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Create & Manage Event Templates

  • Updated:

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.

 

The Event Template field on an example Create Event modal.

 

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.
  • Transcription is available at no additional cost for customers who use Closed Captioning services.

 

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Create 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
    The User Menu with the Settings option highlighted.
  3. Click the Events and Public Portal tile
    The Events and Public Portal tile with a calendar icon on the Site Settings page.
  4. Click the Events tile
    The Events tile with a calendar icon.
  5. Click the New Event Template button
    A white, rectangular New Event Template button.
  6. Fill in the Add Event Template fields
    The Add Event Template modal.
    • 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: 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
  7. Click the Add Event Template button
    A green, rectangular Add Event Template button in the bottom-right corner of the Add Event Template modal.
  8. 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
    A green, rectangular Continue button highlighted on a Warning! pop-up, that can be clicked to confirm that the user wants to proceed with event captions from the As of Date.
    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.
  9. The event template has been created

 

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Edit 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
    The User Menu with the Settings option highlighted.
  3. Click the Meetings tile
    The Meetings tile with a briefcase icon on the Site Settings page.
  4. Click the Events tile
    The Events tile with a calendar icon.
  5. Click the Edit button (purple pencil icon) to the right of the event template you wish to edit
    An example Edit button.
  6. Update the Edit Event Template fields as desired
    The Edit Event Template modal.
    • 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: 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
  7. Click the Save Event Template button
    A green, rectangular Save Event Template button in the bottom-right corner of the Edit Event Template modal.
  8. 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
    A green, rectangular Continue button highlighted on a Warning! pop-up, that can be clicked to confirm that the user wants to proceed with event captions from the As of Date.
    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.
  9. The event template has been edited

 

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Delete 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
    The User Menu with the Settings option highlighted.
  3. Click the Meetings tile
    The Meetings tile with a briefcase icon on the Site Settings page.
  4. Click the Events tile
    The Events tile with a calendar icon.
  5. Click the Delete button (red trash can icon) to the right of the event template you wish to delete
    The Delete button.
  6. Click the Delete Event Template button on the Delete Event Template pop-up that appears
    A red, rectangular Delete Event Template button that can be clicked to confirm the deletion of the chosen event template.
  7. The event template has been deleted

 

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In-Article Glossary

The terms located in this section are listed alphabetically:

  • CC: Closed Captioning

 

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Resources

 

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