The PM Template Gallery lets you build a preventative maintenance schedule one time, save it as a template, and reuse it at any property you manage. Each property pulls the template in, picks its own start date, and gets a ready-to-run schedule.

You’ll find the gallery in Preventative Maintenance → Manage → Template Gallery. It’s part of Facilities, and it works on the web.

Because nobody at your organization has built a template yet. The gallery fills up with templates your own team creates. Inn-Flow doesn’t provide any pre-made ones.

So if you’re looking at an empty gallery, your first job isn’t browsing. It’s building one.

Here’s the whole thing, start to finish:

That’s a template. It isn’t running anywhere yet, and it hasn’t changed anything at any property. To actually put it to work, someone at a property clicks Add on it.

Start with one. Pick a schedule you run at several hotels - a quarterly HVAC filter change is the usual first one. Build it as a template, and add it at one property to see how it lands. Then build the rest.

→ Creating a PM Template walks through every field in detail.

These four rules explain nearly everything about how templates behave. The rest of this article follows from them.

1. A template is a plan, not a running schedule. Creating, editing, or deleting a template never touches live maintenance work at any property. Templates sit in the gallery. Schedules run at properties. They’re two separate things.

2. Saving a template doesn’t start anything. A template in the gallery isn’t doing anything at any hotel. Someone at each property has to Add it and choose a start date. This is by design — properties run on different calendars, and no maintenance work should begin without a person picking the day it starts.

3. “Recommended” is a suggestion, not a permission. You can mark a template as recommended for certain properties or groups. That puts a Recommended badge on it for those properties and lets their users filter down to it. That’s all it does. It never hides a template, never blocks anyone, and never restricts access. Any property can use any template.

4. Adding a template is one property at a time. The schedule gets created for whichever property is chosen in your Preventative Maintenance property selector. There’s no way to apply a template to several properties at once — see Why you add one property at a time below.

Those last two are what make a template work everywhere. A template says what kind of place, not which rooms. So a 40-room hotel and a 300-room hotel can use the same one - “All Guest Rooms” turns into each hotel’s own real rooms at the moment the template is added.

1. Someone builds the template. Preventative Maintenance → Manage → Template Gallery → Create Template. Title, description, frequency, procedures, and a location assignment. Optionally mark which properties it’s recommended for. Save. → Creating a PM Template

2. The template shows up in the gallery for everyone. Every property in your organization can see it. Properties it was recommended to see a Recommended badge on the card, and people there can flip Show only recommended to narrow the gallery down.

3. Each property adds it and picks a start date. Choose the property in the Preventative Maintenance property selector, open the gallery, find the template, click Add. A create-schedule screen opens with everything filled in except the start date. Pick the date, look over the locations, save. → Adding a Template to Your Property 

4. The schedule goes live at that property. It appears in that property’s Active list and behaves exactly like a schedule someone built by hand. Nothing about it is special or limited from that point on.

Example. You manage twelve hotels and want a quarterly HVAC filter change at all of them. You build one template: “Quarterly HVAC Filter Change,” repeating every three months, location assignment All Guest Rooms, with your filter-change procedure attached. You mark it recommended for all twelve. Then each GM opens the gallery, sees the badge, clicks Add, and picks a start date that suits their property — some start in January, some in February, because their occupancy is different. Twelve running schedules, one build.

Every template card shows who created it. Three controls narrow the grid down:

When you save a change to a template, it updates the template and every schedule created from it from that point forward. Schedules that were already added to properties don’t change.

This is deliberate. A hotel already running a maintenance schedule shouldn’t have its work change overnight because someone edited a template at head office.

What that means in practice: to change a schedule that’s already running at a property, go edit that schedule at the property. Editing the template won’t reach it. → Editing, Duplicating, and Deleting Templates

To roll a template out to twelve properties, you add it twelve times, switching the property selector between each one. There’s no “apply to all properties” button, and that’s a choice rather than something missing.

Every property needs its own start date, and most need at least a quick look at their location list. A bulk action would either force every hotel onto the same start date, or start maintenance work at hotels whose managers never looked at it. Adding one at a time keeps a real person accountable for every schedule that goes live.

What the template does remove is the repetitive part. The frequency, the procedures, the location scope and the description are already filled in every single time.

Why is my Template Gallery empty? Because nobody has built a template yet. Inn-Flow doesn’t provide pre-made templates — the gallery fills up with what your own team creates. See above for how to make your first one.

Which property does Add create the schedule for? Whichever property is chosen in your Preventative Maintenance property selector. Check the selector before you click Add — this is the mistake people make most often.

Can a property use a template that isn’t recommended to it? Yes, with no warning and no extra step. Recommendations only affect the badge and the filter.

If I edit a template, do schedules already running change? No. A schedule is a copy taken at the moment it was added. Your edit affects the template and any schedule added after the edit.

Can I delete a template? Only if no active maintenance schedule is using it, and only if you’re the person who created it. See Editing, Duplicating, and Deleting Templates.

What happens if I choose “No Location Assignments”? Whoever adds the template picks the locations themselves before the schedule can go live. Use this when your properties genuinely differ in what needs covering. Use All Guest Rooms, All Common Areas or All Locations when they don’t.

Do templates work in the Inn-Flow mobile app? No. Building templates and adding them to properties is done on the web. The schedules they create work in the app exactly like any other maintenance schedule.

Can I build a one-off schedule for a single property instead? Yes. The Create action in Preventative Maintenance → Manage does exactly that, and sits right next to the Template Gallery. Templates are an addition, not a replacement.

Why can’t I see the Template Gallery? The gallery lives on the Manage tab in Preventative Maintenance, and reaching it requires the permission that covers creating and editing PM schedules. It isn’t on the Active tab. If you don’t see a Manage tab, ask your Inn-Flow administrator about your role.