A template keeps the file and field layout so you are not rebuilding the same packet every time.

1. Create or open a template.
2. Upload the file and place fields.
3. Assign fields to chairs (role labels such as Employee or Guardian).
4. Save. Saving does not use a request from your quota.
5. When you need to send, choose Use template, fill in real names and emails for each chair, set title / message / deadline, and send. That send uses one request.

Chairs live on the template. People live on the request.

If an open request has the wrong file, templates cannot rewrite it. Void the request, fix the template if needed, then Use template again.