Event Templates

Account admins build reusable event definitions on Settings → Calendar Event Templates. Each template answers three questions — where it applies, what it fills in, and when to suggest it — and once saved, it can offer itself to users automatically instead of waiting for someone to build an event from scratch. Each module comes with seeded calendar event templates that you can change, rename, remove, or add to. See Settings for the full list of account-wide configuration areas.

Scoping Templates to Record Types

The first question a template asks is “Where will these events be created?” — pick the record type the template belongs to, such as Legal Entities or Contracts. That choice determines where the template surfaces: it appears only in the event picker for records of that type, not across the account.

A template scoped to Contracts never shows up when someone adds an event to a Legal Entity, and vice versa. If the same kind of event applies to more than one record type, create a separate template for each — templates don’t span types.

Scoping is set once, when the template is created, but the rest of the template — its defaults, recipients, reminders, and suggestion rule — can be edited later from the same Settings screen without changing what record type it belongs to.

Setting Event Defaults and Recipients

The second question, “What’s in these events?”, is where the template does its real work: everything you fill in here pre-fills the event form for whoever uses the template later.

Name, Description, and Recurrence

Set a default name and description so the resulting event is labeled consistently every time. Add a recurrence pattern if the event repeats on its own schedule: every so many days, weeks, months, or years, ending never, on a date, or after a set number of occurrences.

You can also set an optional event date: the date the event is created, or a number of days before or after a date field on the record. Lextree pre-fills the event’s date from it when someone sets the event up, and leaves the date for them to enter when you don’t set one.

Recipients and Reminder Timing

Add default recipients who should be notified, and one or more reminder timings (for example, 90, 30, and 7 days ahead). You can add any number of each. On Business and Enterprise plans, the recipients picker also lists email-only recipients, marked (email only). A note under the picker explains what they will receive, and the picker also lets you add a new recipient. See Email-Only Reminder Recipients.

One rule matters more than the rest: a template with reminder timings but no recipients is not offered to users. Reminders need someone to remind, so the template-editing form warns you if you save reminder timings without at least one recipient. If your template stops appearing where you expect it, check recipients first. Suggestions still arrive from a template with no recipients, because the person setting up the event chooses the recipients then.

Adding Suggestion Rules

The third question, “When should these events be suggested?”, is optional. Leave it blank and the template only appears when a user opens the event picker themselves. Set it, and Lextree proactively suggests the event to the right people, or creates it for them if you choose.

A suggestion rule fires on one of four triggers: on record creation, on a field changing to a specific value, relative to a date field (a set number of days before or after), or on a recurring schedule. Any of the four trigger types can take conditions to narrow which records qualify, for example only records of a certain status, or only where a particular field is set.

Each trigger also has an action: Suggest this event or Create this event automatically. A suggestion asks a user first. An automatic action creates the event with no one in the loop, built from the template’s defaults, and attributes it to System. Automatic creation has these requirements:

• The template needs an event date. As soon as a trigger is automatic, the Event date heading is marked Required for automatic.
• A template with reminder timings also needs recipients.
• It isn’t offered for the record updated trigger, because it would act on every save.
• When the event date comes from a date field, each trigger shows an Also requires line. A record with that field blank doesn’t match, whether the trigger suggests or acts automatically.
• The first time you switch a trigger to automatic, Save asks you to confirm and names what that means for the template, for example that events will be created without reminding anyone.
• Imports and bulk edits never fire either action.

The template list shows whether each template suggests or creates automatically, and on how many triggers.

Because a suggestion rule sits on top of the record-type scoping and event defaults you already set, the same template can suggest itself proactively to the right users while still being available for anyone else to pick manually from the Calendar panel. Configuring the trigger itself — including guard conditions and target audience — is covered in Automation Setup; this page covers only the template side of the trigger.

Where Users See Templates

Templates aren’t a settings-only concept — they change what users see the moment they go to add an event.

The Calendar Panel Picker

When a user opens the Calendar panel on a record that matches a template’s record type, a picker offers the available templates first, pre-filled with their defaults, instead of dropping the user straight into a blank event form.

One Click, Then a Date

Choosing a template from the picker fills in the name, description, recurrence, recipients, and reminders automatically — the user supplies only the date and clicks save. If the template sets an event date, even that is pre-filled. Starting from scratch still works for anything a template doesn’t cover.