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Templates & Questions

Templates define what questions contractors and suppliers answer. This guide covers template and question management.

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Understanding Templates

A template contains:

• Sections (groups of questions)
• Questions within each section
• Question ordering
• Required vs optional designations

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Template List

Navigate to Templates to see all templates.

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Template Information

The template list shows the following columns: The Active column shows a toggle that lets admins enable or disable templates. Disabled templates are not available for new evaluations.

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Creating a Template

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Template Configuration

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Basic Settings

When creating or editing a template, you can configure:

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Conclusion Settings

The Enable Conclusion Field and Require Conclusion settings control whether assessors see and must complete a conclusion field when reviewing evaluations on this template. When Enable Conclusion Field is on, assessors can enter a free-text conclusion as part of their review. Enabling Require Conclusion makes this field mandatory before an evaluation can be approved.

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Certificate and Approval Email Score Visibility

The Show Score on Certificate and Approval Email setting controls whether the overall evaluation score percentage appears on the certificate PDF and in the approval email sent to contractors.

• When enabled, the score is displayed on both the certificate and the approval email
• When disabled, the score is hidden from both the certificate and the approval email
• The score is always shown on the Full Report regardless of this setting

This allows you to control whether contractors and third parties viewing the certificate or approval email see the numerical score, while ensuring the full report always contains complete assessment details. To configure:

1. Open the template
2. Locate the Show Score on Certificate and Approval Email checkbox below the passing percentage field
3. Toggle on or off as required
4. Save the template

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Pricing and Score Review Settings

The Pricing tab on a template allows configuration of:

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Insurance requirements

Each template can specify which insurance types contractors/suppliers must hold and the minimum coverage amount for each. These requirements drive insurance visibility and validation across the platform — see How insurance requirements work for the full lifecycle.

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Configuring insurance requirements

Each requirement specifies: You can edit or remove existing requirements using the edit and delete icons next to each row.

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Editing Templates

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Modifying Content

1. Open the template
2. Make changes to sections or questions
3. Save changes
4. Changes apply to new evaluations only

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Managing Sections

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Adding a Section

1. Click Add Section
2. Enter section name
3. Add description (optional)

The new section is appended to the end of the template. Reorder sections using drag and drop after adding.

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Reordering Sections

Sections are reordered via drag and drop using the grip handle on each section row. Keyboard navigation is also supported — select a section and use ArrowUp / ArrowDown to move it. The new order is saved automatically.

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Question Bank

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Viewing Questions

Navigate to Questions to see all questions.

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Creating Questions

1. Click Create Question
2. Enter question text
3. Select question type
4. Configure options (for select types)
5. Add help text (optional)
6. Save

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Question Types

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Editing Questions

1. Find the question
2. Click to edit
3. Modify as needed
4. Save changes

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Adding Questions to Templates

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From Question Bank

1. Open template
2. Navigate to target section
3. Click Add Question
4. Search/browse question bank
5. Select question(s)
6. Add to section

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Question Settings

Each question in a template has per-template settings that control how it behaves within that template: The following settings are configured on the question itself in the Question Bank and apply wherever the question is used — they are not per-template overrides:

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Hidden-from-report questions

The Hidden from Report toggle prevents a question and its answer from appearing in the final evaluation report. This is useful when you need to collect information that should not be visible in the report shared with third parties. Common use cases:

• Internal data collection — gather operational data from contractors that is only needed for internal analysis
• Sensitive information — collect data that is required for assessment but should not appear in external-facing reports

To enable:

1. Open the template and navigate to the question
2. Open the question settings
3. Toggle Hidden from Report on
4. Save

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Template directives & expectations

Directives are formal expectations or commitments that you can attach to a template. When a template has directives enabled, contractors must review and accept them before they can submit an evaluation. This ensures that contractors acknowledge key obligations before proceeding.

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Enabling directives on a template

1. Open the template
2. Navigate to the Directives tab
3. Toggle Enable Directives & Expectations on
4. Enter a title for the directives section (e.g. “Health & Safety Commitments”)
5. Compose your directive content in the HTML editor
6. Attach any supporting files or links (optional)
7. Save

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Writing directive content

The directives content field is an HTML editor that supports rich formatting. You can:

• Write formatted text with headings, lists, and tables
• Add hyperlinks inline using the editor’s link tool — useful for linking to external policies, legislation, or reference material
• Structure multiple obligations within a single directives section using headings or numbered lists

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Attaching files and links

You can attach up to 20 assets to a template’s directives. Each asset is either a file or an external link: Each asset requires a label — this is the display text contractors see (e.g. “Download H&S Policy PDF” or “View compliance guidelines”).

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Attaching a file

Files must be uploaded to Settings > Files before they can be attached to directives.

1. If you haven’t already, navigate to Settings and select the Files tab, then upload the document
2. Return to the template’s Directives tab
3. Use the Add from customer files dropdown to select the file — only files not already attached are shown
4. The file is added with an auto-generated label based on the filename. You can change the label if needed.
5. Save

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Attaching a link

1. In the Directives tab, enter the URL (must start with http:// or https://)
2. Enter a descriptive label
3. Click Add Link
4. Save

Contractors see all attached assets alongside the directive content and can download files or follow links before accepting.

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How directives work

• Contractors see the full directives section (title, content, and assets) before the submission step
• Contractors must accept the directives as a whole before they can submit
• Acceptance is timestamped and the accepting user is recorded
• Assessors can view whether directives were accepted and when during their review
• The accept action is idempotent — if a contractor has already accepted, no change occurs

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Use cases

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Importing and exporting questions

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Deleting Templates

To delete a template:

1. Navigate to Templates
2. Find the template you want to delete
3. Click the delete action
4. Confirm the deletion

When a template is deleted, it is removed from the active template list. Evaluations already in progress using that template are not affected.

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Best Practices

• Use consistent terminology
• Group related questions
• Test templates before use
• Review templates periodically

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Next Steps