Templates are the foundation of SwiftReporter's inspection system, providing structure, consistency, and efficiency to your inspection workflow. This comprehensive guide covers all aspects of template management.

What Are Templates?

Templates serve as blueprints for your inspection reports, defining:

Report Structure: Categories and subcategories that organize content
Content Framework: Questions, required notes, and information fields
Comment Organization: How your reusable observations are categorized
Report Formatting: Cover pages, table of contents, and presentation settings

Template Creation Methods

SwiftReporter offers multiple ways to create templates to suit different workflows:

🆕 Create Blank Template

Start from scratch with complete customization control.

Best For: Custom inspection types, specialized requirements
Process: Manual category and question creation

AI Template Builder (Draft Templates)

You can generate a draft template using the AI Template Builder. Provide inspection context (type, location, standards, and optional instructions), then refine the generated draft in the Templates editor.

Best For:

Creating a starting template for a new region or inspection type
Faster setup when you do not want to build a template from scratch

AI Template Agent (Edit With Suggestions)

The AI Template Agent helps you edit templates faster by proposing specific changes. You can review suggested edits one-by-one and decide what to keep.

Best For:

Adding missing categories/subcategories
Renaming sections and adjusting question sets
Making small structural edits without manual rework

Comment Integration

Filtered Library: Comments organized by template structure
Quick Access: Pre-written observations for efficient use
Search Functionality: AI-powered comment discovery

Settings and Configuration

Severity Settings: Enable/disable observation severity ratings
Report Options: Cover page, table of contents, summary sections
Advanced Features: Observation summaries, custom formatting

Template Management Workflow

1. Selection and Activation

Choose Active Template: Select which template to use for new inspections
Template Switching: Change templates for different inspection types
Management Interface: Organized template library with search and filtering

2. Customization and Editing

Structure Modification: Add, remove, or reorganize categories
Content Updates: Edit questions, notes, and information text
Settings Configuration: Adjust report formatting and features

3. Usage During Inspections

Guided Workflow: Template structure guides inspection process
Comment Access: Filtered comments relevant to current template
Progress Tracking: Required completions and mandatory fields

Getting Started

For New Users

Browse Pre-built Templates: Start with professionally designed templates
Select Appropriate Template: Choose one matching your inspection type
Customize as Needed: Modify to fit your specific requirements
Practice with Sample Inspection: Test template functionality

For Advanced Users

Import Existing Templates: Use PDF or Spectora import features
Create Custom Templates: Build specialized templates from scratch
Optimize Comment Library: Organize comments by template structure
Configure Advanced Settings: Enable severity, summaries, and custom formatting

For Teams and Organizations

Standardize Templates: Create consistent templates across team members
Share Pre-built Templates: Use organization-specific template libraries
Training and Documentation: Ensure team understands template usage
Version Control: Manage template updates and improvements

Template Types and Use Cases

Residential Inspections

Standard Home Inspections: Comprehensive residential property assessment
Specialized Inspections: Pool/spa, historic properties, energy audits
Client-Focused Language: Homeowner-appropriate observations and recommendations

Commercial Inspections

Building Code Compliance: Regulatory requirement focus
Business Operations: Minimal disruption considerations
Complex Systems: Advanced HVAC, electrical, and structural categories

Specialized Inspections

Industry-Specific: Tailored for specific property or inspection types
Regulatory Compliance: Templates meeting specific code requirements
Custom Workflows: Unique inspection processes and requirements

Best Practices

Template Design

Logical Organization: Structure categories in inspection order
Comprehensive Coverage: Include all necessary inspection areas
User-Friendly Interface: Clear navigation and intuitive layout
Regular Updates: Keep templates current with industry standards

Template Management Overview