Add or Edit Template

Create a new inventory template

Before generating a PDF inventory, you must create a template that can be modified as the property changes.

To create a template, follow these steps:

1. Go to the Tenancy Builder part of the website and click on Inventory AI -> Inventory templates in the sidebar.
2. Select a letting unit or add a new one. Enter the name of the inventory preparer. Optionally, add a photo of the building. Click next.
3. Click Add room/section (top right floating button). The section will default to untitled. Name it accordingly, and how it will be displayed in the PDF. For example: Lounge, Kitchen, Backyard, Garden, Meters, etc.
4. Add photos to the first room.
5. Optionally, you may add an AI comment at the top of the page, which will be used for the building (all the sections in the template), not just an individual room. For example, you might insert “The property has been fully refurbished and decorated throughout”.
6. Optionally, you may add an AI comment for the individual room or section, which will be considered by the AI while analysing the images for that area. For example, you might say that the smoke alarm has been tested. To speed up adding the same AI comment for each room, after text is entered in the AI comment field, a Copy button appears that, when clicked, copies the entire field’s contents to the clipboard for quick pasting in the next room.
7. Click Analyse Images on the right of the room. 12 x credits will be used per image.
8. Keep the browser tab open, and do not analyse other rooms until finished.
9. Once the AI has analysed the images, items will appear below the photos.
10. Check each item carefully. You can edit each part by clicking in the respective box or deleting an item on the right. On mobile devices, there are edit and delete icons to the right of each item. You can add items by clicking the + button at the top of the items list.
11. Click Save at the bottom to avoid losing any data.
12. Repeat for each room/section.

HMO Properties

If the property is an HMO with bedrooms let individually, you can create a template for the property as a whole, including all bedrooms, and exclude rooms from the inventory when letting individual bedrooms.

To exclude a room, use the tick boxes at the top of each room and untick the ones you don’t want to include in the PDF inventory.

Only the rooms selected will be included when you create the PDF inventory.

Documents

At the bottom of the page (below all added rooms) is a document section where you can add PDFs to the inventory. Legally required documents, such as the EPC, gas and electrical safety records, should be attached to the tenancy agreement and not the inventory. Examples of what you might attach to the inventory are (not an exhaustive list):

• Appliance instructions.
• Safety instructions for any furniture or fittings (like blinds).
• Welcome letter.
• Bins and recycling schedule information.

Edit an inventory template

To edit an inventory template, please follow these steps:

1. Go to the Tenancy Builder part of the website and click on Inventory AI in the sidebar.
2. Select Edit on the right (there’s no action button).
3. Click on any box forming part of an item to edit the text in that box. On mobile devices, there are edit and delete icons to the right of each item.
4. To delete an item, click delete on the right of an item.
5. To manually add further items, click the + button at the top of the items list.

If you want to analyse images again, you can remove a photo by hovering over it and clicking “remove.” You can add more pictures anytime by dragging images into the image box or by clicking the image box and selecting images from a folder.

Please note: when you click analyse images, all the pictures in that room will be analysed, not just any newly added ones.

Reorder rooms

The order of rooms can be altered by following these steps:

1. Near the top of the template, click the floating button “Enable Re-order”.
2. Drag and drop rooms as desired. Note: You might find it easier to click the Hide Room button for any room being moved, making it smaller and easier to manage.
3. Click the same button as in step 1 (which now says Disable Re-order).
4. Save the template.

Important usage information

• Keep original photos safe for future dispute resolution - only small thumbnails are stored on this system
• Uploading using a computer and WiFi works best
• Save after each room has been completed
• See help here