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.

The image panel has Download and Copy Image; the text panel has Copy Text, plus Share on devices whose browser supports it. Save Settings stores your choices for next time and for the scheduled email; Run regenerates the preview.

What goes on the graphic

Every run 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.
• Recurring events can be left out with Exclude recurring events on the Automation tab, which affects both the image and the text.

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 Type

The settings panel is split into three tabs: Graphic, Text and Automation. The Graphic tab starts with the layout.

Image Size

Image Size 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.

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 Auto, which lets the graphic grow instead.

The rest of the Graphic tab

Header & Footer Text

The last three settings on the Graphic tab brand the image itself. All three are optional, and all three are drawn in your schedule's own colors and reading direction.

Header image and header text work together: the image sits at the top and the text lands directly below it, which gives you a logo with a tagline under it.

Schedule Variables

Header and footer text support a small set of schedule-wide variables. Unlike the per-event variables used in the text template or in Overlay Text, 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 Text tab controls the block of text next to the image. The template defines how one event is formatted, and it is repeated once per event, with a blank line between entries.

Default Template

If you leave the template blank, the following default format is used:

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

Example Output

*Wednesday* 15/3 | 20:00
*Summer Concert*:
Central Park | New York
https://example.com/event/summer-concert

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 Text tab

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.

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

Generating takes a moment longer with a prompt set, so the text appears first and is replaced when the AI finishes. Your prompt is treated strictly as formatting instructions, and if it cannot be applied the original text is kept. The same prompt is applied to the scheduled email described below.

Example Prompts

Email Scheduling

Have the current graphic and its text emailed on a cadence, using whatever you last saved on the Graphic and Text tabs. This is an internal reminder rather than a campaign: it goes only to the addresses you type into Send To, never to the people following your schedule. To email your followers a designed campaign, use newsletters instead.

Configuration Options

Test Email

Send Test Email sends the real thing immediately, to the same Send To addresses, so save a valid address first. Use it to check the layout 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