🏠 Overview › 👥 User Roles ›📖 Use a Recurring Template for Repeating Group Activ...

Use a Recurring Template for Repeating Group Activities

Many coordinators manage the same recurring group activities week after week — for example, a fixed Tuesday training session with the same 8 peer mentors. Creating a recurring template allows them to save the participant list, activity type, and default duration so that future registrations only require confirming the date and any exceptions. The template selector shows available saved templates when entering bulk registration mode. Applying a template pre-fills all fields; the coordinator can adjust before confirming.

MEDIUM story-proxy-bulk-activity-registration-coordinator-004 5 pts
5
Story Points
Medium
Priority
Proxy & Bulk Activity Registration
Feature

User Story

As a Coordinator
I want to save a bulk activity configuration as a recurring template and apply it in future registrations
So that I can register the same weekly group session in seconds each week without re-selecting participants and re-entering details every time

Acceptance Criteria

  • Given I have completed a bulk registration, when I am on the confirmation screen, then I see an option to 'Save as recurring template' with a name field
  • Given I have saved a template named 'Tuesday Group Session', when I enter bulk proxy registration mode in future, then I see a 'Use template' option at the top of the mentor selection screen
  • Given I select a saved template, when it is applied, then the mentor list is pre-selected, activity type is pre-filled, and default duration is set based on the saved template
  • Given a template is applied with 8 mentors, when I adjust the date to today and confirm, then 8 individual activity records are created without requiring any other input
  • Given a template exists, when I view template management, then I can rename, edit, or delete templates
  • Given a peer mentor has left my chapter since the template was saved, when I apply the template, then the system filters out the removed mentor and notifies me that one participant was excluded

Business Value

For coordinators running the same group sessions every week, the template feature converts a 3-minute data entry task into a 20-second confirmation. Over a year, this saves hours of coordinator time per recurring activity. It also reduces input errors since activity type and participant selection are already validated from the first successful registration, making the system significantly more reliable for ongoing reporting obligations.

Components

Proxy & Bulk Activity Registration
Related Feature
Coordinator
User Role