Documentation Index
Fetch the complete documentation index at: https://docs.xenia.team/llms.txt
Use this file to discover all available pages before exploring further.
Overview
Xenia is a multi-tenant operations management platform. Understanding its core entities will help you build effective integrations.
Entity Hierarchy
Workspace (Organization)
├── Users (People)
│ └── WorkspaceUser (Membership with Role)
├── Roles (Permissions)
├── Locations (Physical Sites)
│ └── Location Members
├── Templates (Inspection Blueprints)
│ ├── Sections
│ └── Items (Questions)
├── Submissions (Completed Inspections)
│ └── Item Responses (Answers)
├── Tasks (Work Items)
│ └── Assignees
└── Projects (Task Groups)
Workspace
A Workspace is the top-level container that represents your organization. All data is scoped to a workspace.
| Property | Description |
|---|
id | Unique identifier (UUID) |
name | Organization name |
timezone | Default timezone |
status | Active or Inactive |
- All API requests require a
workspace-id header
- Users can belong to multiple workspaces
- Data is isolated between workspaces
Users & Roles
User
A User represents a person who can access the platform.
| Property | Description |
|---|
id | Unique identifier (UUID) |
firstName | First name |
lastName | Last name |
emailId | Email address (unique) |
status | Active, Pending, or Inactive |
WorkspaceUser
A WorkspaceUser represents a user’s membership in a specific workspace.
| Property | Description |
|---|
UserId | Reference to the user |
WorkspaceId | Reference to the workspace |
RoleId | User’s role in this workspace |
status | Active, Pending, or Inactive |
isAdmin | Whether user has admin privileges |
Role
A Role defines permissions for users within a workspace.
| Role | Description |
|---|
| Owner | Full access, can delete workspace |
| Admin | Full access except workspace deletion |
| Full User | Standard access to all features |
| Basic User | Limited access based on permissions |
| Requester | Can only create requests |
CAN_MANAGE_USERS - Create, edit, delete usersCAN_MANAGE_ROLES - Create and modify rolesCAN_MANAGE_TASKS - Create and assign tasksCAN_MANAGE_CHECKLIST - Create and edit templates
Locations
Locations represent physical sites in your organization, organized in a hierarchy.
| Property | Description |
|---|
id | Unique identifier (UUID) |
name | Location name |
ParentId | Parent location (for hierarchy) |
LevelId | Location level (Country, Region, Site, etc.) |
timezone | Location-specific timezone |
address | Physical address |
Location Levels
Location levels define your organizational hierarchy:
Country (Level 1)
└── Region (Level 2)
└── City (Level 3)
└── Store (Level 4 - Site)
Location Members
Users are assigned to locations. This determines:
- Which locations they can access
- Which tasks they receive
- Which submissions they can view
Templates (Checklists)
A Template (also called Checklist) is a blueprint for inspections, audits, or forms.
| Property | Description |
|---|
id | Unique identifier (UUID) |
name | Template name |
description | Template description |
isPublished | Whether template is available for use |
isScoring | Whether scoring is enabled |
Template Structure
Template
├── Section 1
│ ├── Item (Question) 1.1
│ ├── Item (Question) 1.2
│ └── Item (Question) 1.3
├── Section 2
│ ├── Item (Question) 2.1
│ └── Item (Question) 2.2
└── Section 3
└── Item (Question) 3.1
Item Types
Templates contain various question types:
| Type | Description |
|---|
text | Free text response |
number | Numeric input |
dropdown | Single selection from options |
multipleChoice | Multiple selections |
passFail | Pass/Fail/NA response |
checkbox | Yes/No checkbox |
date | Date picker |
dateTime | Date and time picker |
photo | Image capture |
signature | Signature capture |
temperature | Temperature reading |
Submissions
A Submission (also called ChecklistLog) is a completed instance of a template.
| Property | Description |
|---|
id | Unique identifier (UUID) |
ChecklistId | Reference to the template |
status | Draft, Submitted, Approved, Rejected |
progress | Completion percentage |
totalScore | Maximum possible score |
achievedScore | Actual score achieved |
Submission Lifecycle
1. Start → Creates draft submission
2. Fill → Answer questions (items)
3. Submit → Mark as complete
4. Approve → (Optional) Approval workflow
5. Export → Generate PDF/Excel report
Submission Items
Each submission contains responses to template items:
| Property | Description |
|---|
ChecklistItemId | Reference to the template item |
answers | Response value(s) |
score | Points earned (if scoring enabled) |
attachments | Photos, files attached |
completedAt | When item was answered |
Tasks
A Task represents a work item or to-do.
| Property | Description |
|---|
id | Unique identifier (UUID) |
title | Task title |
description | Task details |
taskStatus | Open, InProgress, Completed, Paused |
priority | High, Medium, Low |
dueDate | When task is due |
recurringTask | Whether task repeats |
Task Types
| Type | Description |
|---|
| One-off | Single task with due date |
| Recurring | Repeats daily, weekly, or monthly |
| Work Order | Request-based task |
| Corrective Action | Auto-created from failed inspection items |
Task Assignees
Tasks can be assigned to:
- Individual users
- Teams
- Roles
Projects
A Project groups related tasks together.
| Property | Description |
|---|
id | Unique identifier (UUID) |
title | Project name |
state | Draft, Active, Paused, Completed |
isSchedulesProject | Contains recurring tasks |
- Group daily opening/closing tasks
- Organize seasonal maintenance schedules
- Track multi-step projects
Entity Relationships
Next Steps
Error Handling
Learn to handle API errors gracefully
Users API
Start managing users
Templates API
Work with inspection templates
Submissions API
Manage completed inspections
