Before you begin, make sure you’re:
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☑️ Logged into the Sense Workplace web app

☑️ Assigned administrator permissions

☑️ Familiar with Screen Designer basics

☑️ Clear on the difference between screens, profile templates, access roles, and variants (see Screen Designer: Overview)
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💡 Tip

If you are unsure how data behaves behind the scenes, read Screen Designer: Concepts & Data Behaviour first.

With Screen Designer, administrators can control which screens and fields appear in profile templates and how they’re laid out for different teams or use cases.

Profile templates determine:
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• Which screens are active in a worker’s profile

• The order these screens appear in

• What data should be captured for each segment of the workforce

• What admins see in the left-hand navigation (admins always see all screens that are active in the Profile template)

Profile templates do NOT control:

• Screen content

• Field structure

• Field-level visibility

• Workflow visibility

• Who can see or edit screens (this belongs to Access roles)

Profile templates answer the question:

“Which screens are relevant for this part of the workforce?”

There are a few essential rules to understand before editing templates.

Profile templates define availability:

• Which screens are included

• Screen order

• What screens store data for that worker group

Access roles define visibility:

• Who can see the screen

• Who can edit the screen

• Who can add or delete records

• Whether individual fields are hidden or visible

To control visibility, go to:

Settings > Access roles > [Role] > Permissions > Own profile

You can click a screen name inside a template to open the screen editor, but this is always a shortcut to the master screen.
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Any edits you make:

• Update the screen everywhere

• Affect all templates using it

• Affect workflow tasks referencing it

• Affect reporting and data structures

💡 Tip: Use Screen designer > Screens to edit shared screens so you can see how many templates use them.

Inside Manage screens +, you may see screens that are greyed out and cannot be unchecked.
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This happens when:
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• The screen contains data

• The screen is required by a workflow

• The screen contains system-protected fields

• System rules require the screen to remain available

• Removing the screen could orphan or hide critical data

Removing a screen from a template simply removes it from navigation.

It does not:

• Delete the screen

• Remove the screen from the system

• Affect other templates using the screen

Once assigned, a worker cannot move to another template.

Why?

• The data structure might differ

• Screens may not match

• Moving templates could hide or orphan data

• It could break workflows or reporting

• Assigned data must remain accessible

Some system screens:

Always appear in every profile template

• Overview

• Leaver details (activates automatically for leavers)

Can be added or removed in custom profile templates

• Documents

• To do

• Planner

System screens cannot be edited, renamed, or deleted.

Workflow visibility is controlled only by variants.

Profile templates control screen availability.

Variants control who can see what in workflow steps.

Create a new template when you want a different set of screens for a particular workforce group (e.g., volunteers, managers, interns).
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To create:

1. Go to Settings > Screen designer > Profile templates

2. Click Create

3. Enter a template Name and optional Description

4. Click Next

5. Select screens using Manage screens +

6. Review navigation order

7. Click Done

Your system includes system-default templates:

Some system default templates are locked 🔒, for example:
​Employee

Locked templates:

• Include all recommended screens

• Cannot be renamed

• Cannot be deleted

• Contain required system screens

• Provide the baseline for various workflows

• Act as an anchor for system behaviour

Use Manage screens + to:

• Add screens

• Remove screens (when allowed)

• Reorder the navigation

• View system screens

A screen cannot be removed when:

• The screen has collected data

• A workflow requires the screen

• The screen contains locked fields

• It is needed for reporting consistency

• System logic requires it

• It was auto-created by a workflow and must remain available

Inside Manage screens +:

1. Click the Custom screens tab

2. Click + Create new screen

This opens the same process as:

Screen designer > Screens > Create

See Screen Designer: Create Custom Screens for step-by-step guidance.

You can modify templates at any time.

To edit:

1. Go to Screen designer > Profile templates

2. Select a template

3. Drag screens in the sidebar to adjust order
4. Use Manage screens + to add or remove screens
5. Click Done to save

Behaviour:

• Changes apply immediately

• Admins will see all screens in the template

• Non-admins will see screens according to their access role

• Greyed-out screens cannot be removed

• System screens stay where required

To create a similar structure for another group:
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1. Go to Screen designer > Profile templates
2. Locate the template you want to copy and click More actions (…)

3. Select Copy template

4. Give it a name

5. Adjust screens and ordering as needed

6. Click Done

Use Preview to see how the template will appear and function in a person’s profile from an admin perspective. Individual access-role permissions may change what the person themselves can view or edit.

To preview:

1. Go to Screen designer > Profile templates

2. Locate the template you want to preview and click More actions (…)

3. Select Preview template

Preview shows:

• Screen order

• Visibility for admins

• System screens and Custom screens

• Form/table layouts depending on screen type
• Interactive fields, + Add record function, and formatting.

In the Profile templates page, the Assigned to column shows the avatars + a number for the employees are currently using each template.

Clicking the avatars/number shows:

• A full list of assigned employees

In the Profile templates page, the Status column shows whether the Profile template is active.

Status

• Active (users assigned)

• Inactive (safe to delete)

You can delete a template when:

• No employees are assigned

• It is not needed for workflows

• It is not the system default template

To delete:

1. Go to Screen designer > Profile templates

2. Confirm Assigned to = 0

3. Click More actions (…)

4. Select Delete

5. Confirm

Deleting a template:

• Does not delete any screens

• Simply removes the template structure

✔ Use templates to reflect real workforce groups

✔ Keep templates simple and purpose-driven

✔ Avoid adding screens employees don’t need

✔ Copy templates instead of building from scratch

✔ Preview templates before saving

✔ Never assume editing a screen is template-specific

✔ Use descriptions to help future admins

✔ Always check assigned users before attempting to delete

✔ Keep templates stable after rollout

✔ Confirm workflow dependencies before removal of any screen

Profile templates shape the employee profile experience.

They determine which screens are active, how information is organised, and what structure each worker type uses.

Remember:

• Templates control availability and order

• Access roles control visibility

• Variants control workflow behaviour

• System screens have fixed behaviour

• Templates cannot be changed for assigned employees

• Removing a screen does not delete data

Build templates carefully, keep them simple, and preview before saving.