Create multiple events for your clients at once using the Bulk Actions feature, saving time and reducing repetitive data entry.

### Overview

The Bulk Actions feature in eCourtDate lets you create events for multiple clients simultaneously instead of adding them one by one. This is especially valuable for agencies that need to schedule hearings, check-ins, or appointments for large groups of clients on a regular basis.

- **What it does:** Creates an event for each client matching your search criteria in a single operation
- **Why it matters:** Eliminates repetitive manual event creation, freeing up staff time for higher-priority tasks
- **Who uses it:** Administrators, clerks, probation officers, and other agency staff responsible for scheduling client events
- **Expected outcome:** All matching clients receive a new event with the details you specify, with optional randomization for dates, locations, and other fields

### Prerequisites

Before you create events via Bulk Actions, make sure you have:

- Admin or event management permissions (`create_bulk_actions`, `update_bulk_actions`)
- Access to the **Bulk Actions** page in the top navigation bar
- A clear understanding of which clients need events (filters, groups, or the full client list)
- Up-to-date client contact information if you plan to trigger reminder messages from the events

### How-To Steps

Follow these steps to create events for multiple clients using Bulk Actions.

#### Step 1: Navigate to Bulk Actions

1. Log in to your eCourtDate agency.
2. Click **Bulk Actions** in the top navigation bar.

#### Step 2: Create a New Bulk Action

1. Locate the **Create Bulk Action** form.
2. Enter a name in the **Action Name** field (this is for internal reference only).
3. Select **Create Events** from the **Action Type** dropdown.
4. Click the **Create** button.

You will be redirected to the newly created bulk action in **Draft** status. If you navigate away and need to return, click **Bulk Actions** in the top navigation bar, find your bulk action in the list, and click the **Edit** button.

#### Step 3: Configure Event Details

Locate the **Bulk Action Settings** section and configure the following options.

**Event Date and Time**

- Set the **Event Start Date** and **Start Time** fields manually. The **Event End Date** and **End Time** fields are optional.
- To randomize scheduling, enable the **Randomly Schedule** checkbox. When enabled, the date and time fields are hidden and events are automatically set in the future during business hours.

> **Tip:** If you manually set a start date and time, make sure they are in the future if you want to trigger reminder messages.

**Event Location**

- Select a location from the dropdown to assign it to each event. An optional **Location Notes** field appears when a location is selected.
- Select the **Random** option to randomly assign a location, or leave blank to skip location assignment.

**Event Flow**

- Select a flow to assign to each event for sending notifications.
- Select the **Random** option to randomly assign a flow, or leave blank to skip.

**Event Judge**

- Select a judge to assign to each event.
- Select the **Random** option to randomly assign a judge, or leave blank to skip.

**Additional Fields**

You can also configure these optional fields based on your needs:

- **Event Case Number**
- **Event Status**
- **Event Type**
- **Event Description**

#### Step 4: Search and Filter Clients

1. Scroll to the **Search Clients** section.
2. Use the available filter options to narrow down your client list. Each filter works as an "AND" operator, meaning clients must meet all selected conditions.
3. Click **Search** to update the results.

By default, all clients are included up to the **Max Limit** value. To randomly select a subset of clients, use the **Random Limit** option.

**Example:** To create events for 10 randomly selected clients in "Group A":

- **Max Limit:** Equal to or greater than your total number of clients (e.g., 100)
- **Random Limit:** 10
- **Enabled Group:** A

#### Step 5: Exclude Individual Clients (Optional)

Skip this step if you do not need to exclude specific clients.

1. In the client results list, locate the **Include** column.
2. Click the checkbox for any client you want to exclude.
3. Verify that an **X** icon appears next to excluded clients.

#### Step 6: Run or Schedule the Bulk Action

There are two ways to execute the bulk action.

**Option A: Live Run**

1. Click the **Live Run** button to process the bulk action immediately.
2. The status changes from **Dispatching** to **Processing** to **Complete**.
3. Processing time depends on the size of your client list.
4. You will receive an email notification when the bulk action is complete.

**Option B: Schedule Run**

1. Click the **Schedule Run** button.
2. Enter the **Scheduled Date** and **Scheduled Time**.
3. Click **Schedule Run** to confirm.
4. You will receive email notifications when processing starts and when it completes.
5. You can continue making changes to the bulk action until processing begins.

> **Tip:** Newly created clients may be included in a scheduled bulk action if the search filters do not exclude them.

#### Step 7: Review Results

1. Click the client icon for any client in the results list.
2. Scroll down to the **Events** section on the client profile.
3. Click on the newly created event to review its details.

### What to Expect

After running the bulk action, each matching client will have a new event created with the settings you configured. The bulk action status will progress through **Dispatching**, **Processing**, and **Complete**. You will receive an email notification once processing finishes. If you assigned a flow with reminder messages, those messages will be scheduled automatically based on the event date.

### Best Practices

- **Test with a small group first.** Run a bulk action with a limited number of clients to verify the event details are correct before processing a larger group.
- **Use descriptive action names.** Name each bulk action clearly (e.g., "March 2026 Check-In Hearings") so you can easily identify it later.
- **Review filters carefully before running.** Double-check your search filters and client count to avoid creating events for unintended clients.
- **Schedule during off-peak hours.** For large client lists, schedule the bulk action to run outside of business hours to minimize any impact on system performance.
- **Verify results after completion.** Spot-check several client profiles to confirm events were created with the correct date, location, and flow.

### Frequently Asked Questions

**Q: Can I edit or cancel a bulk action after it starts processing?**
A: No. Once a bulk action begins processing, it cannot be stopped or modified. Review all settings carefully before clicking **Live Run** or before the scheduled time arrives.

**Q: What happens if a client already has an event on the same date?**
A: The bulk action creates a new event regardless of existing events. It does not check for duplicates, so verify your filters to avoid scheduling conflicts.

**Q: Can I use Bulk Actions to update or delete existing events?**
A: No. The **Create Events** action type only creates new events. To manage existing events, use the individual event editing tools on each client profile.

**Q: How does the "Randomly Schedule" option determine dates and times?**
A: When enabled, the system assigns future dates and times within standard business hours. Each client may receive a different date and time to distribute events across the calendar.

**Q: Is there a maximum number of clients I can include in a single bulk action?**
A: The number of clients is governed by the **Max Limit** setting. For very large groups, consider splitting across multiple bulk actions to simplify tracking and review.

### Troubleshooting

**Issue:** Bulk action status is stuck on "Processing" for an extended period.
**Symptoms:** The status does not change to "Complete" and no email notification is received.
**Solution:**

1. Wait at least 30 minutes, as large client lists may take longer to process.
2. Refresh the page to check for status updates.
3. If the status remains unchanged, contact support through the ticket button in the bottom right corner of eCourtDate.

**Issue:** Events were created for clients who should have been excluded.
**Symptoms:** Clients outside your intended group have new events on their profiles.
**Solution:**

1. Review the search filters you applied to the bulk action.
2. Verify that the **Max Limit** and **Random Limit** values were set correctly.
3. Check that individual client exclusions (the **Include** checkbox) were properly toggled.
4. For future bulk actions, use more specific filters to narrow your client list.

> **Important:** If you continue to experience issues after following these troubleshooting steps, sign in to eCourtDate and create a ticket by clicking the ticket button in the bottom right corner of the screen.

### Related Articles

- [How to Send a Mass Message using Bulk Actions](/how-to-send-a-mass-message-using-bulk-actions)
- [How to Manage Events](/how-to-manage-events)
- [How to Manage Contacts](/how-to-manage-contacts)
- [How to Delete a Scheduled Message for a Client](/how-to-delete-a-scheduled-message-for-a-client)