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Creating and Using Event Templates

Event templates allow administrators to pre-set details, reminders, and invitees for common events, such as regular meetings or training sessions. This ensures consistency and saves time when scheduling repeated events.

Ammar Alsatrawi avatar
Written by Ammar Alsatrawi
Updated yesterday

Create an Event Template

To set up a reusable event template, follow these steps.

Navigate to Event Templates

  1. Click Admin in the bottom left corner of the navigation pane.

  2. In the Admin menu, scroll down to the Event section.

  3. Click Event templates.

Add New Template Details

  1. On the Event Templates screen, click the + Add button in the top right corner.

  2. On the Add Event Template screen, complete the following fields:

    • Title: Enter a descriptive name for the template (e.g., "Weekly Meeting Template").

    • Location: Enter the physical meeting location.

    • Description: Enter any necessary details, such as an agenda outline or virtual meeting links.

    • Start Time and End Time: Set the default time range for the event (e.g., 12:00 to 13:00).

    • Event Tags: Select an appropriate tag from the dropdown if required.

Configure Reminders and Invitees

  1. In the Reminders section, click + Add reminder to configure notifications for invitees.

    • Select the Methods (Email, SMS).

    • Specify the Duration (e.g., 2 days) before the event the reminder should be sent.

    • Click Done.

  2. In the Invitees section, select the roles or teams that should be invited to the event by default (e.g., Anaesthesia Consultant).

Save the Template

  1. Click the Save button in the top right corner.

  2. A confirmation message will appear: "Event template saved."

Create an Event from a Template

Once the template is saved, you can quickly generate new event instances based on the pre-configured settings.

Start the Event Creation Process

  1. Click Events in the navigation pane.

  2. On the Events calendar screen, click the + Add button.

Select the Template and Finalise Details

  1. The Select a template dialogue box will appear.

  2. Select the desired template from the list (e.g., Weekly Meeting Template) and click Next.

  3. The Add Event screen will populate with all the template details. Adjust the Start date and time for this specific instance.

  4. Make any required, event-specific changes to the Location, Description, or Invitees. Note: You can also add Presenters and Attachments here.

Finalise and Send Event

  1. Click Save in the top right corner.

  2. A confirmation prompt will ask if you want to save and inform attendees. Ensure both boxes are checked to notify attendees by email and/or SMS.

  3. Click OK.

The new event is now created and attendees will be informed according to the reminder settings.

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