Operations Templates: Step Types in Xenia (Complete Guide)

Operations Templates in Xenia allow teams to build powerful checklists, inspections, SOPs, logs, and audits. Each template is made up of Step Types, which define how a user responds to a step on the mobile app.

This article provides a complete overview of every available Step Type, when to use it, and what it looks like for front line users on the mobile app.

🎥 Each section below should include a screenshot or Loom showing the step type as it appears on the mobile app when created from the Template Builder.

How to Access Step Types in the Template Builder

1. Navigate to Templates in Xenia.
2. Create a new template or edit an existing one.
3. Add a new step or edit an existing step.
4. Select a Step Type from the Step Type drop down.
5. Configure any additional settings (required, flags, calculations, etc.)

Step Types Overview:

✅ Procedure

Best for: Confirmation-based steps that require the user to acknowledge completion

The Procedure step type in Xenia is a checkbox-style step used when a task needs to be completed and confirmed by the user. It allows users to mark the step as done once the procedure has been followed.

Common Use Cases:

• Opening & closing checklists
• Cleaning tasks
• Daily routines

Watch Video for Configuration: 

Mobile App View: 

✔️❌ Pass / Fail

Best for: Inspections, audits, compliance checks

The Pass/Fail step allows users to indicate whether a condition meets standards. If a step is marked as Fail, users can be prompted to add notes, photos, or corrective actions.

Common Use Cases:

• Health & safety inspections
• Quality assurance checks
• Equipment audits

Watch Video for Configuration: 

Mobile App View: 

📸 Take Photo

Best for: Visual proof, documentation

This step allows users to capture a photo directly from their device camera.

Common Use Cases:

• Equipment condition
• Merchandising compliance
• Incident documentation

Watch Video for Configuration:

Mobile App View: 

✏️ Text Answer

Best for: Open-ended responses

The Text Answer step allows users to enter free-form text.

Common Use Cases:

• Comments
• Issue descriptions
• Notes and observations

Watch Video for Configuration: 

Mobile App View: 

🔢 Number

Best for: Quantitative inputs

This step collects numeric values and can include units.

Common Use Cases:

• Counts
• Measurements
• Inventory quantities

Watch Video for Configuration: 

Mobile App View: 

🌡 Temperature

Best for: Temperature-sensitive processes

Allows users to record temperature values in:

• °F
• °C
• Kelvin

Common Use Cases:

• Food safety
• Cold storage monitoring
• Equipment checks

Watch Video for Configuration: 

Mobile App View:

💰 Cost

Best for: Expense tracking

Users enter a monetary value with a currency symbol.

Common Use Cases:

• Maintenance costs
• Supply purchases
• Damage reporting

Watch Video for Configuration 

Mobile App View: 

🔘 Multiple Choice

Best for: Standardised answers

Allows users to select one option from predefined choices. Specific options can be marked as Flagged Answers for reporting.

Common Use Cases:

• Surveys
• Compliance checks
• Status selection

Watch Video for Configuration: 

Mobile App View: 

🔽 Dropdown

Best for: Long lists of predefined options

Similar to Multiple Choice but optimised for larger option sets.

Common Use Cases:

• Vendor selection
• Category selection
• Location types

Watch Video for Configuration: 

Mobile App View: 

✍️ Signature

Best for: Verification & approval

Requires users to provide a digital signature.

Common Use Cases:

• Manager sign-offs
• Compliance acknowledgement
• Incident approvals

Watch Video for Configuration: 

Mobile App View: 

📅 Date & Time

Best for: Timestamped entries

Allows users to select a specific date and/or time.

Common Use Cases:

• Incident occurrence
• Maintenance scheduling
• Delivery confirmations

Watch Video for Configuration: 

Mobile App View: 

📝 Long Description

Best for: Detailed instructions or explanations

Supports longer formatted text blocks.

Common Use Cases:

• Detailed SOP explanations
• Policy text
• Training content

Watch Video for Configuration: 

Mobile App View: 

📍 Geo Stamp

Best for: Location verification

Automatically captures the user’s GPS location at the time of submission.

Common Use Cases:

• Field audits
• Route verification
• Proof of presence

Watch Video for Configuration: 

Mobile App View: 

📍 Location

Best for: Manual location selection

Allows users to select or confirm a location.

Common Use Cases:

• Site identification
• Store selection
• Area tracking

Watch Video for Configuration: 

Mobile App View: 

🖍 Photo Annotate

Best for: Visual issue highlighting

Users can capture a photo and draw or mark directly on it.

Common Use Cases:

• Damage reporting
• Maintenance issues
• Safety hazards

Watch Video for Configuration: 

Mobile App View: 

➗ Calculation

Best for: Automated totals & formulas

Performs calculations based on inputs from other steps.

Common Use Cases:

• Score calculations
• Cost totals
• Compliance percentages

Watch Video for Configuration: 

Mobile App View: 

🎥 Take Video

Best for: Motion-based documentation

Allows users to record and upload short videos.

Common Use Cases:

• Equipment operation proof
• Incident recording
• Training validation

Watch Video for Configuration: 

Mobile App View: 

📎 File Upload

Best for: External documents

Allows users to upload files such as PDFs, images, or documents.

Common Use Cases:

• Invoices
• Reports
• Certifications

Watch Video for Configuration:  

Mobile App View: 

📦 Barcode Scanner

Best for: Asset & inventory tracking

Uses the device camera to scan barcodes.

Common Use Cases:

• Inventory audits
• Asset verification
• Product tracking

Watch Video for Configuration: 

Mobile App View: 

Need Help?

For technical support or setup assistance, contact us at:

support@xenia.team