Adding a template turns it into a real maintenance schedule at your hotel. You pick a start date, check the locations, and save. Everything else is already filled in for you.

You’ll find templates in Preventative Maintenance → Manage → Template Gallery, and each one has an Add button. This is the part most people do most often, and it takes about a minute.

One thing to get right before you start: the schedule gets created for whichever property is chosen in your Preventative Maintenance property selector. Check that selector before you click Add. Picking the wrong property here is the most common mistake with this feature.

Your new schedule lands in the Active list and starts running on the date you chose.

Templates carry no dates by design. If they did, every hotel that used the same template would start on the same day, whether that suited them or not.

Because you choose the date, your property can begin when it makes sense for you - after your busy season, after a renovation, or next Monday.

The locations are already selected based on how the template was built:

Either way, you can change the selection before you save. Untick the rooms that are out of service, add the ones the template missed. It’s your schedule once you’ve added it.

If the template came with nothing pre-selected, you do need to pick at least some locations before the schedule can go live.

Example. Head office builds “Monthly Fire Extinguisher Check” with location assignment All Locations. You add it at your property and see every guest room and every common area ticked. Your extinguishers are only in corridors and back-of-house, so you untick the guest rooms, set a start date of the 1st, and save. Takes thirty seconds, and you never had to build the schedule or type out the procedure.

Your new schedule behaves exactly like one you built by hand. You can edit it, pause it, complete it, and see it in your Active list alongside everything else. Nothing about it is special or restricted.

Your schedule is a copy, taken at the moment you added it. If someone later edits the template it came from, your schedule doesn’t change. That’s deliberate - your maintenance program shouldn’t shift because someone at head office edited something.

The flip side: if you need to change your schedule, edit your schedule, at your property. Editing the template won’t reach it.

You add it to one property at a time. To roll a template out to twelve hotels, switch the property selector and add it twelve times — once per hotel.

There’s no way to apply a template everywhere at once, and that’s by design. Every property needs its own start date, and someone at each hotel should have looked at the schedule before it starts creating work for their team.

I added it to the wrong property. What now? Go to that property, find the schedule in its list, and remove or correct it there. Then switch the property selector to the right hotel and add the template again.

Can I add a template that doesn’t have a Recommended badge for my property? Yes. Any property can use any template. The badge is only a suggestion to help you find what’s likely relevant.

Can I add the same template twice at my property? Names have to be different. If a schedule with that name already exists at your property, Inn-Flow will ask you to rename the new one before saving.

Do I need an end date? No. An end date is optional here, exactly as it is when you build a schedule by hand. Leave it blank and the schedule keeps repeating.

Can I do this from my phone? No. Adding a template is done on the web. Once the schedule exists, your team works it in the app as normal.

Who can add templates? Anyone with the permission that covers creating and editing PM schedules — the same permission that shows you the Manage tab.