A template is a reusable maintenance schedule. You build it once and any of your properties can pull it in. This article walks through making one.

To get there: Preventative Maintenance → Manage → Template Gallery → Create Template. You’ll need the permission that covers creating and editing PM schedules - if you can see the Manage tab in Preventative Maintenance, you have it.

Creating a template does nothing to any property. No maintenance work starts, no schedule appears anywhere, nothing changes for anyone. A template just sits in the gallery until someone at a property adds it. If you want to understand why before you build, read PM Template Gallery: Build a Maintenance Schedule Once, Use It Everywhere first.

This is the setting that makes a template work at hotels of different sizes, and it’s worth slowing down for.

A template doesn’t name specific rooms. It describes a kind of place. Then, when a property adds the template, that description turns into that hotel’s own real rooms.

You have four choices:

Example. You build one “Deep Clean Guest Room Carpets” template and set Location Assignment to All Guest Rooms. Your 40-room Hampton Inn adds it and gets 40 rooms selected. Your 300-room resort adds it and gets 300. Same template, and nobody had to build a second version.

Use No Location Assignments when your properties genuinely differ in what needs covering — a pool inspection, say, where only some hotels have a pool.

Whichever you choose, the property can still change the locations before saving. The assignment is a helpful starting point, not a lock.

Procedures are the checklists a technician works through — the actual steps of the job.

Click Add Procedure and a searchable list opens. Tick everything that applies. If your organization hasn’t built any procedures yet, you’ll see No Procedures Yet.

Any procedure you attach will work at every hotel, because your whole organization shares one set of procedures. → How to Use the Procedure Library

Optional, and worth understanding before you use it: recommending a template is just a label. It puts a Recommended badge on the template for the properties you choose, and lets people at those properties filter down to it. It never stops anyone else from using the template. → Recommending Templates to Properties and Groups

Save closes the modal and puts the template in the gallery.

Save & Create Another saves it and opens a fresh, empty form. Use this when you’re sitting down to build a set of templates in one go — it saves you reopening the modal each time.

Template names have to be unique. If you try to save a template with a name that’s already in use, Inn-Flow will stop you and ask for a different one.

Do I have to fill in procedures and recommended properties? No. Title, description, frequency and location assignment are what you need. The other two are optional and can be added later by editing the template.

Can I set a start date on a template? No, and this is by design. Templates carry no dates. Each property chooses its own start date when it adds the template, so hotels can stagger their rollouts instead of all beginning on the same day.

What if my properties need slightly different versions? Build one, then duplicate it and change what differs. That’s faster than starting over. → Editing, Duplicating, and Deleting Templates

Who can create templates? Anyone with the permission that covers creating and editing PM schedules. If you can see the Manage tab in Preventative Maintenance, you have it. If you can’t, ask your Inn-Flow administrator about your role.

Can I build templates on my phone? No. Templates are built on the web.