Templates

Templates allow you to create reusable structures that can be applied across multiple events. Instead of building forms, certificates, emails, and surveys from scratch each time, create a template once and use it whenever you need it.

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Time Saver
Templates are especially useful if you run similar events regularly. Create your templates once, then quickly apply them to new events.

Template Types

Medtribe supports five types of templates:

Template Type Purpose
Application Forms Reusable forms for screening attendees before booking
Booking Forms Reusable forms for collecting information during checkout
Certificates Reusable certificate designs for completion certificates
Emails Reusable email content for attendee communications
Surveys Reusable survey structures for feedback collection

Accessing Templates

Templates are managed from the Templates section in the main navigation. You'll see tabs for each template type:

Creating Templates

Form Templates (Application & Booking)

  1. Go to Templates
  2. Select Application Forms or Booking Forms
  3. Click Create Template
  4. Enter a template name
  5. Add questions using the form builder
  6. Save your template

Available Question Types

Question Type Best For
Short Text Names, job titles, brief answers
Long Text Descriptions, explanations, detailed responses
Single Choice Yes/no questions, selecting one option
Multiple Choice Selecting multiple options from a list
Dropdown Selecting from a long list of options
File Upload Collecting documents, images, or certificates
Date Collecting dates (expiry dates, availability)

Question Settings

Each question can be configured with:

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Application vs Booking Forms
Application forms are submitted before booking and can be approved/rejected. Use them to screen attendees for eligibility. Booking forms are filled during checkout. Use them to collect dietary requirements, special needs, or additional information.

Certificate Templates

  1. Go to Templates → Certificates
  2. Click Create Template
  3. Choose a layout design
  4. Customise the certificate content:
    • Certificate title
    • Dynamic fields (attendee name, event name, date)
    • Accreditation points
    • Custom text
  5. Preview and save

Certificate Dynamic Variables

Use these variables in your certificate content - they'll be replaced with actual data when generated:

Variable Outputs
{{attendee_name}} Full name of the attendee
{{event_name}} Name of the event
{{session_date}} Date(s) of the session attended
{{provider_name}} Your organisation or provider name
{{accreditation_points}} CPD/accreditation points awarded
{{certificate_number}} Unique certificate reference number
{{issue_date}} Date the certificate was issued
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Dynamic Fields
Certificate templates support dynamic fields that automatically populate with attendee and event information when certificates are generated.

Email Templates

  1. Go to Templates → Emails
  2. Click Create Template
  3. Enter a template name and subject line
  4. Compose your email content using the rich text editor
  5. Insert dynamic variables for personalisation
  6. Preview your email to check formatting
  7. Save your template

Email Dynamic Variables

Variable Outputs
{{first_name}} Attendee's first name
{{last_name}} Attendee's last name
{{event_name}} Name of the event
{{session_date}} Session start date
{{session_time}} Session start time
{{location}} Event venue or "Online"
{{provider_name}} Your organisation name

Common Email Template Uses

  • Pre-event reminders - Send a few days before with joining instructions
  • Welcome messages - Thank attendees for booking
  • Follow-up emails - Request feedback after the event
  • Resource sharing - Send materials or recordings
  • Certificate notifications - Let attendees know their certificate is ready

Survey Templates

  1. Go to Templates → Surveys
  2. Click Create Template
  3. Enter a template name
  4. Add survey questions using the builder
  5. Configure question settings (required, descriptions)
  6. Arrange questions in logical order
  7. Save your template

Survey Question Types

Question Type Best For
Rating Scale (1-5) Measuring satisfaction or agreement levels
Net Promoter Score 0-10 scale for "How likely to recommend"
Single Choice Yes/no or select one option
Multiple Choice Select multiple applicable options
Open Text Free-form feedback and suggestions
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Effective Surveys
Keep surveys short (5-10 questions) for better completion rates. Start with rating questions, end with open text for detailed feedback.

Using Templates

When creating content for an event, you can choose to start from a template:

  1. Open your event
  2. Navigate to the relevant section (Forms, Certificates, Emails, or Surveys)
  3. Click to add new content
  4. Select From Template
  5. Choose your template from the list
  6. The content is created with all template settings
  7. Customise if needed for this specific event
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Template Independence
When you use a template, a copy is created for your event. Changes to the event's copy don't affect the original template, and vice versa.

Managing Templates

Template Actions

Action Description
Edit Modify the template structure and content
Duplicate Create a copy of the template
Delete Remove the template permanently
Transfer Move the template to your organisation

Template Limits

The number of templates you can create depends on your plan:

  • Each plan has a limit on total templates
  • The limit applies across all template types
  • You can see your current usage in the Templates section
  • Upgrade your plan if you need more templates

Templates and Organisations

If you're part of an organisation (team), templates work with the workspace system:

Personal Templates

  • Created before joining an organisation
  • Only visible to you
  • Can be transferred to your organisation

Organisation Templates

  • Visible to all team members
  • Can be used by anyone in the organisation
  • Stay with the organisation if you leave

Transferring Templates

To share your personal templates with your team:

  1. Go to Templates
  2. Switch to your Personal workspace
  3. Select templates to transfer
  4. Click Transfer
  5. Choose your organisation
  6. Confirm the transfer
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One-Way Transfer
Once transferred to an organisation, templates cannot be moved back to your personal workspace. The template becomes team property.

Common Questions

If I edit a template, does it update existing content?
No. Templates and the content created from them are independent. Editing a template only affects new content created from that template going forward.
Can I import templates from another account?
Templates cannot be imported directly. However, you can recreate templates manually or ask support for assistance with large migrations.
Why can't I see some templates when creating an event?
Some templates may be disabled if they're already in use on your event, or if you've reached your template limit. Check your template list for details.
Can I share templates with other Medtribe users?
Templates can only be shared within your organisation. They cannot be shared with users outside your organisation.

Best Practices

  • Name templates clearly - Use descriptive names that indicate the template's purpose (e.g., "Healthcare Professional Application" rather than "Application 1").
  • Create templates for common scenarios - If you run similar events, create templates for each type.
  • Keep templates updated - Review and update templates periodically to ensure they're current.
  • Transfer to organisation - If you work with a team, transfer templates so everyone can use them.
  • Document your templates - Consider adding notes to template names about when to use them.
  • Clean up unused templates - Delete templates you no longer need to stay within limits.

Related Guides

For questions about templates, contact support@medtribe.com.