Before creating Activities in Decent, it’s important to understand how to design clear, structured, and compliant templates.

Templates define how inspections, observations, and monitoring activities are performed. A well-designed template ensures consistency across teams, improves data quality, and supports audits and compliance.

This guide outlines best practices for building effective templates using the Decent Template Builder.

What Is an Activity Template?

An Activity Template is a structured digital form used to perform an inspection, observation, or monitoring activity.

It defines:

• What needs to be checked
• How information is captured
• How results are recorded and evaluated

Within the Decent platform, templates are used to create Activities, which are then linked/associated to Assets and executed in the field.

The Decent Template Builder

Decent provides an easy-to-use Template Builder Module that allows you to create and customize activity templates without technical expertise.

Key Capabilities

• Drag-and-drop interface
• No-coding is required
• Multiple field types (checkboxes, text fields, dropdowns, attachments etc)
• Standardized structure for consistent data collection
• Reusable templates across projects, sites, and assets

Templates can be:

• Industry-specific
• Site-specific
• Equipment-specific

⚠️ Need Expert Help?

If you require industry-specific, regulated, or highly customized templates, our expert team can help.

Reach out to us (here) for professional template design and customization services (charges apply).

Best Practices for Building H&S Templates

1. Determine Your Needs

Start by clearly defining what the activity is meant to cover.

Ask yourself:

• Is this for a specific piece of equipment?
• A work process?
• A site-wide safety inspection?
• A recurring compliance check?

Clearly defining scope ensures the template stays focused and actionable.

2. Gather Reference Information

Before building a template:

• Review existing safety checklists, audit forms, and reports
• Look at regulatory or industry standards
• Identify commonly inspected items and risk areas

This helps align your template with best practices and compliance expectations.

3. Collaborate with Subject Matter Experts (SMEs)

Involve:

• Safety officers
• Engineers
• Compliance managers
• External consultants (if applicable)

SME input ensures the template:

• Covers all critical hazards
• Reflects real operational conditions
• Is suitable for audits and inspections

4. Design the Template Structure

Include Essential Information

Every template should capture basic contextual data, such as:

• Date of inspection
• Inspector name
• Site or location
• Activity Frequency (daily, weekly, monthly, ad-hoc) – This can be configured via the Schedule Module via the Decent Platform
• Optional environmental conditions

Organize Items into Categories/Sections

Group checklist items logically, for example:

• Equipment condition
• Safety devices
• Tools and materials
• Work practices
• Environmental or housekeeping checks

Clear categorization improves usability and reduces errors during execution.

Use Clear, Simple Language

• Avoid ambiguity
• Keep questions short and specific
• Use consistent terminology

Field teams should understand each item without interpretation.

5. Make Items Actionable

Each item within a template or a chechlist should allow:

• Recording a status (e.g., Pass / Fail / N/A)
• Adding comments or notes
• Capturing evidence (photos, attachments)

This ensures that identified hazards are:

• Clearly documented
• Traceable
• Actionable

6. Plan for Ongoing Audits and Recurring Activities

Templates are not static — they support continuous operational management.

• Use Decent’s Schedule Module to create recurring activities (accessible via the Calendar)
• Review and update templates as regulations or operational conditions change
• Analyze results over time to identify trends and improvement areas

Templates work best when combined with regular execution and review.

Where to Find Ready-Made Templates

⚠️ We’ve Got You Covered

Decent H&S provides a Template Marketplace with pre-built inspection templates, checklists, and reporting forms.

You can access the marketplace from:
Admin Console → Project Setup → H&S Activities → New H&S Activity

Template Options

• Free templates included in your subscription plan
• Paid templates for specialized industries or advanced use cases

These templates can be used as-is or customized to match your operational needs.