How to Add Users to your Timely Account

With a Timely account, you can add users to your events calendar. You can also give them different permissions depending on their roles in your organization. This way, it is easier for you to manage and optimize the events that are added to your calendar. Continue reading to learn how to add users to your Timely account.

1. How to Add Users?

The users tab, within My Account, where you can add new users.

To create user accounts, navigate to My Account then click on Users. Then, click on the green plus button in order to add a new user.

A new page is going to open on the screen. There, you are able to enter the following information about your new user:

First name
Last name
Email
User role: select from the dropdown (Author, Editor, Administrator, Attendant, or Space Administrator).
If you wish to give a user permission to manage webhooks, click on the box “Manage Webhooks”.
You can also select which email notifications the user should receive. (These will vary based on the user role, as will be explained below).
Once you finish creating the new user, click Save. Timely software will send an automated email to the user with instructions on how to log in to your account.

User card overview with settings and individual permissions

2. What Are the User Roles and Permissions?

The roles have different accesses within the calendar. Available roles are:

Owner: Allows access to the whole calendar settings, email notification, plus sensitive account information, such as plan upgrade and billing.
Administrator: Allows access to the entire calendar settings, plus can receive email notifications.
Editor: Allows publishing and editing all events in the calendar, plus can receive email notifications.
Author: Allow publishing and editing only their own events, plus can receive email notifications.
Attendant: Allows to scan QR codes on event tickets.

You can check each user’s permissions in the table below:

Permissions	Owner	Admin	Editor	Author	Attendant
Create and edit own events	YES	YES	YES	YES	NO
Create and edit own events	YES	YES	YES	YES	NO	Create and manage filters and categories for own events	YES	YES	YES	YES	NO
Create RSVP/Tickets for own events	YES	YES	YES	YES	No	Create and manage filters and categories for own events	YES	YES	YES	YES	NO
Create RSVP/Tickets for own events	YES	YES	YES	YES	No	Edit and manage events and filters for others	YES	YES	YES	NO	NO
Manage users and submitters	YES	YES	NO	No	No	Edit and manage events and filters for others	YES	YES	YES	NO	NO
Manage users and submitters	YES	YES	NO	No	No	Manage RSVP/Tickets and invoices	YES	YES	No	NO	No
Import Events	YES	YES	No	No	No	Manage RSVP/Tickets and invoices	YES	YES	No	NO	No
Import Events	YES	YES	No	No	No	Manage Newsletters	YES	YES	No	No	No
Manage Social Media Settings	YES	YES	No	No	No	Manage Newsletters	YES	YES	No	No	No
Manage Social Media Settings	YES	YES	No	No	No	Manage Design Settings	YES	YES	No	No	No
Manage General Settings	YES	YES	No	No	No	Manage Design Settings	YES	YES	No	No	No
Manage General Settings	YES	YES	No	No	No	Scan QR Codes	YES	YES	No	No	YES
List all calendars under the account	YES	YES	No	No	No	Scan QR Codes	YES	YES	No	No	YES
List all calendars under the account	YES	YES	No	No	No	View and edit billing information	YES	No	No	No	No
Upgrade Plan	YES	No	No	No	No	View and edit billing information	YES	No	No	No	No

Please note that the Calendar Owner is able to add new users and assign them their respective roles. However, a Calendar Owner cannot make someone else a Calendar Owner. If you are a Calendar Owner and wants to transfer the account ownership to another person, please contact us.

2.1 Automated Notifications

In addition to creating system users, with Timely you also have the power to customize and designate the users who will receive notifications. This feature allows you to manage and streamline the flow of automated emails generated by the system.

Currently, the software sends out automated emails for various events and interactions, such as RSVPs, ticket purchases, cancellations, booking requests, and event creation/updates. Here’s a breakdown of the notification categories:

RSVP or Ticket Purchases: Users can receive automated notifications when attendees RSVP or purchase tickets for an event. This ensures that the relevant users are promptly informed about participant engagement and ticket sales.
RSVP or Ticket Cancellations: Notifications are triggered when there are cancellations for RSVPs or ticket purchases. This allows users to stay up-to-date on changes in attendance and ticket availability.
RSVP Booking Requests: Alerts users about new booking requests that require approval before confirmation.
Event Submission: When someone submits an event, users can be notified through automated emails. This also notifies the user about event submission edits and cancellations made by submitters. Available for Editors and Administrators.
Event Creation and Updates: Automated notifications are sent when a new event is created or when there are updates to existing events. This keeps users informed about any changes made to the events in their purview.
Membership plan purchases: Sends an email when a membership plan is purchased. Available for Administrators.

2.2 Notification Settings by User Role

Only Attendants cannot receive email notifications. For the other user types, each role has different access to notifications. The following outlines what notifications each role receives:

2.2.1 Authors

Authors can receive notifications about:

RSVP or Ticket purchases
RSVP or Ticket cancellations
RSVP booking requests
Event creation and updates

2.2.2 Editors

Editors can receive notifications about:

RSVP or Ticket purchases
RSVP or Ticket cancellations
RSVP booking requests
Event submission
Event creation and updates

2.2.3 Administrators

Administrators can receive notifications about:

RSVP or Ticket purchases
RSVP or Ticket cancellations
RSVP booking requests
Event submission
Event creation and updates
Membership plan purchases

3. Managing Calendar Users

If you are a Calendar Owner or an Admin User, you can manage other users. To do so, go to your Timely accoIf you are a Calendar Owner or an Admin User, you can manage other users. To do so, go to your Timely account, click on the My Account menu, and then on the Users tab.

In the user list, you’ll see information for all users. Each user appears in a row showing their name, email, and role. If you wish, you can use the filters to list users by their names, email addresses or roles.

From there, you can update each user’s properties individually. Hover over the user’s name you wish to manage. The available options are: Edit, Download User Activity, or Delete.

Overview of calendar users and option to edit.

4. How Do Users Log in and Access the Calendar?

New Timely users will receive an invitation by email. They will need to create an account with a password, and then login into Timely’s event platform to be able to access the calendar.

Current Timely users will also receive an invitation by email. After logging in with their Timely credentials, current users must click on their profile icon in the top-right corner to switch between their own calendars and the new one they were invited to.

Need Additional Help?

For further guidance and support, please visit our Help Center. If you have any inquiries or need assistance, don’t hesitate to contact our customer success team by opening a support ticket from your Timely account’s dashboard.

Moreover, in case you require additional assistance in implementing and using Timely event management system, we are happy to assist. Explore all the professional services we can offer you, and get in touch with us today!