Templates can be changed, copied, and removed. This article covers all three, plus the one rule that surprises people: editing a template never changes maintenance schedules that are already running.

Edit is a button on the template card in Preventative Maintenance → Manage → Template

 Gallery.  Duplicate and Delete are in the … menu inside the Edit window.

Click Edit on any template card, change what you need, and save.

Here’s the part to understand:

Saving an edit updates the template and every schedule created from it going forward. Schedules that properties already added are left exactly as they are.

This is by design. When a property adds a template, it gets a copy — a snapshot of the template at that moment. After that, the schedule belongs to the property. A hotel running a maintenance program shouldn’t have its work change overnight because someone at head office edited a template.

So how do I fix a schedule that’s already running? Go to that property and edit the schedule directly. Editing the template won’t reach it.

Example. You built “Quarterly HVAC Filter Change” and eight hotels have added it. You realize the procedure is missing a step, so you edit the template and add it. Those eight running schedules don’t get the new step. The next hotel to add the template will get the corrected version. If the fix matters at all eight, edit each of the eight schedules at its own property.

Duplicating makes an independent copy you can change without touching the original. It’s the normal way to build a variation.

The copy has no connection to the original. Editing one never affects the other.

Example. Your full-service hotels need a monthly pool inspection; your select-service ones need the same checks quarterly. Build the monthly one, duplicate it, change the frequency to quarterly, rename it, and recommend each version to the right group.

Two rules apply:

When a template can be deleted, Inn-Flow asks you to confirm first. Deleting can’t be undone.

Deleting a template never affects a schedule that’s already running. Nothing stops, nothing disappears, no maintenance work is lost. The template simply leaves the gallery, and nobody can add it again.

I edited the template but nothing changed at my hotels. Is it broken? No, that’s how it’s meant to work. Your edit applies to the template and to schedules added from now on. Schedules already running stay as they are. Edit those at their properties.

Why can’t I delete this template? Either an active maintenance schedule is still using it, or someone else created it. Only the creator can delete a template.

Where’s the Duplicate button? I can’t see it on the card. It’s inside the triple-dot menu in the Edit window, not on the card itself. Click Edit first.

If I delete a template, do the schedules built from it stop? No. They keep running exactly as they are. They’re independent copies.

Can I get a deleted template back? No. If you might need it again, duplicate it before you delete, or just leave it in the gallery.

Can I edit a template someone else created? Yes. Editing isn’t limited to the creator. Only deleting is.