Event templates help organizations save time by allowing commonly used meeting settings to be reused for recurring events. Templates can store meeting details such as the event name, category, location, schedule, livestream pause message, and default media service settings.
Event templates can also be configured to automatically apply media services, including Closed Captioning, transcription, and translation, to events created from the template.
This article explains how to create, copy, edit, reorder, and delete event templates in the Events module.
Important Notes
Before you create an event template, ensure that the desired event category exists. If necessary, create a new event category.
Closed Captioning (CC) services must be enabled to use any media services (Closed Captioning, Transcription, and Translation). Contact Support to enable these services if you have not already.
If Closed Captioning and/or Translation services are selected, CivicPlus automatically bills every month for any services rendered the previous month. All Closed Captioning charges are applied per minute, machine Translation services charges are applied per word per language, and human Translation services are applied per minute per language.
Closed Captioning for events that do not start within 30 minutes of their scheduled start time will fail and will not be retried.
Transcription is available at no additional cost for organizations using Closed Captioning services.
Create an Event Template
Sign in to the system if you have not already
Navigate to the User Menu, then select the Settings option:
Click the Events and Public Portal tile:
Click the Events tile:
In the Events Templates section, click the New Event Template button:
Fill in the Add Event Template fields:
Summary: Enter basic details about the event template:
Name (required): Enter a name for the event template
Note:
The Event Template Name will become 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.
Media Service: Set the default media services for the event template:
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
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 language(s) you wish to translate to for this event template
Additional Details: Fill in the details for this event template:
Notice: Enter a notice message for meetings that use this event template
Keywords: Enter keywords
Address 1: Enter a street address
Address 2: Enter additional street address details, if needed
City: Enter the city in which meetings will take place
State: Enter the state in which meetings will take place
Zip Code: Enter the zip code in which meetings will take place
Media Pause Message: Enter a message that will be displayed if you pause a livestream
Schedule: Indicate the recurrence of meetings that use this event template:
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 (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
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:
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.
Click Continue to proceed with the creation of the template, or click Cancel to return to the Add 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.
The event template has been created and can be applied to events
Copy an Event Template
Sign in to the system if you have not already
Navigate to the User Menu, then select the Settings option:
Click the Events and Public Portal tile:
Click the Events tile:
In the Events Templates section, click the Copy Event Template button:
Enter a name for the new copied template into the Event Template Name field:
Click the Copy Settings From menu and select the event template you wish to copy in the dropdown list:
Click Save and Copy Another to save the new copied template and immediately begin creating a new one, or click Save Changes to save the new copied template and return to the Events page:
The copied event template has been created and can now be edited
Edit an Event Template
Sign in to the system if you have not already
Navigate to the User Menu, then select the Settings option:
Click the Meetings tile:
Click the Events tile:
In the Events Templates section, click the Edit button (purple pencil icon) to the right of the event template you wish to edit:
Update the Edit Event Template fields as desired:
Summary: Edit basic details about the event template if 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.
Media Service: Update the default media services for the event template, if 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: Update the details for this event template, if 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: Update the recurrence of meetings that use this event template, if 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
Click the Save Changes button:
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.
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.
The event template has been edited
Reorder Event Templates
Sign in to the system if you have not already
Navigate to the User Menu, then select the Settings option:
Click the Events and Public Portal tile:
Click the Events tile:
In the Events Templates section, click the Edit Order button:
Click and hold the grid icons to the left of the desired event templates and drag and drop the templates into the preferred order:
Click the Save Changes button:
The event templates have been reordered
Delete an Event Template
Sign in to the system if you have not already
Navigate to the User Menu, then select the Settings option:
Click the Meetings tile:
Click the Events tile:
In the Events Templates section, click the Delete button (red trash can icon) to the right of the event template you wish to delete:
Click the Delete Event Template button on the Delete Event Template pop-up that appears:
The event template has been deleted