How to Create Events via Bulk Actions

The **Create Events** bulk action schedules a new event for every client your search returns, so you do not add events one client at a time.

### Overview

A **Create Events** bulk action pairs one set of event settings with one client search. Every client the search returns receives an event built from those settings, and the search runs again when the action processes, so the list is current at run time.

- **What it does:** Creates one event per matching client using the date, location, flow, judge, and other values you configure
- **Why it matters:** Replaces repetitive one at a time entry for hearings, check-ins, and appointments
- **Who uses it:** Agency staff with permission to create and update bulk actions
- **Expected outcome:** Each processed client gets a new event, each event queues your agency's event created automated messages, and you receive a completion email with a PDF report

### Prerequisites

Before you create events this way, make sure you have:

- The `create_bulk_actions` permission, which covers creating and running a bulk action
- The `update_bulk_actions` permission, which covers saving changes and scheduling a run
- **Bulk Actions** visible in your top navigation
- Locations, flows, and judges already set up if you plan to assign them (locations under **Admin** > **Locations**, flows under **Admin** > **Messaging** > **Flows**, judges under **Admin** > **Settings** > **Judges**)

### How-To Steps

#### Create the bulk action

1. Click **Bulk Actions** in the top navigation.
2. Enter a name in the **Action Name** field of the **Create Bulk Action** card.
3. Select **Create Events** in the **Action Type** dropdown.
4. Click **Create**.

eCourtDate opens the new bulk action and its status badge shows DRAFT. To reopen it later, return to **Bulk Actions** and click the **Edit** icon on its row.

#### Configure the event settings

These fields sit in the **Bulk Action Settings** card on the left side of the page. Your agency can rename event labels, so your wording may differ.

1. Check **Randomly Schedule** to let eCourtDate pick the date and time, or leave it unchecked to set them yourself.
2. Enter the **Event Start Date** and **Event Start Time**, which stay hidden while **Randomly Schedule** is checked.
3. Enter the **Event End Date** and **Event End Time** if the event needs an end.
4. Select an **Event Location**, or select **Random** to vary the location per client.
5. Enter **Event Location notes**, a field that appears once you select a location.
6. Select an **Event Flow** to control which automated messages the event sends, or select **Random**.
7. Select an **Event Judge**, or select **Random**.
8. Enter an **Event Case number** to stamp on every created event.
9. Select an **Event Status**.
10. Select an **Event Type**.
11. Enter an **Event Description**.
12. Click **Save**.

The **Random** option appears in the location, flow, and judge dropdowns only when your agency has more than one of that record.

#### Search for the clients

1. Scroll to the **Search Clients** card.
2. Enter a value in **Limit**, the max number of results to return.
3. Enter a **Random Limit** to process a random subset of those results.
4. Set any of the other filters, such as event flow, location, status, and type, client status, client type, assigned judge, creator, and the event date and time ranges.
5. Click the group pills under the **Client Groups** count to limit the search to those groups.
6. Click **Search**.

Clicking **Search** saves the bulk action and refreshes the results. The heading above the table shows how many clients match, the table loads 25 rows at a time, and **Load more** brings in the rest. A client must match every filter you set, though selecting several group pills matches clients in any of those groups.

#### Exclude individual clients

Skip this step if you do not need to exclude anyone.

1. Find the client's row in the results table.
2. Click the green check button in the **INCLUDE** column.
3. Confirm the button turns into a red X, which marks that client as excluded.

Exclusions save with the bulk action and are skipped at run time. You can only toggle rows that are loaded, so click **Load more** first if the client sits further down the list.

#### Run the bulk action now

1. Click **Live Run**.
2. Watch the status badge move from DISPATCHING to PROCESSING to COMPLETE.

#### Schedule the bulk action instead

1. Click **Schedule Run**.
2. Enter the **Scheduled Date** and **Scheduled Time** in the **Schedule Bulk Action** window, using a date and time in the future.
3. Click **Schedule Run** to confirm.
4. Click **Cancel Schedule** if you need to call it off before it starts.

#### Review the results

1. Click the client icon on any row in the results table to open that client record in a new tab.
2. Review the **Events** card on the client record to confirm the new event.
3. Click **CLIENTS CSV** above the results table to download the client list.

### What to Expect

A live run sets the status to dispatching, then the processing job moves it to processing and finally to complete. A scheduled run is picked up within about five minutes of the scheduled time. Every processed client gets one new event, and each event queues your agency's event created automated messages unless the event date is more than 90 days in the past. If you leave **Event Flow** or **Event Location** blank, each event falls back to your agency default flow and default location. When a scheduled run starts you receive an email titled Bulk Action: your action name is Processing, and when any run finishes you receive Bulk Action: your action name is Complete, which carries the client total, a link back to the action, and a PDF report of the clients processed and excluded.

### Best Practices

- Run a trial first by setting **Limit** to a small number, checking the events it creates, then raising the limit.
- Select an **Event Flow** on purpose, because a blank flow falls back to your agency default flow.
- Use **Random Limit** when you only need a sample of the matching clients.
- Click **Save Template** on a configuration you repeat so you can start from it again, and click **Remove Template** to unmark it.
- Check the client count above the results table before you run, because the search runs again at process time and can pick up clients added in the meantime.

### Frequently Asked Questions

**Q: How does Randomly Schedule choose the date and time?**

A: It picks a weekday between 1 and 30 days out and a start time between 8:00 AM and 2:00 PM in your agency time zone. It only applies while **Event Start Date** is empty, so clear that field if you want random dates.

**Q: How many clients can one run include?**

A: The **Limit** field caps it. New bulk actions inherit the **Default Bulk Actions Limit** from **Data and Retention** on **Admin** > **Settings**, and processing falls back to 1000 when the limit is blank or not a positive number.

**Q: Does this action skip clients who already have an event that day?**

A: No. It creates an event for every client it processes, so tighten your filters or exclude rows in the **INCLUDE** column when you want to avoid duplicates.

**Q: Can I stop a run?**

A: You can click **Cancel Schedule** while the status is scheduled. Once an action has run, the **Live Run**, **Schedule Run**, and **Search** buttons are hidden for the rest of its life.

**Q: Can I run the same action again?**

A: Yes. Open **Tools** and click **Duplicate** for an editable copy, or click **Replay** to re-run an action that is complete, canceled, failed, or stuck on dispatching.

### Troubleshooting

**Issue:** The completion email reports zero clients.

**Symptoms:** The status reaches COMPLETE, the client count stays at 0, and no events appear on client records.

**Solution:**

1. Reopen the bulk action and review the filters in the **Search Clients** card.
2. Confirm **Limit** holds a positive number.
3. Check the **INCLUDE** column for rows you excluded by mistake.
4. Open **Tools** and click **Duplicate** to run a corrected copy.

**Issue:** Events landed on dates you did not choose.

**Symptoms:** The new events are spread across weekdays over the next month instead of the date you entered.

**Solution:**

1. Reopen the bulk action and uncheck **Randomly Schedule**.
2. Enter the **Event Start Date** and **Event Start Time** you want.
3. Click **Save**.
4. Open **Tools** and click **Duplicate**, then run the copy.

**Issue:** The **Live Run** and **Search** buttons are missing.

**Symptoms:** The bulk action already ran, and the buttons no longer appear above the results table.

**Solution:**

1. Open **Tools** and click **Duplicate** to create an editable copy with the same settings.
2. Adjust the settings and search on the copy.
3. Click **Live Run** or **Schedule Run** on the copy.

> **Important:** If you continue to experience issues after following these troubleshooting steps, open the **Help** menu in the top right of eCourtDate and click **New support ticket**.

### Related Articles

- [How Bulk Actions Work](/how-bulk-actions-work)
- [How to Send a Mass Message using Bulk Actions](/how-to-send-a-mass-message-using-bulk-actions)
- [How to Assign Tasks via Bulk Actions](/how-to-assign-tasks-via-bulk-actions)
- [How to Create Payments via Bulk Actions](/how-to-create-payments-via-bulk-actions)
- [How to Schedule Recurring Bulk Actions](/how-to-schedule-recurring-bulk-actions)
- [How to Manage Events](/how-to-manage-events)