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TemplatesEvent templatesCreate an event from a template

Create an event from a template

A template gives you a starting point. You then give the event its date, reference time and participants.

Before you start

You need permission to create events, an available template in your organisation and the information for this date. Prepare the first event on a computer so that you can review all its settings.

Our example uses the “Evening concert” template, with the show starting at 20:00.

1. Choose your starting point

  1. Open Events, then New event.
  2. Choose Start from a template.
  3. Select your template, then Next.

If no template is offered, check the selected organisation and arrange for an event template to be prepared.

2. Enter this occasion’s details

In Details, enter the name, Date and Reference time. Choose an actual date and “20:00” for our example. Check the Time zone and the fields requested by your organisation.

The reference time becomes H0 for the timeline. It is not necessarily the teams’ arrival time. Enable The event is over several days only if you need a separate end date.

3. Check what was proposed

Continue with Next and review each step shown:

  • Teams: check participating teams and their leads. The template may fix the team selection.
  • Positions and Participants: when offered, adjust staffing needs, people and their access. A position may remain vacant.
  • Modules: when offered, check active modules and visibility.

These steps are not always all displayed: they depend on the template’s preparation. Check the event leads as well.

4. Create the draft

Select Create event. The confirmation screen shows that the event was created as a Draft. Select Open event to continue checking it.

Check milestone times, teams, participants, modules and inherited content. With our timeline, doors should open at 19:00 when H0 = 20:00. Adjust what applies to this date without changing the template for future events.

Expected result

You have a dated event, still in draft, with its preparation checked. Moving to preparation opens access and triggers the configured notifications: select Move to preparation when you are ready to share the work with participants.

Create an event templateRun sheet templates