Organizing Templates into Folders

1. Introduce Template Folder Movement

1. Why Folders Matter

When you first set up Xenia, a few templates in a flat list is easy enough to navigate. After a few weeks of building — daily ops checklists, food safety logs, HR forms, maintenance inspection templates, audit forms — that flat list becomes a wall. Finding the right template takes longer, and accidental edits to the wrong checklist become more likely.

Folders are how you bring structure to your template library. They group related templates together so that anyone who opens the Templates tab can immediately find what they're looking for. They also make it easier for admins to maintain templates over time — updates, audits of what's active, and archiving decisions are all simpler when templates are organized logically.

A well-organized template library also reduces errors: if all your HR forms live in an "HR" folder and all your daily ops checklists live in a "Daily Operations" folder, a store manager with access to both can immediately tell which type of form they're opening.

2. Folder Organization Importance

2. How Folders Work in Xenia

Folders live inside the Templates tab under Operations → Templates. Templates are stored inside folders. A template can only live in one folder at a time.

Folders are for admin and management navigation — they help you find and manage templates. Folders do not affect which templates employees can see or access on their devices. Access is still controlled by the "Can Submit" setting on each individual template, not by which folder it's stored in. 

3. Create New Folder

3. Creating a New Folder

1. Go to Operations → Templates
2. Click Add New or the + button
3. Select New Folder (not New Template)
4. Type the folder name
5. Click Create

The folder appears in your template library and is ready to receive templates.

4. Adding Templates to a Folder

When creating a new template, you're prompted to select a folder during setup — choose the right folder at creation time and you won't have to move it later.

For existing templates, move them into a folder:

1. Find the template in the Templates tab
2. Click the three dots (⋯) next to the template
3. Select Add to Folder or Move to Folder
4. Select the destination folder
5. Confirm

Repeat for each template you want to organize. You don't need to move everything at once — organize as you go.

5. Manage Templates Within Folders

There's no single right answer for how to organize your folders — it depends on your org's workflows. The most useful structures group templates by one of these three principles:

By operational area or department: The most common approach. Group templates by the type of work or the team that uses them.

• Daily Operations
• Food Safety
• HR
• Maintenance / Facilities
• Audits
• Safety
• Training

Good for: organizations where different departments are the primary users of different template sets.

By frequency: Group by how often the checklist runs.

• Daily
• Weekly
• Monthly
• Quarterly / As Needed

Good for: organizations that need to quickly identify what's running when, particularly useful for ops managers reviewing which projects are active.

By location type or brand: For multi-concept or multi-brand organizations where different template sets apply to different store types.

• Fuel
• Restaurant
• Convenience
• Drive-Through Only

Good for: franchise operators or multi-brand orgs with meaningfully different checklist sets per concept.

Hybrid (recommended for larger libraries): Combine two levels. A top-level "Daily Operations" folder with templates sorted inside it. A top-level "HR" folder with its own templates. This keeps the top level clean while still providing meaningful grouping within each category. 

6. Folder Naming Best Practices

Keep folder names short and self-explanatory. The name should tell anyone scanning the list exactly what's inside.

Good folder names: "Daily Operations," "Food Safety Logs," "HR Forms," "Monthly Audits," "Maintenance Checklists," "Training & Onboarding"

Less useful: "Folder 1," "Forms," "Misc," "Other," "Store Stuff"

If you have multiple brands or concepts, prefix the folder name: "Fuel — Daily Ops," "Restaurant — Daily Ops." This keeps the top-level list organized when there are many folders.