Configure Event Template Default Streams & Zoom Meeting IDs

Agenda and Meeting Management Select allows administrators to configure a default stream for Event Templates. When a template is used to create a new event, the selected stream is automatically populated on the event. This reduces setup time and ensures consistency across meetings.

For organizations using the Zoom Integration, Event Templates can also store a default Zoom Meeting ID, which is automatically applied to new events created from the template.

Important Notes

• The event template default streams feature is only available when:

  • Multi-Stream functionality is enabled for your site

  • Multiple streams have been configured

• The Default Zoom Meeting ID option is shown only when the Zoom Integration is enabled and a stream containing a Zoom stream configuration is available.

Configure the Default Stream for an Event Template

1. Sign in to the system if you have not already

2. Navigate to the User Menu, then select the Settings option:

   

3. Click the Events and Public Portal tile:

   

4. Click the Events tile:

   

5. In the Events Templates section, click the New Event Template button to create a new event template, or click the Edit button (purple pencil icon) to the right of an event template you wish to edit:

   

6. Fill in the information fields as desired:

   • Summary: Enter or edit basic details about the event template as needed:

     

     • Name (required): Enter or edit the name of the event template

       Note:

       The Event Template Name is the default meeting name for all meetings created with this template.

     • Category (required): Select a category for the event template

       Note:

       The Category field filters events in the Public Portal.

   • Streaming Services: Set or update the default stream for the event template, as desired:

     

     • Default Stream Name: Select the stream you wish to associate with this event template

       • Default Zoom Meeting ID (required if visible): If your organization uses the Zoom Integration and the selected Default Stream supports Zoom, this additional, required Zoom Meeting ID field will appear; enter the Zoom Meeting ID that you wish to use for this event template

         

         Important Notes

         • Only numeric values are accepted in the Default Zoom Meeting ID field. Letters and special characters are not allowed.

         • The Zoom Meeting ID that is entered will automatically populate when a new event is created from the template.

   • Media Service: Enter or update the default media services for the event template, as desired:

     

     • Closed Captioning (CC): Select your service type

       • Machine CC: An automated process that adds Closed Captioning

       • Human CC: A real transcriptionist will perform Closed Captioning

       • None: Do not use Closed Captioning

     • Closed Caption As of Date: Choose to caption all future events or events from the past as well

       • Future Events: Set the date as today's date to caption all future events, or set a date in the future to automatically begin Closed Captioning services at that time

       • Past Events: Set the date in the past to retroactively apply Closed Captioning services to past events (cannot utilize Live Closed Captioning)

     • Transcription (only available if Closed Captioning services have been selected): Select a service option

       • Transcription: Enable transcription for this event template

       • No Transcription: Disable transcription for this event template

     • Translation (only available if Closed Captioning services have been selected): Select a service option

       • Machine Translation: An automated process that adds translation

       • Human Translation: A real translator will perform the translation

       • No Translation: Disable Translation for this event template

       • Translation Languages (only displayed if Machine Translation or Human Translation is selected): Select the languages you wish to translate to for this event template

   • Additional Details: Enter or update the details for this event template, as desired:

     

     • Notice: Enter or update the notice message for meetings that use this event template

     • Keywords: Enter or update keywords for the template

     • Created On: View the date and time that the event template was created

     • Created By: View the name of the user who created the event template

     • Address 1: Enter a street address

     • Address 2: Enter or update the additional street address details

     • City: Enter or update the city in which meetings will take place

     • State: Enter or update the state in which meetings will take place

     • Zip Code: Enter or update the zip code in which meetings will take place

     • Media Pause Message: Enter or update the message that will be displayed if you pause a livestream

   • Schedule: Enter or update the recurrence of meetings that use this event template, as desired:

     

     • Recurrence (required): Select an option to indicate how frequently meetings will take place

     • Start Time (required): Select the start time for meetings

       Note:

       Closed Captioning for events that do not start within 30 minutes of their scheduled start time will fail and will not be retried.

     • Repeat Occurrence/Repeat Every (only visible if Monthly or Weekly has been selected as the Recurrence type): Select the schedule that you would like the recurring meetings to follow

       

       • Repeats On: Select this option to set a specific repeating schedule

         • Date Options: Select the frequency and/or day that you wish the recurrence to repeat on (options differ based on “Monthly” or “Weekly” recurrence)

         • End After: Select an option to indicate when the scheduled series should end

           • No End Date: Keep the event series open-ended with no specific end date

           • End After: Enter the number of event recurrences that should take place before the series ends

           • Select Date: Select a specific date on which the series should end

         • Schedule Static Date: Select this option to set when the repeating schedule should end

           • End After: Select an option to indicate when the scheduled series should end

             • No End Date: Keep the event series open-ended with no specific end date

             • End After: Enter the number of event recurrences that should take place before the series ends

             • Select Date: Select a specific date on which the series should end

7. If you are adding a new template to the system, click Create Event Template to save the new template and return to the Events page, or click Create and Add New to save the new template and immediately begin creating a new one; click Save Changes (not pictured) if you are updating an existing event template:

   

8. If you have selected a Closed Captioning service, a pop-up that states Closed Captions will be generated for events with videos from As of Date. Do you want to proceed? will appear:

   

   Note:

   If you have not selected a Closed Captioning service, skip to step 10.

9. Click Continue to proceed with the template update, or click Cancel to return to the Edit Event Template dialog and make changes:

   

   Note:

   If you indicate that you want to caption past dates, you may have several caption charges, depending on the volume of meetings that you have. If you indicate future events, once there is media available on the event, the transcribing will automatically and immediately begin working, and you will be charged.

10. The event template has been configured, and the selected stream will now be automatically assigned to any new event created from this template

Creating an Event with a Default Stream

Creating an event with a default stream inherited from an Event Template is easy. Simply create your one-time or recurring event using the standard event creation process and select the appropriate Event Template.

When you save the event, the template automatically applies the assigned stream and Zoom Meeting ID (if one has been configured). No additional streaming or Zoom setup is needed.

Updating a Template's Default Stream or Zoom Meeting ID

You can update the stream selection or Zoom Meeting ID at any time. Simply follow the steps in the Configure the Default Stream for an Event Template section in this article, ensuring that you modify the stream or Zoom Meeting ID as needed.

Important Note

Changes only apply to new events created after the template is updated. Existing events are not modified when template settings change.

Need Help?

View the answers to some frequently asked questions, or contact CivicPlus Support if you still need more help.