How to turn an existing property template into an inspection type template

If you already have property templates you like, built around specific layouts like a two bedroom house, you don't need to rebuild anything from scratch. You can duplicate what you have and reshape it into inspection type templates instead, one for move-in, one for routine and one for move-out. This guide walks through exactly that, and the video above shows the whole process end to end.

Before you start

The core shift here is in how you think about templates. Instead of building around what a property looks like, you're building around why you're visiting it, the type of inspection you're actually there to do. A move-in with a new tenant needs different things captured than a routine annual check for a property owner. Once you're thinking that way, the rest gets a lot simpler.

You'll end up with more than one new template from this process, typically one per inspection type. Have a rough list ready of the ones you actually run (move-in, move-out, routine, and so on), so you're not duplicating more than you need.

Step 1: Duplicate your existing template

Rather than editing your original property template directly, start by making a copy. That way you can reshape it into what you need without touching the original, in case you want to reference it later.

Open "Inspection templates" from the menu, find the property template you want to start from (for example, one built for a two bedroom house), open the "⋮" menu, and select "Duplicate".

Step 2: Rename the copy

Rename your new copy to reflect the inspection type rather than the property layout, for example "Move-in" instead of "Two Bedroom". This is the name your team sees when they're picking a template out in the field, so make it something they'll recognise at a glance.

Step 3: Set the description and instructions

Just under the title you'll find two fields worth setting before you get into the areas.

• Description is for your team. It explains what this inspection type is actually for, so when they're choosing between templates out in the field, it's what helps them pick the right one.
• Instructions is different to the area-level instructions you'll set later. This one shows up on the very first screen when your team starts the inspection, so use it for anything you want them to know upfront, general guidance for the whole inspection rather than a single area. This field is optional.

Step 4: Prune duplicate areas

Next, go through and remove any duplicate areas, so you're left with only one of each area type (one Bedroom, one Bathroom, and so on).

Here's why this works: a single area, like Bedroom, can be added more than once during an actual inspection. So even though your template only has one Bedroom, when your inspector is out at a three bedroom property they can add it three times. That's what lets one template work across every property in your portfolio, instead of needing a separate version for every layout.

To remove an area, hover over it to reveal the duplicate and delete icons, and press delete. Repeat for any other extras.

Step 5: Add any areas this inspection type needs

Once you've pruned it down to one of each area, you might find a few are missing entirely, things that didn't exist on the original property template at all. Scroll to the bottom of the areas list and press "Add area" to build a new one from scratch.

For a move-in template, that might mean adding a Keys area. When you create it:

• Instructions (optional): a note scoped to just this area, for example recording how many keys and fobs are being handed over.
• Checklist: swap the default item out for something specific, like "Keys and fobs handed over".
• Required: an area marked Required must be completed before the inspector can finish the inspection. Required works well here, since recording keys handed over is something you'll want on file. If an area isn't always needed, for example a staircase that not every property has, leave it off, so your inspector adds it only when it's relevant.

Repeat for anything else this inspection type needs, for example a Meter reading area for electricity, gas or water readings.

If an area you need already exists on one of your other templates, you don't have to rebuild it. "Add from", next to "Add area", pulls it in directly instead.

Step 6: Repeat for your other inspection types

Once your first template is in good shape, with one of each area and a workable description and instructions, duplicate that one instead of going back to the original property template. It's already in better shape to build from.

Rename the copy, to "Routine" for example, and prune out anything specific to the first inspection type that doesn't belong. An area like Keys usually isn't needed on a routine inspection.

Repeat that once more for your last inspection type, duplicating Move-in again and renaming it to "Move-out".

What to do with your original template

Once you're happy with your new inspection type templates, you can delete the original property template if you're confident you won't need it again. Going forward it's your new set, Move-in, Routine and Move-out, that you'll use across your whole portfolio.

Prefer to start fresh instead?

If your existing templates have accumulated a lot of one-off changes over the years and a clean start sounds better than editing, take a look at our template library instead. Or if you'd rather build your own, read how to build an inspection template.