Opportunity templates allow you to standardise the process of converting a lead or sales enquiry into a job within Commusoft. By creating templates, you ensure your office staff and sales team capture all necessary information consistently, such as required job categories, default services, and specific forms, saving time and reducing errors when a new sales opportunity arises. This setup ensures a smooth and professional handoff from the sales process to scheduling and invoicing.
How to access the opportunity templates setting
➡️ Go to your Profile icon → Choose Settings → Locate Opportunities settings in the Categories menu → Click View next to Opportunity templates.
By default, all templates not assigned to specific folders will be stored under the "Opportunity Templates" folder.
How to create a new opportunity template
➡️Add new opportunity template
Step 1: Basic details
Template name: Enter a clear, descriptive name for your template (e.g., Boiler Installation Lead, Plumbing Repair Quote).
Job description: Provide a job description that will automatically populate when this template is used for an opportunity.
Opportunity Expiry Date: Set the opportunity's expiry date, after which it will no longer be accessible to customers. Check the box(es) next to the following options to set the expiry date:
Opportunity expires after N days of last communication if no proposal is added.
Proposal expires after N days of being sent.
Opportunity expires N days since last communication after the proposal expires.
Cover Page Templates: Select the relevant cover page template for any proposals generated from this opportunity.
Pipeline: Assign this template to a specific sales pipeline to track its progress.
Click Next.
Opportunity expiration is available only in the Sales Growth Plan.
Step 2: Opportunity notes
Add relevant information to be carried over to 'Job Notes' if the customer accepts. A simple use of the Opportunity notes field in a template is to provide a mandatory internal reminder or instruction for the office staff who will handle the new lead.
Step 3: Mobile Experience
Enhance the workflow for engineers by linking the necessary Arrive workflow templates directly to the required opportunity. This allows for the assignment of multiple templates tailored to different engineer levels, giving flexibility to address varying skillsets and job complexities. You can designate one template as the default to ensure it’s assigned as the primary option.
You'll see a table with three columns for both Arrive and Survey questions.
Arrive Questions
Arrive questions: Search the template name in the drop-down and add all required.
Default: You can only have one default, so edit Yes/No as appropriate.
Delete: Remove a template from the table.
Survey Questions
Survey questions: Search the template name in the drop-down and add all required.
Default: You can only have one default, so edit Yes/No as appropriate.
Delete: Remove a template from the table.
Step 4: Attachments
➡️ Attached Files > Add New File to upload relevant documents.
Once complete, click 'Save and close' in the top right corner of the screen.
Refer to the article on How to organise your folders and templates
How to Clone a template
➡️ Click Clone > Type "Clone" > Clone
Only a template can be cloned, not a folder.
How to edit a template
Once you've added the opportunity template, you can edit, delete, or clone it as needed. These actions are available in the Actions column next to each template.
➡️ Click Edit > Make changes > Click Save
How to delete a template
➡️ Click Delete > Type delete > Click Confirm
If deletion is not possible, the system will display a message explaining why the template cannot be removed.
How to archive a template
If an opportunity template has been used, it must be archived instead of deleted. Archiving will retain the data for historical purposes and remove the template from the active list.
➡️ Click Delete → Type "archive" to confirm → Click Archive.
Common questions
💭 Why is the proposal expiry option greyed out in Opportunity Templates?
If you find that the third expiry rule - “Opportunity expires after N days of last communication if the proposal expires” is greyed out, it’s likely because the second rule (Proposal expires after N days of being sent) isn’t fully configured.
To enable it:
Tick the checkbox for the proposal expiry rule.
Enter a valid number of days in the field provided.
Only once the proposal has an expiry defined will the third rule become available. This is because the third rule depends on the proposal expiry being active. Without that, it won’t have a trigger point.
🎓 Want more training?
For further training on configuring the scheduling engine, check out our Self service course in the Commusoft Academy.
💬 Still need help?
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