Event Graphics

Overview

Event Graphics builds two things from your upcoming events at once: a single PNG image made from their flyers, and a block of formatted text listing the same events. Nothing is posted for you, so the result works anywhere:

• Social media posts (Instagram, Facebook, Twitter/X)
• WhatsApp and Telegram messages
• Email newsletters
• Anywhere else you can paste an image or some text

To open it, go to your schedule in the admin panel and choose Events graphic from the Actions menu at the end of the schedule's title row. Anyone on the schedule's team can open the page and generate; saving the settings, uploading a header image and sending the scheduled email are for the owner and admins. The link above the page's title, named after your schedule, goes back to it.

Open full size

Open full size

The page

• Settings are a column beside the result. Layout, Flyers per row and Shape are always open, and five rows open in place under them: Events, Dates and numbers, Header and footer, Caption and Scheduled email. Each row has a line under its name saying what it holds, so a setting can be read without opening it.
• The image redraws by itself about half a second after you change something. While a new one is on its way the old one is dimmed and marked Updating, and its buttons are off. Under it are Copy image, Download, and Share on devices whose browser can share a file, where it hands the image and the caption to another app together. Refresh above it asks for a fresh one, for example after adding an event in another tab, and pressing the image enlarges it.
• The caption stands beside the image on a wide window, with Copy caption. On a smaller laptop one of the two is shown in full and the other as a single line with its button: opening the Caption row, or pressing the arrow beside the caption, swaps them.
• Saving is not needed for a download: what you download is what is on screen. While something is unsaved a bar along the foot of the page names what changed, with Discard changes and Save. Save keeps your settings for next time, and the scheduled email uses the saved ones.
• On a phone the image and the caption come first and the settings follow. A small copy of the image stays in the corner while you change a setting further down, and leads back up.

If some upcoming events use a different timezone than the schedule, and so may show the wrong time on the graphic, a notice at the top of the page says how many, with Review leading to the schedule so you can correct them before sharing.

Which events

The page reads your schedule's upcoming events, earliest first:

• Upcoming or ongoing only. An event that has started but not finished still counts.
• Flyer required for the image. Only events that have their own flyer image are drawn. Events without one still appear in the text, which needs no artwork.
• Hidden events stay hidden. Draft and internal events, unlisted events, password-protected events and cancelled events are never included.
• Up to 20 events. That is the ceiling; Number of events can lower it.
• A recurring event appears once, under its next date. It is placed by that date among your other events, and the image and the caption both show that date, even when the series began weeks ago. Today's date counts until it starts. A series with no date in the coming year is left out.
• Recurring events can be left out with Exclude recurring events, which affects both the image and the caption. The switch is offered once the schedule has a recurring event.

The Events row holds the three settings that decide which events are used:

Every flyer also carries a QR code in its lower corner pointing at that event's page, so a printed or projected graphic still leads people to the listing.

Layout

Layout is the first choice on the page: three tiles, each with a sketch of what it draws, and a line under them describing the chosen one. A layout says how the flyers are arranged; where the result is posted is a matter of Shape.

Flyers per row, under the layout, is how many flyers are drawn before wrapping to the next row, from 1 to 10, or Auto. On Auto, Rows puts every flyer on one long line, so pick a number to wrap it; the page shows such a line at a readable height and lets you scroll along it. Flyers per row is switched off for List, which puts one event on each line.

Shape

Shape fits the finished graphic to a fixed social-media shape. The graphic is scaled to fit inside the shape and centered, and the padding around it is filled with your schedule's own background, so nothing is ever cropped or stretched. Under the five shapes the page gives the chosen one's size in pixels and where it is used.

A fixed shape is a fixed number of pixels, so the more events you include the smaller each flyer is drawn inside it. Twenty events fill a grid roughly twice the width of a Square post, which halves every flyer and its text. If the artwork is coming out too small to read, lower Number of events or switch back to Natural, which lets the graphic grow instead.

Dates and numbers

The Dates and numbers row holds what is drawn on each flyer. The date strip applies to Grid and Rows; the List layout writes each name and date itself.

Header & Footer Text

The Header and footer row brands the image itself. Its settings are all optional, and the text is drawn in your schedule's own colors and reading direction.

The pieces stack in order: the header image at the very top, then the profile image, then the header text, then the events. A banner with your logo under it and a tagline below that takes all three.

Schedule Variables

Header and footer text support a small set of schedule-wide variables. The most used ones are buttons under each field: press one to put it in. Unlike the per-event variables used in the caption's wording or on the date strip, these describe the schedule or the batch as a whole, not any single event.

The date variables read "now" in your schedule's timezone. Per-event variables such as {event_name} are not available here, because a header covers the whole batch.

Examples

• Spring Lineup {month_name} {year}
• {schedule_name} - Upcoming Events
• {first_event_date} to {last_event_date}

Text Template

The Caption row controls the caption that goes with the image. The template defines how one event is written, and it is repeated once per event, with a blank line between entries.

Open full size

Open full size

Default Template

Until you save a template of your own, the How each event is written box opens filled in with this one:

*{day_name}* {date_dmy} | {time}
*{event_name}*:
{short_description}
{venue} | {city}
{url}

The same default is used if the box is empty, and by a scheduled email sent before any template was saved. Use the default wording, under the box, puts it back. The variables you are most likely to want are buttons under the box. A template can be up to 2,000 characters.

Example Output

*Wednesday* 15/3 | 20:00
*Summer Concert*:
Live jazz with local artists
Central Park | New York
example.com/summer-concert

The link has no https:// and no event id unless you turn on Start with https:// or End with the event's ID, described below. An event with no short description has no third line.

Showing a price before and after a coupon

When an event carries a coupon, {discounted_price} is the price with the discount already taken off and {original_price} is what it was before. Both are bare figures with no currency symbol, so you write the currency and the wording yourself. They are written the way prices are, with the currency's decimal places and a thousands separator (1,224.50), which is a little different from plain {price} (1234.5) - worth knowing if you put the two on one line.

*{event_name}*
{discounted_price} ₪ ({original_price} ₪) with {coupon_code}

*Summer Concert*
119 ₪ (149 ₪) with SAVE30

The pair is blank together, so an event with no coupon prints neither figure. The wording and symbols you typed around them still print, though, so on such an event that line comes out as ₪ (₪) with and nothing else. Use this shape on a schedule where every event carries a coupon.

Both figures are also blank on any event that sells tickets or takes RSVPs through the platform. The coupon is a pointer at an outside ticket link, and nothing here redeems it, so quoting a discounted price on an event we take the money for would advertise a total the checkout will not charge.

If only some of your events run coupons, give the price and the coupon their own lines. A line is dropped only once nothing but spaces and punctuation is left on it, which is exactly what happens to the coupon line when both of its variables come back empty:

{price} ₪
{coupon_code} {coupon_discount}

One catch: a currency symbol, or any word you type yourself, is not punctuation, so it survives on its own. On a free event, where {price} is blank, that first line still prints a lone ₪. If your schedule mixes free and paid events, put the symbol on a line that always has something else on it. The text on the date strip is stricter still: it never drops a line, so anything you type there prints even when every variable on it came back empty.

Blank values clean themselves up

You do not need a separate template for events that have no venue or no price. If a variable comes back empty, a stranded | separator around it is removed, and a line left with nothing but punctuation is dropped from that event's entry.

The rest of the Caption row

Quick Reference

Most templates only need these essential variables. Copy the ones you need:

See All Variables below for the complete list including date formats, end times, and more.

All Template Variables

Use these variables in your template. They are replaced with the actual event data when the text is generated. An unknown variable is left in place, so a typo shows up as itself rather than disappearing.

Date & Time

Dates and times are rendered in the schedule's timezone, so the image and the text always agree.

Event Information

Venue Information

All five are blank when the event has no venue.

Ticket Information

Custom Fields Pro - Requires the Pro plan

If you have defined Event Custom Fields in your schedule settings, you can include their values in graphics using numbered variables.

Custom field variables follow the number shown beside each field in your schedule's settings. For example, if your first custom field is "Speaker Name", then {custom_1} shows the speaker's name. A yes/no field prints as Yes or No. A field marked private always prints nothing, here and on the date strip, because its answers are for the schedule's team only.

On the date strip

The same variables work in Text instead of the date on the flyer strip, with four exceptions: {url}, {number}, {month_pad} and {day_pad} are caption-only and are left as they are there. Keep it short: it is drawn on one line across the width of a flyer.

Language and Direction

Date and time variables like {day_name}, {month_name}, and {time} are written in your schedule's language and respect its 24-hour time setting. Text for a Hebrew or Arabic schedule is also marked so it pastes right-to-left into apps like WhatsApp, while the event links stay intact.

If your schedule uses a non-English language and translates into English, you can turn on In English in the Caption row to produce the caption, and the dates and event details on the graphic itself, in English instead. English translations of event and venue names are used when available, falling back to the original values.

AI Text Prompt

How It Works

The prompt runs after your template, on the finished text. It rewrites the text output only: the image is never changed, and the original events are passed along as reference data so the model does not have to invent names, venues or prices. Typical uses:

• Add emojis to make posts more engaging
• Translate the listing to another language
• Adjust formatting for a specific platform
• Add hashtags or mentions

AI rewrites the caption once when the page opens: the plain caption appears first and is replaced when the rewrite finishes, with a line above it saying it was rewritten. After you change a setting or the instruction the page does not rewrite again by itself. The line says which caption you are looking at, the plain one or one made with the earlier instruction, and offers Rewrite. Your instruction is treated strictly as formatting instructions, and if it cannot be applied the plain caption is kept and the page says so. The same instruction is applied to every scheduled email described below. An instruction can be up to 2,000 characters. On eventschedule.com each schedule gets 50 AI content requests a day, an allowance this field shares with the AI details generators of the event and schedule forms; past it the page says the limit was reached and keeps the plain caption.

Example Prompts

Email Scheduling

Have the current graphic and its text emailed on a cadence, using the settings you last saved. This is an internal reminder rather than a campaign: it goes only to the addresses you type into To, never to the people following your schedule. One email goes to all of them, so each sees the others' addresses. To email your followers a designed campaign, use newsletters instead.

Configuration Options

Send it now

Send it now sends the real thing immediately, to everyone in To. The email is built from the saved settings, so while something is unsaved the button reads Save and send it now and does both. Use it to check the result before you leave the schedule running.

See Also

• Sharing Your Schedule - More ways to share your events
• Creating Events - Add events and upload the flyers this page composes
• Schedule Styling - The colors the graphic inherits
• Analytics - Track views and engagement from shared graphics
• Newsletters - Send designed email campaigns to your audience