Create an event with the right template
Set the document, timing and location before adding the participant roster.
Create the event around the actual group attending, not just the person who made the booking. The event connects a selected template to its invitation list, so the document choice deserves a check before you add contacts or send anything.
Use an event name the desk can recognize on arrival day. Include enough context to distinguish two sessions or similar bookings without placing private guest information in the title.
Choose the event name and template.
Open Events and create a new event. Enter its name and choose the template that applies to the activity. Review the document before selecting it. The current event form does not let you change that template after the event has been created, so settle the choice before continuing.
Check time, location and instructions.
Enter the start and end information and select the location when applicable. Make sure the end follows the start. Use the description for useful arrival context, such as where to meet or what participants should bring. Keep the signing task distinguishable from general booking instructions.
Create the event and inspect it.
Choose Create event and review the resulting event details. Confirm the template and location once more before adding the roster. If the booking changes later, review what the existing form and invitations still apply to rather than silently treating a substantially different activity as the same event.
Try it with a realistic visit.
Use a small test event for a morning group session. Read its name, time, template and location as if you were the staff member opening the roster on the day. Then compare those details with the booking instructions. A similar event name is easy to select by mistake when the same organizer brings groups more than once.
Before adding recipients, confirm that the document applies to the intended activity and the desk can distinguish this event from another session. If the event’s fixed template choice is wrong, resolve that setup issue before any invitation is sent.
The wrong template was selected.
Do not send invitations while the document is wrong. The edit form locks the template selection after creation. Review the event with the responsible administrator and set up the correct event route before distributing invitations.
Can we edit an event after creating it?
The event has an Edit flow for its details, but the selected template is fixed in the current form. Check the impact of changes on instructions already sent to guests.
A quick check before you go.