Call Templates & Recurring Series | Calls for Artists | Crafted Call
Call Templates & Recurring Series
Gallery OwnersUpdated Jun 13, 2026
Call Templates & Recurring Series
If your gallery runs the same type of call multiple times per year—monthly open studios, seasonal group shows, or annual juried exhibitions—Crafted Call's templates and series features save you hours of configuration work. This guide shows you how to create reusable call templates and set up recurring calls.
Call Templates: Save & Reuse
A call template captures all the configuration from one call so you can quickly create similar calls in the future. Instead of rebuilding fees, fields, jury rubrics, and dates from scratch each time, you build once and duplicate dozens of times.
Creating a Template from an Existing Call
The easiest way to create a template is to build a well-configured call first, then save it as a template.
Step 1: Configure a call fully
Set up your requirements, fees, submission windows, custom fields, and jury rubrics exactly as you want them. Test it if possible.
Step 2: Save as Template
Once the call is configured, navigate to the call's settings menu. Select Save as Template. Give the template a clear name:
"Monthly Open Studio (Summer)"
"Annual Juried Photography Exhibition"
"Small Group Show Template"
Step 3: Review template contents
The template captures:
Dates and exhibition names are not included in the template—you'll set these fresh for each call.
Using a Template to Create a New Call
Once you have a template saved, creating a new call takes minutes.
Step 1: Create New Call
Navigate to Calls and click New Call. You'll see an option to Start from Template.
Step 2: Choose your template
Select the template that matches your use case (e.g., "Monthly Open Studio").
Step 3: Customize dates and metadata
The template populates all fields, fees, and custom questions. Update:
Call title: e.g., "January 2026 Open Studio"
Submission deadline: set the date/time
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Notification date: when jurors and artists will be notified
Exhibition dates: opening, closing, drop-off, pickup windows
Call description: specific context for this instance
Step 4: Save and launch
Review the configuration and publish the call.
Tip: Create a "master template" for each type of recurring call you run. Keep it updated with your best practices. Each new call takes 10–15 minutes to spin up.
Managing Templates
Viewing your templates
Go to Settings → Call Templates to see all saved templates. You can:
Edit a template (update the configuration it contains)
Delete a template (archived; cannot be undone)
Preview a template (see what a call created from it would look like)
When to update a template
If you refine your process—e.g., you add a new custom field, adjust jury criteria, or change fees—update the template for future use. This ensures consistency across repeated calls.
Call Series: Recurring & Automated
A call series automates the creation of recurring calls. Instead of manually creating 12 monthly open studios, define a pattern once and Crafted Call generates each call on schedule.
Setting Up a Series
Step 1: Choose a base call
Start with a well-configured call that will serve as the template for the series. Or create a new call and designate it as part of a series.
Step 2: Define recurrence
Set the recurrence pattern:
Monthly: same day each month
Quarterly: every three months
Annual: same month/day each year
Custom: define any repeating interval (e.g., every 6 weeks)
Step 3: Set series parameters
Start date: when the first call in the series launches
End date: when the series ends (or leave blank for ongoing)
Number of cycles: how many calls to generate (e.g., 12 for a yearly series of monthly calls)
Naming pattern: define how each call is named. Example: "Open Studio - [Month] [Year]" becomes "Open Studio - February 2026", "Open Studio - March 2026", etc.
Step 4: Configure date shifts
For each cycle, dates shift automatically:
Submission deadline moves forward one cycle
Notification date moves forward
Exhibition dates move forward
So if your base call has a March 15 deadline, the next cycle automatically gets an April 15 deadline, then May 15, etc.
Step 5: Save and generate
Crafted Call creates all calls in the series at once. Each is a standalone call with shifted dates, but they share the same configuration (fees, fields, jury rubrics).
Managing a Series
Viewing active series
Go to Calls → Series to see all recurring call patterns. You can:
View all calls generated by a series
Edit future calls individually (adjust dates or description)
Pause a series (stop generating new calls)
End a series early (set an end date)
Updating a series after launch
If you want to change the jury rubric or add a custom field to all future calls in a series, you can:
Edit the series configuration
Apply changes to "future calls only" (doesn't affect past/current calls)
Or create a new series with updated settings and retire the old one.
Series vs. Templates: When to Use Each
Use a Template if:
Your gallery runs similar calls sporadically (not on a fixed schedule)
You want flexibility to customize each call's dates and description
You might want to manually create calls rather than automate them
Use a Series if:
You run recurring calls on a predictable schedule (monthly, quarterly, annual)
Date calculations are repetitive and error-prone if manual
You want Crafted Call to generate calls on schedule automatically
Best practice: Use Series for core programming (e.g., "Monthly Open Studio"), and Templates for one-off or irregular calls.
Duplicating Calls
Sometimes you just want a quick one-time copy of a call—useful for last-minute scheduling or tests.
Step 1: Find the call
Navigate to the call you want to copy.
Step 2: Click Duplicate
Select the Duplicate option from the call menu. Crafted Call creates an exact copy with a new name (e.g., "My Call Copy").
Step 3: Customize
Update the title, dates, and description. The copy retains all fees, custom fields, and jury configuration.
Step 4: Publish
The duplicated call is ready to go.
Duplication is quicker than templates if you only need to copy once. For reuse, save as a template instead.
Best Practices for Templates & Series
Name clearly: Template names should describe the call type. "Monthly Open Studio (12-week)" is better than "Template 1".
Document template intent: Add a description to each template noting its purpose and typical timing. Example: "Use for open studio series; adjust dates for each month's deadline."
Review before launch: Before publishing a call created from a template or series, double-check dates and custom wording. Template dates may need tweaks.
Archive old templates: If you no longer use a template, archive it so your template list stays clean.
Version control manually: If you refine a template significantly, you might save the old version under a new name (e.g., "Monthly Open Studio v1.0 Legacy") before updating the current one.
Next steps: After creating your call, move to submissions intake in "The Submissions Intake View."
