Templates & Repeating Events

Overview

Admins can save any Event as a reusable Template and use it alongside the Recurring Events feature to programmatically schedule the same Event far into the future. A demo video shows both features working together.

What are Templates?

Templates save and reuse Event and Series configurations so Admins don't have to manually re-enter the same settings each time. Load a Template when creating an Event and all the details pre-fill automatically. Benefits include:

• Save time by reusing common Event or Series configurations
• Ensure consistency across similar Events at your Club
• Share standardized setups across different locations
• Track version history and roll back to previous configurations if needed

Template types

Templates come in two types:

1. Event Template — stores configuration for a single Event (Open Play, Clinic, Tournament, etc.), including optional default recurrence settings
2. Series Template — stores configuration for a series of recurring Events, including both the series settings and the underlying Event configuration

Template statuses

• Draft — being worked on, not yet available for use
• Published — active and available when creating new Events or Series
• Archived — no longer in use but kept for historical reference

Only Templates with Published status appear in the Template selector when creating an Event. Templates scoped to specific locations only appear when creating Events at those locations.

Accessing Templates

Navigate to Templates from the main menu. You'll see a list of all Templates for your Club, filterable by type, status, name, and location.

Creating a Template from scratch

1. Click + Template in the top right corner.
2. Select the template type: Event Template or Series Template.
3. Enter a Name (required) and optional Description.
4. Choose which locations this Template applies to:

   • Check All Locations (Global) to make it available everywhere.
   • Or click Restrict to specific locations to select specific regions, areas, or pods.

Franchise permissions:

• Admins with franchise-level permissions (e.g., Pickleball Kingdom) can only see and use Templates saved within their franchise.
• Admins with global permissions can save a Template to all Clubs.
• Global Templates cannot be edited by a franchisee Admin without global privileges.

Configure Event settings

• Reservation Type — Event type (Open Play, Clinic, Tournament, etc.)
• Duration — default duration in minutes
• Event Name — default name for Events created from this Template
• Total Teams — number of teams/spots available
• Team Size — players per team
• Max Guests — maximum guests per participant

Configure Pricing

• Admission Rate — prices for Members and Non-members
• By Membership — custom pricing for specific Membership types
• Signup Opening — controls when different Customer types can sign up (Members vs. Non-members)

Configure Restrictions

• Membership Restrictions — limit the Event to members only, or to specific Membership types
• Rating Restrictions — minimum and maximum rating requirements for participants

Configure Features

Toggle on or off for Events created from this Template:

• Waitlist
• Show Spots Left
• Public Attendee List
• Quick Replays
• Custom Replays
• Enhanced Replays
• Submit Match Results

Configure Publishing settings

• Picture — upload a default image (1200x630 PNG or JPG)
• Tags — add Event tags for categorization
• Public Description — rich text description Customers will see
• Visibility — listed in the App or unlisted

Configure Recurrence (Event Templates only)

Set default recurrence patterns:

• Repeats — Daily, Weekly, Monthly, Yearly, or Custom
• Quantity — number of repetitions
• For Custom recurrence, select specific days of the week

Configure Series settings (Series Templates only)

• Series Description
• Signup Limit Offset — days before the series when signups close
• Listed — whether the series appears in public listings
• Series Pricing — full series and per-unit rates for Members and Non-members

Save the Template

Set status to Draft (still in progress) or Published (ready for staff), then click Save.

Creating a Template from an existing Event or Series

1. Open the Event or Series you want to use as a Template.
2. Select Create Template.
3. Enter a Name and optional Description.
4. Click the link in the success notification to edit the Template further.

All settings from the source Event or Series are carried over automatically.

Applying a Template when creating an Event

1. Start creating a new Event from the Dashboard.
2. Open the Load from template... dropdown and select a Template.
3. All settings from the Template pre-fill automatically.
4. Modify any settings before saving.

Important: The Template dropdown is only available at Event creation. Once an Event has been saved, the dropdown is greyed out and cannot be applied.

Templates are filtered by Event Type and location. For example, an Open Play Event only shows Open Play Templates.

If the courts saved on the Template are unavailable, an error appears. You can continue without courts or coaches applied.

Editing a Template

1. Click the Template name to open it.
2. Make your changes.
3. Click Save.

Each save automatically creates a new version. Previous versions are preserved in version history.

Version history and rollbacks

Open a Template and click Version History to see all previous versions, including who made changes and when.

To roll back:

1. Open Version History.
2. Find the version to restore.
3. Click the Rollback icon and confirm.

Rolling back creates a new version with the restored settings. The full version history is preserved.

Filtering and searching Templates

Use the filters at the top of the Templates page:

• Type — Event or Series
• Status — Draft or Published
• Search — by name
• Location — by region, area, or pod
• Show Archived — toggle to include archived Templates

Archiving a Template

Open the Template, change the status to Archived, and save. Archived Templates:

• Are hidden from the list by default
• Cannot be used when creating new Events
• Can be viewed by enabling Show Archived
• Can be restored by changing status back to Draft or Published

Recurring Events

Recurring Events lets Admins create an Event on a repeating schedule, similar to a calendar app.

Conflict handling

When creating a Recurring Event, the system checks for:

• Court conflicts — one or more Events in the recurrence overlap with existing Events using the same courts during the same time range
• Coach conflicts — one or more coaches assigned to the Event are unavailable on one or more recurrence dates

If conflicts are found, a list of all conflicting Events and/or coaches is displayed with two options:

• Ignore conflicts / Apply anyway — Events are created as scheduled. Conflicts will exist and must be resolved manually from the calendar.
• Cancel — No Events are created. Adjust the recurrence or resolve conflicts first.

Note: Series editing (modifying all instances of a recurrence at once) is not yet supported. It will be added in a future release.

Using Templates with Recurring Events

The recommended workflow for scheduling the same Event type far into the future:

1. Create an Event with all desired settings and save it as a Template.
2. Start a new Recurring Event and select the Template from the dropdown.
3. Configure the recurrence pattern (frequency, end date).
4. Review any conflicts and choose to apply or cancel.