | Signature blocks, and optionally the list of assigned personnel (name and position). |
| Footer | Free-text footer that appears on every page. |
| Disclaimer | Free-text disclaimer appended at the end. |
| Section results | A condensed per-section summary. |
| Media appendix | A photo gallery of all images captured during the inspection. |
| AI summary | An AI-generated narrative summary of the inspection. |
Block options
Some blocks reveal extra options when they are on.
For Report summary you can toggle show date, show customer, show site, show score, and show findings summary, and turn on the verdict badge.
For Inspection results you can toggle page break between sections, only show flagged questions, and inline photos under each question.
For Sign-offs you can toggle whether to list assigned personnel (name and position).
For Footer and Disclaimer you type the text directly in the block.
For Media appendix you can toggle group photos by item and set the photo columns to 2, 3, or 4.
Verdict badge
The verdict badge appears inside the Report summary block when enabled. It shows a label (for example, "Pass" or "Critical") determined by rules evaluated when the report is generated. When the badge is on, select Configure badge logic to set it up.
You can configure the badge in two ways, and both can be used together.
- Score bands: define threshold ranges (for example, 90 and above is "Pass", below 90 is "Fail"). The first matching band wins.
- Advanced rules: conditions based on specific answer values (for example, if any Yes/No field in a section is answered No, show "Critical"). Advanced rules are evaluated before score bands.
Per-block conditions
Any block that is on can be set to appear only when a condition is met (for example, show Flagged items only when there are findings). Select the condition chip next to a block's toggle to configure the condition. Conditions can test score ranges, finding counts, or specific answer values.
Branding
The Branding rail controls the visual theme for this template's reports. By default a template inherits the workspace theme configured in Report design, and a banner names which theme it is using. Override the theme here to give this template a different look. When you have overridden it, select Reset to workspace theme to clear the override. A Manage global theme link takes you to Report design.
From the Branding rail you can also set the page size and upload a cover image and a logo for this template's reports.
The Email rail controls whether and how the completed report is emailed automatically.
| Setting | Description |
|---|---|
| Automatically email this report when it's ready | When on, Auditmark sends the report to the recipients below as soon as it finishes generating. Add at least one To recipient, or auto-send sends nothing. |
| To | One or more literal email addresses. Press Enter or click away to add each one. |
| Cc and Bcc | Additional recipients. |
| Subject | The email subject line. Supports tokens. |
| Body | The email body. Supports tokens. Use {intake.*} tokens to insert Start intake values. |
Recipient fields accept only literal email addresses; tokens are rejected there. To insert a token into the focused Subject or Body field, use the token menu above them. Unknown tokens are flagged inline.
Edit with AI (Report tab)
A floating Edit with AI button at the bottom right of the Report tab lets you describe changes in plain language (for example, "Add a page break before Corrective actions"). Auditmark proposes a diff showing which blocks and settings would change. Review the proposal and select Accept to apply it or Reject to discard it. The AI never changes the report on its own.
Form settings
Select Form settings in the top bar to open the form settings panel. This panel replaces the Build and Report tabs while it is open; select Form settings again to return to editing. A left rail splits the settings into five sections: Flow, Scoring, Language, Completion and access, and Defaults.
Flow
Flow settings control how the form is laid out and navigated on the inspector's device.
| Setting | Options | Description |
|---|---|---|
| Flow | Linear, Chapter, Tabs, Wizard | How sections are laid out. Linear is one continuous scroll. Chapter is a hub of sections the inspector drills into one at a time. Tabs shows sections as tabs along the top. Wizard shows one step at a time with Back and Next. |
| Granularity | Section, Field | Wizard only. Whether each wizard step is a full section or a single field. |
| Progress | None, Bar, Steps | The progress indicator shown to the inspector. |
| Gating | Free, Require valid | Whether the inspector must complete the visible required fields before advancing. |
| Navigation | Free jump, Sequential | Whether the inspector can jump to any section or must move in order. |
| Review step | On or off | When on, a read-only review screen appears before the inspector submits. |
Scoring
Scoring settings determine how the inspection is scored. Set the scoring mode to Points, Pass / fail, or Off. Points weighs option points by question weight; Pass / fail counts compliant items; Off disables scoring.
When scoring is on, a Result group lets you set a Pass threshold (the minimum percentage to count as a pass) and a Critical override toggle, where a failed critical question fails the whole inspection regardless of score. You can also define grade bands that label and color the result by score range. Each band has a label, a minimum percentage, and a color, and a band applies from its minimum upward.
Per-option points and per-question weight are set in the Build editor; this panel sets the model and how the result is graded. Score calculation and report badges arrive with the scoring rollout.
Language and direction
The Language section has one setting, Right-to-left (RTL). When on, the form renders right-to-left in the preview and the inspector app. Use this for Hebrew and other RTL languages.
Completion and access
| Setting | Options | Description |
|---|---|---|
| Inspectors can start this template | On or off | When on, this template appears in the inspector's self-create picker. |
| Correction mode | Frozen, Amendment, Reopen | Whether and how answers can change after the inspector submits. Frozen means no changes; Amendment tracks changes as amendments; Reopen allows the inspection to be reopened fully. |
| Requires sign-off | On or off | When on, the inspector must sign the inspection before it is considered complete. |
| Requires approval | On or off | When on, an admin must approve the submitted inspection. |
Field defaults and template defaults
The Defaults section has two one-time-apply actions that propagate your workspace defaults onto this template.
Apply field defaults to this template fills empty field settings on existing questions using the per-type defaults configured in Settings under Field defaults. Only empty settings are filled; values you have already set are kept. A confirmation dialog shows how many fields of each type will change before you apply.
Apply Template defaults to this template adds any Start intake fields from your workspace Template defaults that are not already present (matched by code), and overwrites the matching settings (correction mode, sign-off, approval, flow). See Settings under Template defaults. A confirmation dialog shows exactly what will be added or overwritten before you apply.
If a button is disabled, the matching workspace defaults have not been configured yet.
Edit with AI (Build tab)
A floating Edit with AI button at the bottom right of the Build tab lets you describe edits to the template body and intake in plain language (for example, "Add a Housekeeping section with three pass/fail checks"). Auditmark proposes a diff showing which sections, questions, and fields would change. Review the diff and select Accept to apply it or Reject to discard it.
The AI proposes structural changes only (sections, questions, field types, and configuration). It does not change conditional logic rules, flow settings, or the report layout from the Build tab.
Bulk AI edit
From the templates list, select up to 25 families, then select Edit with AI in the bulk bar. Enter an instruction, and Auditmark proposes the same change for each selected template. The dialog summarizes how many will change, stay unchanged, or fail. Review each change, exclude any you do not want, and apply the rest. Applied changes land as new drafts; publish each template to go live.
Publishing a template
When you are ready to make a draft live, select Publish in the top right of the editor.
Auditmark validates the draft before publishing. If there are errors (for example, a select field with no options configured), they are listed and the publish is blocked until you fix them. Incomplete logic rules that reference deleted fields are dropped silently rather than blocking the publish.
When the publish succeeds:
- The draft becomes the new published version of the family.
- New inspections created from this template use the new version.
- Inspections already in progress keep the version they started on.
After publishing, the editor returns you to the templates list.