How to Customize Event Submission Email Templates

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With a Timely account, you can customize your event submission email templates and messages. This way, when event submitters submit events to your calendar, they will receive a personalized email notification on the status of their submission, for example. In this post, you will learn all the required steps to customize event submission email templates.

1. Event Submission Events Email Templates

If you promote events organized by others, you may want to add an event submission form to your website events calendar. To make this task easier and more intuitive, we’ve created a specific menu for “Community Events” on Timely event platform. In this new menu, you can manage all your event submission settings, including form fields, automations, submission fees, and email templates.

With respect to event submission, currently, there are 8 types of messages our event management software sends to your users and submitters automatically:

  • Event Submission Email Templates – Event Related Notification
    • Event Accepted
    • Event Not Published
    • Event Submitted
    • New Event Submission
  • Event Submitters Email Templates – Accept / Reject Use
    • Submitter Access Requested
    • Submitter Request Approved
    • Submitter Request Rejected
    • Submitter Welcome

If your subscription plan includes email customization, you will be able to customize all of these are the email templates. Continue reading to learn how.

2. How to Customize Email Templates

Follow the steps below to customize your standard event submission email templates:

  1. Go to your Timely dashboard;
  2. On the left side menu, click on Community Events;
  3. On the submenu, click on Templates;
  4. You will see all available event submission email templates;
screenshot of Timely event management platform highlighting the community events menu
  1. Hover the mouse over the email template you want to customize and click “edit”.
print screen of Timely event app dashboard highlighting event submission email templates edit function

You will see a new page where you can edit your template. These are the items you can edit/change:

  • Email subject
  • Header
  • Body
  • Footer

To edit a field, just click on the box under the subject and start typing.

2.1 Using Dynamic Fields on your Email Templates

Even if you want to create a template using your own words, we recommend personalizing your message as much as possible. You can do that by adding dynamic fields to your event submission email template.

Dynamic fields are a feature that pulls information directly from Timely’s database, and populates your email template automatically. This way you can personalize all your emails at once, without having to type one email at a time.

You can add any relevant dynamic field while editing your email template. On the top right corner of your screen, you will see the option to insert dynamic fields. You just need to click on this feature, and choose the appropriate field on the dropdown menu. Then, the chosen dynamic field will be added automatically. 

screenshot of Timely event management software dashboard showing dynamic fields options for email customization

2.2 Email Subject

The Email subject is the first thing people see when receiving your email. 

screenshot of email subject field

Note: This is the only place where dynamic fields won’t work. Don’t try to add them there.

2.3 Header

The email header is your greeting to the person who will receive the email. You can use dynamic fields and personalize it with names and other information you find useful.

print screen of Timely event management software dashboard email template header section

2.4 Body

The body of your email is the main message your submitters or users will receive. The system already comes with a standard message, but you can edit it anyway you want.

print screen of Timely event management platform dashboard email template body section

2.5 Footer

You will also be able to edit the footer of your email. The footer is your farewell. You can add your name, team’s information, company logos and whatever else you’d like.

print screen of Timely event management sustem dashboard email template footer section

2.6 Preview, Save, Cancel or Restore Default 

After editing all email sections, you will have the option to preview your email. To confirm how people will see it in their inboxes, just add your email address and click “send preview”.

If all looks good, all you need to do is to save your new event submission email template. If the final result is not what you had in mind, just click “restore default” to go back to the standard template.

Print screen: buttons for save, cancel and restore actions

For more user guidance, please go to our Help Center. If you have any questions or need additional assistance, do not hesitate to contact us. Alternatively, you can open a support ticket from your Timely account’s dashboard.