Template Manager: Creating Templates | CLUE Learning

Template Manager: Creating Templates is a built-in tool that lets you design and manage the checklists your team fills out in the field.

Each template you create becomes a structured form that operators, inspectors, or technicians complete during an inspection, a preventive maintenance check, or a fuel report. You control what questions appear, what responses are required, and how the form behaves on mobile. Once published, templates are available for your team to use directly through Clue's Inspections feature.

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Who Is This For?

This feature is used by anyone responsible for defining what gets checked in the field.

• Equipment Managers build inspection templates to standardize what operators check before and after every shift.
• Shop Managers create PM checklist templates to ensure technicians follow a consistent service process for every asset.
• Safety and Compliance Teams use templates to capture required safety checks, enforce photo documentation, and maintain a consistent audit record across the fleet.

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How to Use It

Step 1: View Your Templates

Go to Company Settings > Template Manager > My Templates. This is where all existing templates are listed. You can view, edit, or duplicate any template from this screen.

Step 2: Create a New Template

Click + New Template. You have three options to get started:

• Build from scratch to create a fully custom checklist
• Import from PDF to convert an existing paper form into a digital template
• Import from Excel to build from a spreadsheet-based checklist

Step 3: Configure Settings

Before building your checklist, configure the template settings. This includes selecting the template type, defining the scope of who and what it applies to, and setting compliance and behavior rules that control how the form is submitted.

Step 4: Build Your Checklist

Add categories to group related items and then add individual checklist items within each category. For each item, select the appropriate response type such as pass/fail, text input, numeric value, or photo capture.

Step 5: Preview on Mobile

Click Preview to see exactly how the template will appear to operators on their mobile device. Review the layout and item order before publishing to make sure it is clear and easy to complete in the field.

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Key Behaviors and Limitations

There are three template types. Each type serves a specific purpose and determines how the completed form is processed in Clue.

• Inspection templates are used for pre-shift, post-shift, or job site equipment checks
• PM Checklist templates are used during scheduled preventive maintenance services and connect directly to Clue's Preventive Maintenance workflows
• Fuel Report templates are used to capture fuel activity and usage data in the field

Import options convert existing forms into digital templates. If your team already uses paper forms or spreadsheet-based checklists, you can import them directly rather than rebuilding from scratch. Review all imported items after the import is complete to confirm the structure and response types are correct.

Templates must be published before they are available in the field. A draft template will not appear for operators or inspectors until it has been fully configured and published.

Editing a published template applies changes going forward only. Completed inspections or checklists that used a previous version of the template are not affected by changes made after the fact.

Tips

• Organize items by walk-around path. Structure your checklist categories in the order an operator physically moves around the equipment. This reduces missed items and speeds up completion time in the field.
• Set Photo Required on safety-critical items. For any item where visual documentation matters, such as fluid levels, tire condition, or visible damage, require a photo. This creates a stronger audit record and reduces disputes.
• Always preview before publishing. Check the mobile preview before making a template live. What looks straightforward in the editor can feel cluttered or unclear on a small screen.
• Duplicate existing templates when creating variations. If you need a similar checklist for a different asset type or project, duplicate an existing template and modify it rather than starting from scratch.‍
• Keep category names short and clear. Operators complete these forms in the field, often quickly. Category names like "Engine Checks" or "Exterior Walk-Around" are faster to scan than longer descriptive labels.