Allow a colleague to edit a template
A template has two separate settings, and this is the most common mix-up:
- Visibility answers “who sees this template?”
- Edit permission answers “who can change it?”
Setting a template to Team visibility lets your colleagues use it for their inspections. It does not let them modify it. For that, you grant edit permission separately.
The table that settles it
| Can use it | Can edit it | Can change visibility or delete it | |
|---|---|---|---|
| Personal visibility | You only | You only | You only |
| Team visibility | The whole team | You only | You only |
| Team visibility + permission granted | The whole team | You + that person | You only |
| Personal visibility + permission granted | You + that person | You + that person | You only |
The two settings are independent. You can grant edit permission on a template that stays Personal: that person will be able to edit it without the rest of the team seeing it.
Granting the permission
- Go to Settings > Report Template > Inspection templates tab.
- On the template card, click the Allow editing icon (two figures).
- Under Team members, click Allow next to the person.
The panel shows the template’s current visibility at the top, precisely so the two notions don’t get confused.
They then appear under Can edit. On their side, the template shows up in their list with an Editing allowed badge, and they can open it in the editor.
The same panel is available from the template editor: the Allow editing button in the top bar (⋯ menu in the visual builder).
What that person can and cannot do
They can edit the template’s content: sections, sub-sections, narratives, text, severity levels, report configuration. They can also create and restore versions.
They cannot:
- change the template’s visibility (Personal / Team);
- delete the template;
- grant the permission to anyone else.
Those three actions stay with the owner. They can, however, remove their own permission.
Only active members of your team can be granted the permission. It cannot be given to an inspector from another company — duplicate and export the template instead.
Removing the permission
In the same panel, click the trash icon next to the name under Can edit. The permission is removed immediately. Changes that person already made stay in the template — removing the permission undoes nothing.
Reviewing the history
Every template keeps a log of what happened to it and who did it.
Open the template in the editor, then History > Activity tab. You will see:
- template edits, with the author and the number of changes;
- visibility changes;
- permissions granted and removed, and by whom;
- version restores.
Successive edits by the same person are grouped into 15-minute blocks: the editor saves continuously, and a line-by-line log would be unreadable.
The Versions tab of the same panel is what you use to roll the template back to an earlier state.
If in doubt
If two people work on the same template at once, the last save wins. Before a major rework, create a version under History > Versions — you can always come back to it.