Build and edit form templates
Create your own digital forms and certificates, choose field types, mark required fields, and manage which templates engineers see.
Updated 11 October 2026
Templates are the blank forms your engineers fill in on site. Only owners and admins can create or change them.
The templates you start with
Every new account comes with 13 ready-made templates, all of which you can edit, switch off or delete:
- Engineer Report Sheet
- Completion Certificate
- Customer Training Certificate
- Battery Calculator Check Sheet
- BAFE Installation Certificate (F091)
- BAFE Modification Certificate (F092)
- BAFE Commissioning Certificate (F095)
- BAFE Acceptance Certificate (F096)
- Inspection & Servicing Certificate
- Record of Cable Installation Checks
- Record of Interface/Relay Checks
- Record of Operational Checks
- Variation Record Sheet
To turn a paper or PDF form you already use into a template, see Import a PDF form.
Building a template
- Go to Forms (the Form Templates page) and click + New Form.
- Give it a name.
- Add sections (e.g. "Site details", "Test results", "Sign-off"). Every form needs at least one section, and every section at least one field.
- Add fields to each section and pick a type for each:
| Field type | Use it for |
|---|---|
| Text | Short answers: names, serial numbers |
| Text Area | Longer notes and descriptions |
| Number | Readings and quantities |
| Date / Time | Test dates, arrival times |
| Checkbox | A single tick (e.g. "Panel tested") |
| Select (dropdown) | Pick one from a list |
| Radio | Pick one from a short list, all options visible |
| Signature | Drawn on screen by the engineer or customer |
| Photo | A reminder to add photos on the job's Photos tab |
| Table | Repeating rows, like a zone or device schedule. You set the columns and engineers add rows |
- Tick Required on any field that must be filled in before the engineer can submit.
- Use Preview to see the form as an engineer will, then save.
New templates are live as soon as you save them.
What templates can't do yet
- No conditional questions. Every field always shows.
- No custom calculations. The only automatic calculation is the battery capacity on the built-in Battery Calculator Check Sheet.
- Photo fields don't hold photos. Photos are added on the job's Photos tab and aren't included in the form PDF.
- Table cells are text only.
Which templates engineers see
Engineers see every active template on every job, grouped by category. To tidy the list:
- Category: set a category for each template on the Form Templates page (Fire Alarm, Emergency Lighting, AOV, Disabled Refuge, Access Control, General). Templates without one appear under Uncategorised at the bottom.
- Order: move templates up or down within their category.
- Active / Inactive: switch off templates you don't use. Inactive templates are hidden from engineers but kept, with all their submissions.
Editing a template that's already been used
Changes apply to the template everywhere, including forms that have already been submitted: those are always shown, and printed to PDF, using the current version of the template. So:
- Adding a field or renaming a label is safe.
- Removing a field hides that answer on old submissions, even though it's still stored.
If a certificate's layout needs to change significantly, create a new template and make the old one Inactive instead.
Deleting a template
Deleting is permanent and can't be undone. Submissions made with it lose their link to the template, so they show as "Unknown Form" and their PDFs come out blank. Unless a template has never been used, make it Inactive instead.
Still stuck? Email support@engineeros.uk