Scheduler templates let you batch-create slots without requiring additional configuration.

If you need to make changes to these items after the slots are created, you only need to make those changes to the template.

Creating a scheduler template

To create a Scheduler template:

1. Click Scheduler in the Slate navigation bar. The Scheduler summary calendar appears.

2. Click New Template. A New Template popup appears.

Configuring the Details tab

In the Details tab, configure the following settings:

Template Name

Give the template a descriptive name. This title appears on the public registration page.

Internal Name (optional)

Enter an optional name that does not appear to registrants.

Realm

If your database includes Realms, you can select one to assign this template to here.

Status

• When creating a new template, set status to Active or Inactive.

• When creating new events, an Active or Inactive status will be inherited from the template.

• When creating a new event, set status to reflect whether the event is Confirmed/Active, Tentative, Cancelled, or Declined.

Time Zone

Three options are available:

• Auto-detect from Location: Uses information entered on the Location tab (configured later) to determine the time zone for the interview slot.

• Custom UTC Offset: Enter a Coordinated Universal Time offset code. Offset amount must match ±[hh]:[mm] format.

• Select a time zone manually: Select from the list of available time zones.

User

This defaults to the current user’s account.

• If slots are created in batch, the appointment holder or interviewer can be set as the user for particular slots.

• This setting can also be left blank.

Admin Notify Email

To notify a particular staff member every time a new registration for the event is received, enter an email address into this field.

Note: Only one email address may be entered.

Configuring the Location tab

In the Location tab, configure the following settings:

For online sessions

If the event is virtual, select either Host session using Share video platform or Host session using external service.

Host session using Share video platform:

• Location Name (optional): Enter a location name, like Slate University

• Waiting Room Content: Enter a message to display in the Share event waiting room.
  

📖 Further reading: Host your online appointments natively in Slate with Share.

Host session using external service:

• Location Name (optional): Enter a location name, like Slate University

• URL: Paste the link to your external meeting service.

• Instructions: Leave instructions for end users.

• Early Access: Select how far in advance of the scheduled appointment time—between 5 minutes and one hour—users should be able to access the link.
  

For in-person sessions

If the event is in-person, leave Online Session blank, then configure the following settings:

• Location Name: Enter the location name, like Slate University.

• Address (Country, Street Address, and so on): Enter the address information.

• Preserve Formatting: All addresses are sent to the USPS for validation and standardization.

  • Select this setting to prevent the address from being automatically validated.

  • Useful for addresses when the USPS abbreviates a city name, or if a building name or room number information needs to be included.

  • Description information can be added and will appear publicly on the registration page below the title, time, and location information.
    

Configuring the Description tab

Select the Description tab. Enter an optional description that appears to registrants.

Configuring the Registration Settings tab

Select the Registration Settings tab. Configure the following settings:

Related Registration Check-In

For a related event, the registrant can be automatically checked in when checking in for the main event, or each related event can provide a separate check-in.
📖 Further reading: Related events

Privacy

Check this setting if the event should not be available on public landing pages.

Timeline

Hides registrations for the appointment from the registrant’s timeline.

• This setting operates independently of realms or other permissions—registrations will not appear on the registrant’s timeline to anyone.

• This setting applies to Scheduler sessions created from the template.

✨ Tip: Select this setting for appointments dealing in sensitive information that should not be disclosed to viewers of the record’s timeline under any circumstances.

Configuring the Rescheduling tab

Select the Rescheduling tab.

If you want to let registrants to reschedule their appointments, select Allow Rescheduling. Additional configurations appear.

See Custom Registration Pages and Self-Service Rescheduling for more detail on these settings.

Configuring the Notes tab

Select the Notes tab. Enter optional notes that appear administratively only.

Select Save.

With a template created, our next step is to create a registration form for use with that template.

Calendar view

When registrants sign up for an appointment (which they’ll be able to do through a form, created in the next article, embedded on a portal, covered later), they appear in the calendar or list view alongside open sessions.

Filter through the status of Scheduler sessions with the All Scheduler status filters:

The folder structure appears under All Folders. Select a folder to view the slots in that folder. For example, selecting the Off-Campus Interviews folder displays the the sessions saved in that folder.

Overriding templates

You can override template settings with an individual Scheduler session.

For example, if a single slot per week meets at a different location, the location for that individual slot can be customized, but all other slots continue to use the location from the template.

Since the slot is still associated with the template, the registration form, communications, landing page, and report form still function as normal.

📖 Further reading: Creating a Scheduler Session

Managing canceled registrations

When a registration in Scheduler is canceled, the registration disappears from the session management page and from the timeline on the registrant’s record.

By default, Scheduler slots with a canceled status are also excluded from the queries you run directly from the template.

✨ Access information for canceled slots by updating the Registration Status filter to include the Cancelled status.

Next up: Creating a Scheduler registration form

With a Scheduler template created, we can create the form that registrants will fill out when they schedule an appointment.

➡️Creating a Scheduler registration form