Purpose Statement

The Templates section within Events and Activities Setup enables administrators to create, manage, and organize reusable event templates that contain specific and repeatable criteria for efficiently creating similar events. Templates streamline event creation by providing pre-configured settings, reducing manual data entry, and ensuring consistency across recurring events while maintaining data integrity and improving departmental efficiency.

Background Information

Event templates serve as standardized blueprints for recurring events, containing pre-configured settings that can be repeatedly used to create similar events with consistent parameters. Templates support operational efficiency by reducing the time and effort required to create routine events while ensuring standardization across similar activities.

The template system supports both active and inactive template management, allowing administrators to temporarily deactivate templates without deletion while maintaining the ability to reactivate them as needed. Templates can include comprehensive event details including resource assignments, documentation, and specific requirements that automatically populate when the template is used for event creation.

Required Permissions

Based on the system permissions structure, users need the following permissions to manage templates within Events and Activities Setup:

Required for Templates Setup Access:

• Events > General > Events Setup
• Events > General > Manage Event Templates

Note: The video content demonstrates template creation and management functionality including these specific permission requirements.

Video

Step-by-Step Guide

Accessing Templates Setup

1. Navigate to Templates Configuration
   • Go to Events and Activities module → Setup
   • Select the "Templates" section to access template management functionality
     

Understanding Template Search and Filtering

1. Use Template Search Functionality
   
   • Enter keywords into empty fields at the top to search within specific data points
   • Use dropdown fields to filter the template list by specific criteria
   • Click "Search" to initiate the search and display filtered results
     
   • Click "Reset" to clear search parameters and return to default values
     
     
     
     

Creating New Event Templates

1. Initiate Template Creation
   • Click "Create Template" to begin creating a new event template
     
     
     
     
2. Configure Required Template Fields
   • Template Name: Enter a descriptive name for the template (required)
   • Event Name: Specify the default event name for events created from this template (required)
   • Event Type: Associate the template with one or more event types (required)
3. Set Status Update Requirements
   • Require Status Update: Enable to require event participants to manually mark events as completed
4. Configure Resource Associations
   • Apparatus: Associate template with specific apparatus for consistent resource planning
   • Fire Stations: Link template to particular fire stations for location-based events
   • Shifts: Connect template with specific shifts for scheduling coordination
5. Add Descriptive and Supporting Information
   • Notes: Add description to clarify event purpose, requirements, or special instructions
   • Attachments: Include handouts, specific documents, or supporting information
   • Attached materials become available to event participants when attending events created from the template
6. Finalize Template Creation
   • Click "Create" to complete template setup
     

Managing Template Status

1. Deactivate Active Templates
   • Click the X icon next to active templates to deactivate them
   • Confirm deactivation when prompted
     
     
     
     
     
2. Reactivate Inactive Templates
   • Change search criteria to show inactive templates and click "Search"
   • Locate the template you want to reactivate and click the check mark icon to make the template active again
   • Confirm your selection to reactivate the template
     

Editing and Deleting Templates

1. Edit Existing Templates
   • Click the pencil icon next to templates to modify their configuration
   • Update template settings, resource associations, or supporting information
   • Save changes to update the template
     
     
     
     
     
2. Delete Individual Templates
   • Click the trash can icon next to specific templates to remove them permanently
   • Confirm deletion when prompted to complete the removal process
     
     
     
     
     
3. Bulk Template Deletion
   • Select multiple templates using the selection controls
   • Click the bulk delete trash can icon to remove multiple templates simultaneously
   • Confirm bulk deletion to process all selected template removals
     

Best Practices

Do's

• Use descriptive template names that clearly indicate their purpose and application
• Complete optional fields to maximize template value and data integrity
• Include comprehensive attachments and documentation for participant reference
• Regularly review and update templates to reflect current operational requirements
• Use active/inactive status management rather than deletion to preserve template options
• Associate templates with appropriate resources (apparatus, stations, shifts) for consistency

Don'ts

• Don't create templates with insufficient information that require extensive manual completion
• Don't neglect to include supporting documentation and attachments when relevant
• Don't delete templates that might be needed again - use inactive status instead
• Don't create overlapping or duplicate templates that cause confusion in event creation
• Don't forget to test templates by creating sample events before full implementation
• Don't overlook the importance of clear notes and descriptions for template guidance

Tips & Recommendations

• Start with templates for your most common or routine events to maximize efficiency gains
• Coordinate template creation with event type management for consistent organization
• Train event creators on proper template selection and usage for optimal effectiveness
• Document template purposes and intended applications for administrative reference
• Consider seasonal or operational period variations when creating template structures
• Use template attachments to provide standard handouts and reference materials
• Regular audit template usage and effectiveness to identify optimization opportunities

Troubleshooting & FAQs

Q: I created a template but can't find it when creating events. What should I check?
A: Verify that the template is active and not deactivated. Check that you have the proper permissions to use templates in event creation. Also ensure the template was properly saved and appears in the active templates list. Inactive templates won't be available for event creation.

Q: Can I modify a template after it's been used to create events?
A: Yes, you can edit templates at any time using the pencil icon. Changes to templates will affect future events created from the template, but won't modify existing events that were previously created using the original template configuration.

Q: What's the difference between deactivating and deleting a template?
A: Deactivating makes a template inactive and unavailable for use, but preserves it for potential future reactivation. Deleting permanently removes the template from the system. Use deactivation for seasonal or temporarily unused templates, and deletion only for templates that will never be needed again.

Q: Why can't I see inactive templates in my list?
A: The default view shows only active templates. To see inactive templates, you need to change the search criteria to show inactive templates and click "Search." This will display deactivated templates that can be reactivated if needed.

Q: Can I associate one template with multiple event types?
A: Yes, the template creation process allows association with one or more event types. This provides flexibility for templates that might be applicable across different event categories while maintaining consistent configuration.

Q: How do attachments in templates work when creating events?
A: Attachments added to templates become available to event participants when they attend events created from that template. This ensures that standard handouts, documents, and reference materials are consistently available across all events created from the template.

Related Articles

1. Events & Activities Setup: General
   
2. Events & Activities Setup: Notifications
3. Events & Activities Setup: Daily Log
4. Events & Activities Setup: Programs
5. Events & Activities Setup: Event Types
6. Events & Activities Setup: Event Checklist