How to design a template?

You can turn any paper form into a digital template with Record TIME. Whether it be a pre-start checklist, WH&S safety checklist, proof of delivery, toolbox talk or a COVID safety checklist, you can do it all from the Record TIME backend. All you need to do is follow the following 4 simple steps, to become a paperless company. In this example, we will design a simple proof of delivery template.

Step 1 

• Login to your backend
• Go to “Docket Book Manager” and click “Docket Templates.
• Click the “Add New” button from the right side of the page. 
• On the pop-up window, either select a “Blank template” to create a template from scratch or you can select “Add from Template Bank” and click “Continue” to go next.

Step 2 

Add from Template Bank

• If you choose to go with the “Add from Template Bank” option, tick the checkbox for it and click “Continue”.
• You will see a list of templates to choose from. You can preview the template and click “Install” once you are happy with it.
• Go to the “Docket Book Manager >> Docket Templates” page once a template has been added/installed. 
• Choose the template you have added and open it to make changes to suit your business needs.
• Once you hit “Save” it will ask you to tag/assign your employees. You can choose to assign them later. However, to assign employees in the future, you will have to go to “Docket Book Manager >> Assign Docket Templates” and click “Assign”.

Blank Template

• If you choose to go with the “Blank Template” option, tick the checkbox for it and clic “Continue”.
• On the second window, add the name for your docket template and click next. In this example: we will name the template “Delivery Docket” to make it obvious for our staff.

• Choose the desired method of approval and click “Next”

• In the last screen click “No” to create a new template. Only click yes if you want your templates to be invoiceable.

Step 3

Once your template has been created you can choose to add elements from the “Docket Elements” section. In this example, we have added the following: 

“Date” element: This is a default field that is created with every template. Employees can use this field to capture the date of delivery.

“Short Text” element: We have added two short text fields and named one “Delivery Driver” and the other “Client”.

• Employees' name will go under the delivery driver field.
• Employees can record the name of the client in the “Client” field.

You can also use “Prefillers”, which are drop-down boxes. This makes filling the docket out faster. Read more about “How to use a prefiller” 

“Location” element: We have named this element “Delivery Location”. This field can auto-populate the current location if location services are turned on in the mobile app. You can also manually enter this detail if required.

“Long Text” element: We have named this element “Description of Items” to list any additional details needed. A long text element provides a multi-line text field for large amounts of text.

“Image” element: We have added an image element and named it “Image of Items”. This allows employees to take photos of the items being delivered.

“Signature” element: We have named this element “Recipient Signature”. This will help to get a confirmation of delivery from the client. Signatures can be captured effortlessly, by signing on screen. 

Final Template:

Below is the screenshot of what we have just created: 

Step 4

Once you hit “Save” it will ask you to tag/assign your employees. You can choose to assign them later. However, to assign employees in the future, you will have to go to “Docket Book Manager >> Assign Docket Templates” and click “Assign”.