Overview
Templates can be configured and managed at the organisation-level under Templates in your sidebar. Administrators and Template Managers can create, edit, and delete templates, while other team members can use them but cannot make permanent changes.
For more information about specific User Roles and permissions, see User Roles.
Creating and Editing a Template
Administrators and Template Managers can create and edit team templates, and any changes are synced across the team.
For instructions on creating and editing a template in a quick-start format, see Get Started with Templates. For a deeper look at the end-to-end template process - from initial set-up through to advanced tips - visit our Template Academy.
💡 When an individual team member edits a team template, a local duplicate is created and is not synced with the original template.
Template Visibility Options
Templates have different visibility options to control access and editing permissions:
Only me: Visible only to the creator. Ideal for personal templates you don't want to share with the team.
Team: Shared with the entire team. Team members can use but not edit these templates, ensuring everyone works from the same standardised format.
Org-wide: Published across all teams in the organisation. Only Administrators and Template Managers can publish templates org-wide.
Public: Available for individual templates but disabled for team templates. Templates set to Public are shared with all Heidi users publicly in the Template Community.
Changing template visibility
Administrators and Template Managers can change template visibility to control who can use and edit them. Visibility settings also influence deletion - templates set to Team visibility must be reassigned to Only me before they can be deleted.
Steps to change visibility
Navigate to Templates.
Click the three dots menu (ellipsis) next to the template.
Select Edit visibility.
Choose the visibility setting (e.g., Only me, Team, or Org-wide).
Save the changes.
Deleting a Template
Administrators and Template Managers can delete team templates for all users. Take care when deleting team templates - another team member may be actively using them.
Common template deletion issues
Default or core templates
Some templates are part of a core set required for team functionality, or are designated as defaults for team members. These cannot be deleted until removed as default by all team members.
Technical issues
If all settings are correct but deletion is still not possible, there may be a technical issue preventing the action. Contact Heidi Health support for assistance.
Steps to delete a template
Navigate to Templates.
Click the three dots menu (ellipsis) next to the template.
Select Delete.
Confirm the deletion. Ensure visibility settings are correct, the template is not set as default by any team members, and no other restrictions are blocking the action.
Duplicating Templates
Team members can create local duplicates of team templates to customise them without affecting the original. When an Administrator or Template Manager duplicates a team template, the duplicate is propagated to all team members.
Steps to duplicate a template
Navigate to Templates.
Click the three dots menu (ellipsis) next to a template with Team visibility.
Select Duplicate.
Explore further resources such as the Template Academy for detailed instructions, and the Template Community for inspiration.