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Use event templates

Admin Coordinator
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Admin · Coordinator

Rebuilding the same event setup every week wastes time. Event templates let you capture a venue, rate, stand layout, and capacity settings once, then generate an entire season's worth of events in a single step.

What a Template Captures​

When you save an event as a template, the following settings are stored:

FieldSaved?
VenueYes
Per-person rateYes
Max workersYes
Waitlist settingYes
Fund distribution settingYes
Stand numbersYes
NotesYes
Signup window day offsets (see below)Yes
Worker assignmentsNo
Explicit signup open/close datesNo
DateNo

Templates carry configuration only. Every generated event starts with no workers assigned and no date until you provide one.

Signup Window Day Offsets​

Templates can store a signup window as two relative offsets instead of fixed dates:

  • Signup opens days before event — how many days before the event date signup becomes available.
  • Signup closes days before event — how many days before the event date signup locks.

When you generate events from the template, each event's signup window is computed from its own event date. For example, with offsets 27 (opens) and 20 (closes) and an event date of August 1, signup would open July 5 and close July 12.

Both offsets are optional. Leave them blank to skip window generation and set each event's signup window manually. The close offset must be smaller than the open offset — the system rejects inverted values.

Create a Template from an Existing Event​

The most common path is to configure one event exactly how you want it, then save that configuration as a template.

  1. Navigate to Events from the main sidebar.
  2. Find the event whose settings you want to reuse.
  3. In the event's row, open the Actions menu (the icon at the far right of the row).
  4. Click Save as Template.
  5. In the dialog, enter a Template Name. The field pre-fills with "Template from {event name}" — replace it with something that will still make sense in six months, such as "North Stadium — Football" or "Bucs Home Game".
  6. Optionally fill in Signup opens days before event and Signup closes days before event to capture the current event's signup cadence as the template default.
  7. Click Save Template.
tip

Name templates after the venue or game type, not after a specific date or opponent. A descriptive name like "Westlake Baseball" will still be useful at the start of next season.

You can also create a template from scratch through the Event Templates section — see below.

View and Manage Saved Templates​

Saved templates appear in the Event Templates section at the bottom of the Events page.

  1. Navigate to Events.
  2. Scroll to the bottom of the page and click Event Templates to expand the section.

Each row shows the template name, venue, per-person rate, number of stands, and max workers (if set).

Edit a Template​

There is no in-place edit for event templates. To update a template:

  1. Create or edit an event with the corrected settings.
  2. Save that event as a new template with the same name (or a new name).
  3. Delete the outdated template.

Delete a Template​

  1. In the Event Templates section, find the template to remove.
  2. Click the delete (trash) icon next to it.
warning

Deleting a template does not affect any events that were already generated from it. The deletion cannot be undone.

Generate Multiple Events from a Template​

Once you have a template, use the batch generation modal to create an entire schedule in one step.

Open the Batch Generation Modal​

There are two ways to open it:

  • From the page header: When your organization has at least one saved template, a From Template button appears in the top-right corner of the Events page, next to Create Event. Click it.
  • From the Templates section: Expand the Event Templates section at the bottom of the page and click Use Template on the row for the template you want.

Configure the Batch​

  1. Select a template from the dropdown. Each option shows the template name and venue.

  2. Add event dates. Each row has two fields:

    • Date (required) — the date for that event.
    • Name suffix (optional) — appended to the name prefix, such as "vs Franklin High" or "Playoffs Round 1".

  3. To add more events to the batch, click + Add Another Date. To remove a row, click the X on that row.

  4. Set a Name Prefix (optional). When provided, every generated event is named Name Prefix + Name Suffix. For example:

    FieldValue
    Name PrefixBucs vs
    Name Suffix, row 1Franklin High
    Name Suffix, row 2Riverside Academy
    ResultBucs vs Franklin High, Bucs vs Riverside Academy

    If no name prefix is set, events are named after the template itself.

  5. Click Generate Event(s).

What Gets Created​

For each date in the batch, the system creates one event with:

  • The name derived from prefix + suffix (or the template name if no prefix is provided)
  • All settings from the template: venue, rate, capacity, fund distribution, notes
  • Stand numbers from the template re-created on each new event
  • Status set to Upcoming

No worker assignments are created. Assign workers to each generated event individually after generation.

tip

Generate your full season schedule in one batch at the start of the season, then open individual events to set signup windows, adjust capacity, or assign workers.

Next Steps​