Inspection Templates

Overview

To build a template, open Inspections → Templates → Actions → Add Template, name it, choose Dynamic or Fixed, build the plan with Add Area and Add Item, and click Create Template.

To change a template you've already built, including the order of its rooms, click it on the Templates list, edit the plan and click Update Template.

To copy a template, tick it on the Templates list and choose Actions → Duplicate.

To use a template on a property, choose it in the property's General property details.

To use one template on every property, tick it on the Templates list and choose Actions → Apply to Properties.

To change the plan for one property only, open the property → Actions → Edit inspection template.

Deleting a template and saving a property's rooms from an inspection are covered under Good to know.

Create an inspection template

Open the Templates list

In the left sidebar, click Inspections, then Templates. Your agency's existing templates are listed here.

Start a new template

Click the Actions button (top right) and choose Add Template. The new template form opens.

Name the template

In Template Name, type a name that tells it apart from your other templates.

Choose the template type

Under Template Type, pick Dynamic (the plan adjusts to each property's configuration) or Fixed (the same set structure is used for every property). This is required.

Add the areas

Under Template plan, click Add Area for each area (a room or zone) and type its Area name. Drag an area by its handle, or use the up / down arrows, to reorder it.

Add items to each area

Expand an area and click Add Item, then type the item's name (for example "Walls" or "Flooring"). Press Enter to drop straight into a new item. Use the duplicate icon on an area to copy it and its items.

Save

When the plan is ready, click Create Template in the bar that appears at the bottom once you have unsaved changes. (The same bar has a Discard button if you'd rather abandon your edits.)

Note: A template needs a name, a type and at least one area, and every area and item needs a name before it will save. For a Dynamic template, set an area's label to Bedroom or Bathroom so Keyhook can match those areas to each property's bedroom and bathroom counts.

Edit a template

Open the template

In the left sidebar, click Inspections → Templates, then click the template's row to open it.

Reorder or edit the plan

Under Template plan, use the up and down arrows on the right of an area to move it, or drag it by the dots on its left. Items inside an area have their own arrows, which show when you move your mouse over the item. You can also add, rename or remove areas and items here.

Save

Click Update Template in the bar at the bottom of the page. Inspections that already exist keep the plan they were created with, so the changes apply to inspections created after you save.

Duplicate a template

Select the template

On the Templates list, tick the checkbox on the template's row. You can tick several to duplicate them together.

Open the actions menu

Click the Actions button that appears above the table.

Duplicate it

Choose Duplicate. A copy is added to the list a moment later.

Rename the copy

Click the copied row to open it, change the Template Name, and click Update Template.

Apply a template to a property

Open the property's setup

From Properties, open the property, then click the Actions button and choose Edit property (or open Set Up Property from the left menu).

Open General property details

Open the General property details section.

Choose the template

In the Inspection Template selector, start typing and pick the template you want to use for this property.

Save

Click Save and continue.

Note: The Inspection Template is optional. If you leave it unset, the property falls back to Keyhook's base template rather than one of your agency templates.

Apply a template to every property

Open the Templates list

In the left sidebar, click Inspections, then Templates.

Select the template

Tick the checkbox on the template's row. Tick one only: this applies a single template.

Open the apply window

Click Actions above the table, in the row with Templates and Columns, and choose Apply to Properties. The window tells you how many properties it will change.

Choose which properties

Leave the checkboxes clear to cover every property in your agency, or tick Only properties that don't have a template yet to leave the ones that already have one as they are. Properties already using this template are skipped either way, and the count updates as you choose.

Decide about scheduled inspections

Tick Also update scheduled inspections that haven't been signed off to bring those inspections onto the template's plan. Any photos and actions already recorded on them are kept. Leave it clear and each scheduled inspection keeps the plan it was created with.

Confirm and apply

Tick I understand this will replace existing room plans. then click Apply template. The Apply template button is inactive until that box is ticked.

Note: Each property's room plan is rebuilt from the template, replacing any rooms or items edited on that property, and that cannot be undone. The work runs in the background, so you can carry on in Keyhook while it finishes.

Customise a single property's template

Open the plan editor

From Properties, open the property, then click the Actions button and choose Edit inspection template.

Edit the plan

Add, rename, reorder or remove areas and items. The same plan editor as the agency template.

Save

Click Update in the bottom bar.

Redo inspections already scheduled

Inspections that already exist keep the plan they were created with. For any that haven't been started yet, click Properties → open the property → open the inspection from the Inspections section → Actions → Delete, type the inspection ID to confirm and click Delete. Then in the property's Inspections section, click New inspection to schedule it again with the updated plan.

Note: Editing here overrides the plan for this one property only. It doesn't change the agency-wide template or any other property. Use the Reset to agency template action to discard the customisations and go back to the assigned template.

Sync an inspection to the property template

Open the inspection

From Properties, open the property, then open the inspection from its Inspections section. Do this before you finalise the inspection, so anything you renamed or restructured while inspecting is saved. Opening the same inspection from the tenancy instead leaves this action out.

Open the sync window

Click Actions (top right) and choose Sync to property template. The action shows once the inspection has rooms recorded against it.

Check what it will copy

The window names how many rooms and items it will take from the inspection. They replace the property's current template, and that cannot be undone.

Overwrite the template

Tick I understand this will replace the current property template. then click Overwrite template. Every inspection created on the property after that uses those rooms and items.

Note: A Detailed inspection carries its rooms and the items inside them. A Basic inspection records no item level entries, so the template keeps the rooms and ends up with no items in them. Either way this changes the plan for this one property, not the agency template it was built from.

Good to know

The plan can change at several points, and each one feeds the next.

Before an inspection: change the agency template under Edit a template, or one property's own plan under Customise a single property's template.
When you schedule an inspection: it takes a copy of the property's plan as it stands at that moment, so a change made after that does not reach an inspection that already exists.
While you inspect: rename and restructure what you actually find, in the inspection itself.
Before you finalise: save that back with Actions → Sync to property template, so the next inspection on the property starts from it.
Delete sits in the same Actions menu as Duplicate on the Templates list. Deleting is permanent (Keyhook asks you to confirm), so avoid deleting a template that properties still rely on.
On a property's Edit Inspection Template page you can also Sync from inspection to build the plan from a completed inspection.

Frequently asked questions

What's the difference between a Dynamic and a Fixed template?

A Dynamic template adjusts to each property's configuration. Areas you label as Bedroom or Bathroom are matched to the property's bedroom and bathroom counts. A Fixed template uses the same predefined structure for every property it's applied to.

Do I have to set a template on every property?

No. The Inspection Template field in General property details is optional. A property with no template set uses Keyhook's base template.

An existing inspection didn't pick up the template I just applied. Why?

A template affects inspections created after you set it. An inspection that already exists was built from the plan at the time it was scheduled and doesn't change when you swap the template on the property. To use the updated plan, schedule a fresh inspection. On the property's Inspections section, choose New inspection. Apply to Properties is the exception: tick Also update scheduled inspections that haven't been signed off there and those inspections are brought onto the template's plan, keeping any photos and actions already recorded.

Set Up a Property → Where the Inspection Template field sits when you set up a property.

Inspection Templates

Frequently asked questions

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