Event templates save you time by enabling you to easily pre-configure the details of recurring meetings. This article will guide you through how to create, edit, and delete event templates.
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 customers who use 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
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
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
Note:
Closed Captioning for events that do not start within 30 minutes of their scheduled start time will fail and will not be retried.
Click the Add Event Template button
View the pop-up that states Closed Captions will be generated for events with videos from As of Date. Do you want to proceed? and click the Continue button
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
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
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: Enter basic details about the event template
Name (required): Enter or edit the name of the event template
Category (required): Select a category for the event template
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
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 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
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
Note:
Closed Captioning for events that do not start within 30 minutes of their scheduled start time will fail and will not be retried.
Click the Save Event Template button
View the pop-up that states Closed Captions will be generated for events with videos from As of Date. Do you want to proceed? and click the Continue button
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
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
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