Inventory

Inventory Templates

Inventory templates let you save pre-defined bundles of supplies that can be added to a storefront checkout in a single click. Instead of selecting items one by one for every order, you build your bundles once and reuse them as often as needed.

The Templates page showing item templates and a house template

Template Types

Topkey supports two types of templates:

  • Item Templates — A named list of specific inventory items with quantities. Use these for a standard set of supplies that goes together, such as a guest welcome kit containing shampoo, conditioner, and towels.
  • House Templates — A bundle of item templates combined into a single top-level template. Use these to represent a full property setup, such as a "Full Turnover" that pulls together a cleaning kit, a linen set, and a welcome kit all at once.

House templates can only contain item templates — they cannot be nested inside other house templates.

Creating an Item Template

Item templates are the building blocks of your template library. Create one for any recurring group of supplies.

The New Item Template panel with emoji, name, and item selection fields
  1. Go to Inventory and select the Templates tab.
  2. Click New Template in the top right corner, then choose Item Template from the menu.
  3. Click the emoji icon to choose an emoji that represents this template visually.
  4. Enter a descriptive name in the Name field (for example, "Guest Welcome Kit" or "King Bed Linen Set").
  5. Under Items, use the item selector to find an item from your catalog and click Add to include it.
  6. Repeat step 5 for each item you want in the template. You can adjust quantities for each line after adding.
  7. Click Save Template when finished.

Choose a clear, descriptive name so your team can identify the template at a glance when checking out on the storefront.

Creating a House Template

House templates let you combine multiple item templates into one bundle for a complete property turnover or setup.

  1. Go to Inventory and select the Templates tab.
  2. Click New Template in the top right corner, then choose House Template from the menu.
  3. Click the emoji icon to choose an emoji for this template.
  4. Enter a name in the Name field (for example, "Full Turnover" or "Lakeside 3BR Setup").
  5. Under Templates, use the template selector to find an existing item template and click Add to include it.
  6. Repeat step 5 for each item template you want to bundle together.
  7. Click Save Template when finished.

You must create your item templates before you can add them to a house template. If you do not see a template in the list, check that it has been saved under Item Templates first.

Viewing Your Templates

The Templates page displays all your saved templates in two sections: Item Templates and House Templates.

Each item template card shows:

  • The template emoji and name
  • The number of distinct items and total units included
  • A preview of the items in the bundle (up to five, with a count of any additional items)

Each house template row shows:

  • The template emoji and name
  • The number of item templates included and the total unit count across all of them
  • The names of the bundled item templates displayed as labeled tags

Using Templates on the Storefront

When placing an order through the storefront, you can select a template to instantly populate your cart with all the items and quantities defined in that bundle. This eliminates manual item selection for routine orders and reduces the chance of forgetting a supply.

Use house templates for full-property turnovers so everything needed — linens, cleaning supplies, and welcome amenities — is added to the cart at once.

Editing a Template

  1. On the Templates page, find the template you want to update.
  2. Click the options icon (⋯) on the template card or row.
  3. Select Edit.
  4. Make your changes to the name, emoji, or items.
  5. Click Save Template.

Deleting a Template

  1. On the Templates page, find the template you want to remove.
  2. Click the options icon (⋯) on the template card or row.
  3. Select Remove.
  4. Confirm the removal when prompted.

Removing a template cannot be undone. Any house templates that included the removed item template will no longer reference it. Review your house templates after removing an item template to ensure they still reflect your intended bundles.

Frequently Asked Questions

Can I include the same item in multiple templates? Yes. A single inventory item can appear in as many item templates as you need. Each template tracks its own quantity for that item independently.

Can a house template include other house templates? No. House templates can only bundle item templates. If you need a larger bundle, create additional item templates and add them all to the house template.

What happens to a house template if I remove one of its item templates? The item template is removed from the house template's bundle. The house template itself remains, but it will no longer include the deleted item template's items when used at checkout. Review and update any affected house templates after removing an item template.

Questions? Contact Support

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