Job templates keep every repeatable service consistent. Set the duration and notes once in Settings and schedulers can create jobs quickly without missing the critical steps technicians expect on-site.
Create a template in four steps
Open Settings → Operations
From the sidebar choose Settings, then scroll to the Operations card and click Job templates.
Click New template
Give the template a clear name so schedulers and the field team recognise the workflow.
Fill in the defaults
Set an optional duration and add default notes so schedulers always share the same instructions.
Save and share
As soon as you save, the template appears in the job form for everyone with scheduling access.
Template fields explained
Everything you store in the template can be adjusted on a single job, but starting with accurate defaults keeps the calendar tidy and technicians aligned.
Template name
Shorthand that appears in the job form dropdown, e.g. ‘Annual boiler service’.
Description
Optional context that shows in Settings so teammates know when to use the template.
Default duration
Prefills the job’s duration in minutes. You can still adjust when scheduling a specific visit.
Default notes
Instructions that land in the job notes field—ideal for access codes, equipment reminders, or safety steps.
Apply a template when scheduling
Templates live at the top of the job form. Use them for every planned maintenance visit, repeat service, or standard installation to keep timing and notes predictable.
Choose the template
When creating or editing a job, open the Template dropdown at the top of the form and pick the preset you need.
Apply
Click Apply template. Toolfy fills in the duration and notes—useful for back-to-back scheduling.
Tweak for the visit
Adjust anything that is unique for this customer. Manual changes never alter the stored template.
Manage and refine templates
Keep templates lean so schedulers can find the right one quickly and the team always has the latest playbook.
Edit or duplicate
Click Edit to adjust a template or copy its contents into a new template. Updates apply immediately to future jobs.
Delete safely
Removing a template does not touch jobs that already used it—only the preset disappears from the picker.
Track versions
Use the description field to note version dates (e.g. ‘2026 revision’). Archiving old templates keeps the list tidy.
Best practices
- Create one template per service type or service level (e.g. Standard install vs. Premium install).
- Pair templates with quote templates so estimates and scheduled work stay perfectly aligned.
- Review default notes with the field team quarterly—trim anything that no longer adds value.
- If a template needs extra materials or pricing logic, add notes that remind the scheduler to check the price book.