Purpose Statement
The Templates feature allows administrators to create reusable event templates that streamline event creation.
Templates improve efficiency, ensure consistent data entry, and support accurate reporting by pre-populating repeatable event criteria. Templates can also be pinned as Quick Links, allowing users to quickly create an event from a commonly used template.
Background Information
Event Templates are designed for activities that occur regularly or share consistent details, such as recurring training sessions, inspections, meetings, or community outreach events.
Using templates helps departments:
- Reduce repetitive manual entry
- Maintain standardized event configuration
- Improve reporting consistency
- Increase data integrity
- Provide quick access to commonly used event templates
Administrators can search and filter templates using keywords or dropdown filters. Most columns in the template list are sortable, though column positions cannot be rearranged.
Templates can also be pinned as Quick Links. Pinned templates are available when creating an event from the Daily Operations Calendar View, allowing users to start an event directly from a preconfigured template.
Required Permissions
Users must have the following permissions:
- Access to the Events & Activities Module
- Administrative or configuration permissions for:
- Template Management
- Event Type Access
- Module Settings
Important: Template management actions such as editing, deactivating, deleting, or pinning may depend on the user's assigned permissions.
Template management is typically restricted to administrators or designated data managers.
Video
Step-by-Step Guide
Access the Templates Area
- Open the Module Stack.
- Navigate to Events & Activities.
- Select Setup.
- Select Templates.
Search and Filter Templates
- Use the keyword search bar to locate templates by name or criteria.
- Apply available dropdown filters to refine the results.
- By default, the list may be filtered to display active templates.
- Adjust the active filter if you need to view inactive templates.
Create a New Template
- Select Add Template
- Complete the required fields:
- Template Name
- Event Name
- Event Type
Configure Require Status Update, if applicable.
When enabled, users assigned to the event must select Complete when the event has concluded for the event to be considered completed.
- Add any applicable optional information, such as:
- Apparatus
- Fire Stations
- Shifts
- Notes
- Attachments
- Select Save or Create.
The template will now appear in the Templates list.
Edit an Existing Template
- Locate the template in the list.
- Select the Edit icon.
- Update the necessary fields.
- Select Update to save the changes.
Pin a Template as a Quick Link
- Locate the template you want to make quickly accessible.
- Select the Pin option for the template.
- The template will be added as a Quick Link.
Use a Pinned Template from Daily Operations
- Navigate to Events & Activities.
- Select Daily Operations.
- Open Calendar View.
- Select the desired day on the calendar.
- Locate the Quick Link for the pinned template.
- Select the Quick Link to begin creating an event using the preconfigured template.
Deactivate a Template
- Locate the template in the list.
- Select the X icon to deactivate it.
- Confirm the action if prompted.
Deactivated templates will no longer be available for event creation but remain stored in the system.
Reactivate a Template
- Adjust the search or filter criteria to display inactive templates.
- Locate the desired template.
- Select the Check Mark icon to reactivate it.
Delete a Template
- Locate the template.
- Select the Delete icon.
- Confirm the deletion when prompted.
Delete Templates in Bulk
- Select multiple templates using the available selection controls.
- Select the available Bulk Delete action.
- Confirm the deletion when prompted.
Best Practices
- Create templates for recurring events such as:
- Annual compliance activities
- Shift meetings
- Public education events
- Regular training activities
- Pin frequently used templates as Quick Links to reduce the number of steps required to create common events.
- Reserve Quick Links for templates that personnel use regularly so the list remains easy to navigate.
- Include applicable optional fields to improve efficiency, data accuracy, and reporting quality.
- Use consistent naming conventions for Template Names.
- Use Require Status Update when personnel must explicitly confirm that an event has been completed.
- Deactivate templates instead of deleting them if they may be reused in the future.
- Periodically review templates and Quick Links to remove outdated configurations.
Troubleshooting & FAQs
Where do I manage Events and Activities templates?
Navigate to Events & Activities > Setup > Templates.
Why can't I edit, deactivate, delete, or pin a template?
These actions may depend on your assigned permissions. Contact your department administrator if the required action is unavailable.
What does Require Status Update do?
When enabled, the user or personnel assigned to the event must select Complete after the event concludes. Otherwise, the event will not be considered completed.
What happens when I pin a template?
The template becomes available as a Quick Link, providing faster access when creating an event from the Daily Operations Calendar View.
Where can I find a pinned template?
Navigate to Events & Activities > Daily Operations, open Calendar View, and select a day. The pinned template will be available as a Quick Link when creating an event.
Should every template be pinned as a Quick Link?
Not necessarily. Quick Links are most useful for templates that personnel use frequently.
How do I view inactive templates?
Adjust the active filter in the Templates area to include inactive templates.
Should I deactivate or delete an outdated template?
Deactivate the template if it may be needed again in the future. Delete it only when it is no longer needed and should be removed.