Calendar templates

Appointment templates live at the organisation level. You author them once in Settings > Organization > Appointment templates and everyone in your workspace can reach for them. A template pre-fills the parts of an event that stay the same: the customer-facing title and description, a default time slot, the people who should join, and an optional Teams or Meet video link. Booking a recurring appointment type like a site survey, an install date, or a signing call becomes a single pick.

Before you start

• You need access to Settings > Organization > Appointment templates to author, reorder, or archive templates. This authoring surface is controlled by your role.
• To create an event from a template, the calendar feature must be enabled for your company. If the calendar feature has been switched off, your Reonic account manager can re-activate it. You can still manage the template library while the calendar feature is off; you reach the + New event flow that applies a template once the calendar feature is on.
• Decide what stays fixed across every instance of this appointment type (title, description, length, invitees) and what you'll set per event (the date, and which calendar it lands on).

Author a template

1. Open Settings > Organization > Appointment templates.
2. Click + New template.
3. Give the template an internal Name. This is how your team finds it in the picker, and customers never see it.
4. Fill in the customer-facing title and customer-facing description. These are what the customer sees on the event.
5. Set a default time slot (from and to), the default start time and length that pre-fill when the template is applied.
6. Add the default invited users, the internal team members who should be on every event of this type.
7. Turn on the video-meeting toggle if you want a Teams or Meet link generated automatically.
8. Click Save. The template now appears in the picker for everyone in your workspace.

Note: A template does not carry a destination calendar. You choose which calendar the event lands on when you create the event, not when you build the template, so the same template works across any calendar.

Apply a template when creating an event

1. Click + New event on the calendar grid.
2. In the event drawer, choose to apply a template and pick one from the list of non-archived templates.
3. The template's values fill the event: customer-facing title and description, the default time slot, the invited internal users, and the video-meeting setting.
4. Adjust anything for this event, then pick the destination calendar.
5. Click Save.

Add a video-meeting link

Turn on the video-meeting toggle on the template to have a video link generated automatically each time the template is applied:

• On a Microsoft-connected calendar, it generates a Teams link.
• On a Google-connected calendar, it generates a Meet link.
• On a Reonic-native calendar, there's no connected provider to ask for a link, so the toggle has no effect.

Pro tip: The link only fires when the event lands on a Microsoft- or Google-connected calendar. If a video link isn't appearing, check that the calendar you're booking into is a connected provider calendar.

Reorder and archive templates

1. Reorder templates by dragging the rows so the ones your team uses most sit at the top of the picker. The new order is saved and shows wherever templates are listed.
2. Archive a template you no longer offer. Archived templates drop out of the picker, but their data is preserved, so an archived template can be restored later.

Things to know

• Templates are shared across your workspace. One shared library across everyone in your organisation.
• Applying a template copies its values once. When you pick a template, its values are copied onto the new event. Editing the template later updates only future events created from it, not events already created.
• No destination calendar is stored on the template. You always choose the calendar when you create the event.
• Managing the library and creating events are gated differently. Authoring, reordering, and archiving templates depend on your role. Creating an event from a template additionally needs the calendar feature switched on for your company.

Need help?

If a template isn't behaving as expected, or the calendar feature is switched off for your company, contact Reonic support. Include a screenshot and describe what you were doing when it happened.

Last updated on August 4, 2026