Template Management - Xenia Team API

Overview

Templates (also called checklists) are the blueprints for inspections, audits, and forms in Xenia. A template defines:

Sections: Logical groupings of questions
Items: Individual questions with response types and scoring
Notifications: Automated alerts based on answers
Approval Workflows: Review processes for completed submissions

Key Concepts

Template Structure

Template (Checklist)
├── Section 1
│   ├── Item 1 (Question)
│   ├── Item 2 (Question)
│   └── Item 3 (Question)
├── Section 2
│   ├── Item 4 (Question)
│   └── Item 5 (Question)
└── Notifications
    └── Alert on flagged items

Template States

State	Description
`draft`	Work in progress, not available for submissions
`published`	Active and available for use
`archived`	Deactivated, not available for new submissions

Template CRUD Operations

List Templates

Retrieve all templates in your workspace.

curl -X GET "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/checklists" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}"

Response:

{
  "status": "success",
  "code": 200,
  "data": [
    {
      "id": "template-uuid-1",
      "name": "Daily Safety Inspection",
      "description": "Daily safety checklist for all sites",
      "isPublished": true,
      "isArchived": false,
      "category": "Safety",
      "type": "Inspection",
      "FolderId": "folder-uuid",
      "itemCount": 25,
      "sectionCount": 5,
      "createdAt": "2024-01-15T10:00:00Z",
      "updatedAt": "2024-06-20T14:30:00Z"
    }
  ]
}

Get Template by ID

Retrieve a specific template with full details.

curl -X GET "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/checklists/{checklistId}" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}"

Response:

{
  "status": "success",
  "code": 200,
  "data": {
    "id": "template-uuid",
    "name": "Daily Safety Inspection",
    "description": "Daily safety checklist for all sites",
    "isPublished": true,
    "isArchived": false,
    "category": "Safety",
    "type": "Inspection",
    "industry": "Manufacturing",
    "icon": "safety",
    "scoringEnabled": true,
    "passingScore": 80,
    "sections": [
      {
        "id": "section-uuid-1",
        "title": "PPE Check",
        "description": "Personal Protective Equipment verification",
        "order": 1,
        "items": [
          {
            "id": "item-uuid-1",
            "title": "Hard hat available and in good condition?",
            "type": "yesNo",
            "required": true,
            "order": 1,
            "scoring": {
              "enabled": true,
              "yesScore": 10,
              "noScore": 0,
              "naScore": 0
            }
          }
        ]
      }
    ],
    "notifications": [],
    "WorkspaceId": "workspace-uuid",
    "createdAt": "2024-01-15T10:00:00Z"
  }
}

Create or Update Template

Create a new template or update an existing one (upsert).

curl -X PUT "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/checklists/{checklistId}" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}" \
  -H "Content-Type: application/json" \
  -d '{
    "name": "Daily Safety Inspection",
    "description": "Comprehensive daily safety checklist",
    "category": "Safety",
    "type": "Inspection",
    "industry": "Manufacturing",
    "scoringEnabled": true,
    "passingScore": 80,
    "sections": [
      {
        "title": "PPE Check",
        "description": "Personal Protective Equipment verification",
        "order": 1,
        "items": [
          {
            "title": "Hard hat available and in good condition?",
            "type": "yesNo",
            "required": true,
            "order": 1,
            "scoring": {
              "enabled": true,
              "yesScore": 10,
              "noScore": 0
            }
          },
          {
            "title": "Safety glasses worn?",
            "type": "yesNo",
            "required": true,
            "order": 2
          }
        ]
      },
      {
        "title": "Equipment Inspection",
        "order": 2,
        "items": [
          {
            "title": "Equipment condition",
            "type": "multipleChoice",
            "required": true,
            "options": [
              {"label": "Excellent", "score": 10},
              {"label": "Good", "score": 8},
              {"label": "Fair", "score": 5},
              {"label": "Poor", "score": 0, "flagged": true}
            ],
            "order": 1
          }
        ]
      }
    ]
  }'

Request Body:

Field	Type	Required	Description
`name`	string	Yes	Template name
`description`	string	No	Template description
`category`	string	No	Category (Safety, Quality, etc.)
`type`	string	No	Type (Inspection, Audit, Form)
`industry`	string	No	Industry classification
`scoringEnabled`	boolean	No	Enable scoring for this template
`passingScore`	number	No	Minimum passing score (0-100)
`sections`	array	No	Array of sections with items
`FolderId`	UUID	No	Folder to organize template

Permission Required: CAN_MANAGE_CHECKLIST or CHECKLIST_SUPER_ADMIN

Partial Update Template

Update specific fields without replacing the entire template.

curl -X PATCH "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/checklists/{checklistId}" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}" \
  -H "Content-Type: application/json" \
  -d '{
    "name": "Updated Safety Inspection",
    "passingScore": 85
  }'

Delete Template

curl -X DELETE "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/checklists/{checklistId}" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}"

Deleting a template removes it permanently. Consider archiving instead if you want to preserve historical submissions.

Template Items (Questions)

Question Types

Type	Description	Example
`yesNo`	Yes/No toggle	”Is the area clean?”
`multipleChoice`	Single selection from options	”Rate condition: Excellent/Good/Fair/Poor”
`checkbox`	Multiple selections	”Select all hazards present”
`text`	Free text input	”Describe any issues found”
`number`	Numeric input	”Temperature reading”
`date`	Date picker	”Last inspection date”
`dateTime`	Date and time	”Incident time”
`slider`	Range slider	”Satisfaction (1-10)“
`signature`	Signature capture	”Inspector signature”
`photo`	Image attachment	”Photo of equipment”
`file`	File attachment	”Upload documentation”

Get Template Items

curl -X GET "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/checklists/{checklistId}/items" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}"

Create or Update Item

curl -X PUT "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/checklists/{checklistId}/items/{itemId}" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}" \
  -H "Content-Type: application/json" \
  -d '{
    "title": "Fire extinguisher inspection",
    "description": "Check pressure gauge and inspection tag",
    "type": "yesNo",
    "required": true,
    "sectionId": "section-uuid",
    "order": 5,
    "scoring": {
      "enabled": true,
      "yesScore": 10,
      "noScore": 0,
      "naScore": 5
    },
    "flagOnAnswer": "no",
    "flagMessage": "Fire extinguisher needs attention"
  }'

Item Configuration:

Field	Type	Description
`title`	string	Question text
`description`	string	Help text or instructions
`type`	string	Question type (see table above)
`required`	boolean	Whether answer is required
`sectionId`	UUID	Section this item belongs to
`order`	number	Display order within section
`scoring.enabled`	boolean	Include in score calculation
`scoring.yesScore`	number	Points for “Yes” answer
`scoring.noScore`	number	Points for “No” answer
`scoring.naScore`	number	Points for “N/A” answer
`options`	array	Options for multipleChoice/checkbox
`flagOnAnswer`	string	Answer value that triggers flag
`flagMessage`	string	Message shown when flagged

Delete Item

curl -X DELETE "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/checklists/{checklistId}/items/{itemId}" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}"

Publishing Templates

Publish Template

Make a template available for submissions.

curl -X POST "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/checklists/{checklistId}/publish" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}"

Permission Required: CAN_PUBLISH_CHECKLIST or CHECKLIST_SUPER_ADMINFeature Required: PUBLISH_CHECKLISTS feature flag

Toggle Publish State

curl -X PUT "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/checklists/{checklistId}/toggle-publish" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}"

Unarchive Template

Restore an archived template.

curl -X PUT "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/checklists/{checklistId}/unarchive" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}"

Template Folders

Organize templates into folders for better management.

List Folders

curl -X GET "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/folders" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}"

Create Folder

curl -X POST "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/folders" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}" \
  -H "Content-Type: application/json" \
  -d '{
    "name": "Safety Inspections",
    "description": "All safety-related templates"
  }'

Move Templates to Folder

curl -X PUT "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/checklists/update-folder" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}" \
  -H "Content-Type: application/json" \
  -d '{
    "checklistIds": ["template-uuid-1", "template-uuid-2"],
    "folderId": "folder-uuid"
  }'

Remove Templates from Folder

curl -X PUT "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/checklists/unset-folder" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}" \
  -H "Content-Type: application/json" \
  -d '{
    "checklistIds": ["template-uuid-1"]
  }'

Template Notifications

Configure automated notifications based on submission answers.

List Notifications

curl -X GET "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/checklists/{checklistId}/notifications" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}"

Create Notification

curl -X POST "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/checklists/{checklistId}/notifications" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}" \
  -H "Content-Type: application/json" \
  -d '{
    "name": "Safety Alert",
    "trigger": "flaggedItem",
    "channels": ["email", "push"],
    "recipients": {
      "userIds": ["user-uuid-1"],
      "roleIds": ["safety-manager-role-uuid"]
    },
    "message": "A safety issue was flagged during inspection"
  }'

Notification Configuration:

Field	Type	Description
`name`	string	Notification name
`trigger`	string	When to send: `flaggedItem`, `submission`, `score`
`channels`	array	Delivery channels: `email`, `push`, `sms`
`recipients.userIds`	array	Specific user IDs to notify
`recipients.roleIds`	array	Role IDs to notify all members
`message`	string	Notification message
`scoreThreshold`	number	For score triggers, threshold value

Update Notification

curl -X PUT "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/checklists/{checklistId}/notifications/{notificationId}" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}" \
  -H "Content-Type: application/json" \
  -d '{
    "message": "Updated notification message"
  }'

Delete Notification

curl -X DELETE "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/checklists/{checklistId}/notifications/{notificationId}" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}"

Template Duplication

Duplicate Template

Create a copy of an existing template.

curl -X POST "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/checklists/{checklistId}/duplicate" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}"

Response:

{
  "status": "success",
  "code": 200,
  "data": {
    "id": "new-template-uuid",
    "name": "Daily Safety Inspection (Copy)",
    "isPublished": false
  }
}

Reference Data

Get Categories

curl -X GET "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/checklist-categories" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}"

Get Types

curl -X GET "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/checklist-types" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}"

Get Industries

curl -X GET "https://api.xenia.team/api/v1/ops/workspaces/{workspaceId}/checklist-industries" \
  -H "x-client-key: YOUR_CLIENT_KEY" \
  -H "x-client-secret: YOUR_CLIENT_SECRET" \
  -H "workspace-id: {workspaceId}"

Common Workflows

Creating a Complete Template

Migrating Templates from External System

# Step 1: Create template structure
TEMPLATE_ID="new-template-uuid"
curl -X PUT ".../checklists/${TEMPLATE_ID}" \
  -d '{
    "name": "Imported Checklist",
    "sections": [
      {
        "title": "Section 1",
        "items": [...]
      }
    ]
  }'

# Step 2: Add to folder
curl -X PUT ".../checklists/update-folder" \
  -d "{
    \"checklistIds\": [\"${TEMPLATE_ID}\"],
    \"folderId\": \"imported-folder-uuid\"
  }"

# Step 3: Publish when ready
curl -X POST ".../checklists/${TEMPLATE_ID}/publish"

Best Practices

Design templates for reuse

Create modular sections that can be combined. Use clear naming conventions and descriptions.

Use scoring strategically

Enable scoring for compliance-critical templates. Set passing scores that align with your quality standards.

Configure appropriate notifications

Set up alerts for flagged items to ensure immediate attention to safety or quality issues.

Test before publishing

Create test submissions for new templates to verify question flow, scoring, and notifications work as expected.

Organize with folders

Group related templates into folders (by department, location, or category) for easier management.

Version control via duplication

Before major changes, duplicate the template. This preserves the original and allows rollback if needed.

Submission Workflow - Complete inspections using templates
Submission Exports - Export submission data
Submission Approvals - Configure approval workflows

Getting Started

Workflows

Integrations

​Overview

​Key Concepts

​Template Structure

​Template States

​Template CRUD Operations

​List Templates

​Get Template by ID

​Create or Update Template

​Partial Update Template

​Delete Template

​Template Items (Questions)

​Question Types

​Get Template Items

​Create or Update Item

​Delete Item

​Publishing Templates

​Publish Template

​Toggle Publish State

​Unarchive Template

​Template Folders

​List Folders

​Create Folder

​Move Templates to Folder

​Remove Templates from Folder

​Template Notifications

​List Notifications

​Create Notification

​Update Notification

​Delete Notification

​Template Duplication

​Duplicate Template

​Reference Data

​Get Categories

​Get Types

​Get Industries

​Common Workflows

​Creating a Complete Template

​Migrating Templates from External System

​Best Practices

​Related Guides

Overview

Key Concepts

Template Structure

Template States

Template CRUD Operations

List Templates

Get Template by ID

Create or Update Template

Partial Update Template

Delete Template

Template Items (Questions)

Question Types

Get Template Items

Create or Update Item

Delete Item

Publishing Templates

Publish Template

Toggle Publish State

Unarchive Template

Template Folders

List Folders

Create Folder

Move Templates to Folder

Remove Templates from Folder

Template Notifications

List Notifications

Create Notification

Update Notification

Delete Notification

Template Duplication

Duplicate Template

Reference Data

Get Categories

Get Types

Get Industries

Common Workflows

Creating a Complete Template

Migrating Templates from External System

Best Practices

Related Guides