Once you’ve decided on an event structure, you can create an event template. An event template lets you create individual events that inherit the template’s settings, registration forms, and communications. Templates also let you create many recurring events at once. For example, you might create a template for your campus tours, then create several instances of the tour event scheduled over the next month.

⭐ Best practice

Always create an event template, even if you only have one event using that template right now.

Creating an event template

To create an event template:

1. Go to Events.

2. Select New Template.

The New Template popup has tabs that you can configure. These configurations are passed down to events using this template, although this can be overridden on the individual event.

Details

Configure the following settings:

• Template Name: Give template a descriptive name. This name appears to registrants.

• Internal Name (Optional): Give the template an optional, internal-only name.

• Realm: Select a realm for the event template, if applicable.

• Status: Active

• Time Zone: Select a time zone, or else leave the default Autodetect from Location setting, which uses Location settings (configured later) to determine the event’s time zone.

• User: Defaults to the current user, but can be changed to another.

• Admin Notify Email: Skip this setting at this time.

Location

If the event regularly occurs in the same location (for example, a campus tour always begins at the admissions office), enter that location information in the event template:

• Online Event: If this is a template for a virtual event, you can host it using our Share webinar platform, or an external service. Leave blank if this is a template for an in-person event.

• Location Name: Enter the location name. Optional if an online event.

• Address Information: Enter address information.

• Preserve Formatting: All addresses are sent to the USPS for validation and standardization. Check this box to prevent the address from being updated. This is generally useful for addresses where the USPS abbreviates a city name, or if a building name or room number information should be included. This setting will not remain checked once the event is saved, though the formatting will have been preserved.

💡 Changes at the template level propagate to their child events.

Description

Optionally, include a description of your event. This description will display on the event registration page beneath the Title, Time, and Location information.

Registration settings

If this type of event has a registrant limit, this may be set that at the template level.

Events using this template will honor this limit unless a different registrant limit has been set on the individual event.

Rescheduling

Check this box if you want registrants to be able to reschedule events within this template.

Notes

Any information provided on the Notes tab will only display administratively.

💡 When basic template configurations are saved, the Template Management screen appears.

Creating an individual event from a template

With an event template created, you can create individual events that inherit the template’s properties.

When to create separate events

You can use the same template to create separate events that occur at various times on different days. For example, a campus tour summer schedule might look like this:

• Monday, Wednesday, Friday at 1 pm

• Tuesday and Thursday at 10 am

Create events for Monday, Wednesday, and Friday first, then create Tuesday and Thursday events.

Use the same template to create events that occur at various locations. For example, information sessions might be in two different locations on campus, like this:

• Building 1 at 1pm

• Building 2 at 1pm

Create events for Building 1 events first; then create Building 2 events.

When you set the details of an individual event, like the time, event status, registration limit, these updated details override the details configured at the template level.

Overriding event template settings

You can override the basic event template settings on an individual event basis. For example, a single information session may meet at a different location than usual, and therefore has a lower registration limit.

The location and registration limit for that individual event may be changed without impacting other events associated with that event template. Since the event is still associated with the event template, the registration form, event communications, and landing page will still function as normal.

Creating an individual event

To create an individual event from a template:

1. Go to Events.

2. Select List View.

3. Select an event template.

4. Select Create Events.

5. On the Details tab, configure the following settings:

   • Page Title: Enter the title that appears on the event’s public registration page.

   • Folder: Select a folder to contain the event, or select Other and enter a clear, informative folder names, like Campus Tours.
     🔔 Important! Events folder names are public facing.

   • Status: Confirmed/Active

   • Recurrence: Select Add multiple events to create more than one at a time.

   • Date / Date Range: Provide the date or date range for which events should be created, and the time of the events.

   • Deadline: Enter a registration deadline. Defaults to the Start Time.

   • Activation Date/Time: Provide an activation date/time if required. If left blank, the registration form will be live immediately upon marking the status as confirmed/active.

   • Weekdays: Select the days of the week during which  event occurs. In this example, a Campus Tour will be scheduled for Monday, Wednesday, Friday, and Saturday at 1:00 pm during for first 10 days in November.

   • User: Defaults to the current user.

   • Trip: Select from the list to associate the event or events with a trip.

6. Select the Location tab.

7. Provide location information for events. If event template includes this information, the template address information will be used once events are created.

8. Select the Description tab.

9. Add an optional, public-facing event description to appear below the page title for the individual event. If the event template has a description, the template information will be used once events are created.

10. Select the Registration Settings tab.

11. Configure the following settings:

    • Registrant Limit: Enter an optional registration limit. If the event template has a limit, that limit will be used once events are created.

    • Privacy: Leave unselected

12. Select Save.

Your new event appears on the Template Management page.

📖 Descriptions for all event settings