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FeaturesDepositClearUpdated March 9, 2026

Inventory Template Library

Inventory Template Library

The Inventory Template Library lets you create, save, and reuse room-by-room inspection templates across multiple properties. Instead of building an inventory from scratch for every new check-in, you apply a template and start with a fully structured, pre-populated baseline.

Overview

Templates are reusable blueprints for a property type (e.g. "3-bed Victorian terrace" or "Studio flat"). Each template contains:

  • A list of rooms relevant to that property type.
  • Pre-populated inventory items for each room.
  • Condition categories applied as defaults to each item.
  • Default photos attached to items as reference or placeholder images.

Once saved, a template can be applied to any new check-in, giving inspectors a consistent, fully structured starting point.

Creating a Template

  1. Navigate to Templates in the main navigation.
  2. Select New Template.
  3. Give the template a descriptive name (e.g. "3-bed Victorian terrace").
  4. Add rooms and, within each room, add the inventory items that should appear at check-in.
  5. For each item, optionally set:
    • A default condition category (e.g. Good, Fair, Poor).
    • One or more default photos to guide the inspector on what to photograph.
  6. Save the template.

Applying a Template to a Check-In

  1. When creating a new check-in, select Use Template at the setup step.
  2. Choose the template that matches the property type.
  3. The check-in is pre-populated with all rooms, items, condition categories, and reference photos from the template.
  4. Inspectors can add, remove, or edit any item before or during the inspection — templates provide a starting point, not a locked structure.

Managing Templates

ActionDescription
EditUpdate a template's rooms, items, conditions, or photos at any time. Changes apply to future check-ins only — existing check-ins are not affected.
DuplicateCopy an existing template to use as the basis for a new one.
DeleteRemove a template you no longer need. This does not affect any check-ins already created from it.

Tips

  • Name templates clearly — include the bedroom count and property style so the right template is easy to identify (e.g. "2-bed modern flat", "4-bed detached").
  • Set realistic default conditions — using Good as the default condition for a new build and Fair for an older property saves time during the inspection.
  • Use default photos sparingly — attach reference photos only where the item or area is ambiguous, to avoid cluttering the inspector's view.
  • Duplicate before editing — if you want to trial changes to a heavily used template, duplicate it first to avoid disrupting live workflows.

Why This Matters

Inconsistent inventories are one of the leading causes of deposit disputes. Templates enforce a consistent room-by-room structure across all check-ins for a given property type, ensuring nothing is missed and making it straightforward to compare check-in and check-out states fairly.