With a Timely account, you can set up an event submission form integrated with your online events calendar, receive event submissions from your community, and easily manage and automate approvals. In this post, you will learn all the steps to approve and manage events submitters.
1. What Is an Event Submitter?
An event submitter is an individual or organization that submits event requests using your public Timely event calendar. These users may be community members, partners, or staff who want to promote their events on your public calendar.
2. Approving New Event Submitters
When a new user signs up to your events calendar as an event submitter, you will receive a notification by email.
You can then login into your Timely account and approve or reject the new event submitter. You can also choose to automatically approve all events submitted by that particular event submitter.
3. Managing Event Submitters
To manage event submitters, go to your Timely account, click on the Community Events menu, and then on the Submitters tab. There, you will find information about all your submitters and be able to change properties for each of them, individually.
3.1. Adding a New Event Submitter
To add a submitter manually, click on the green “+” button. Enter the submitter’s first name, last name, and email, assign a role and status, and define whether you want to automatically approve their events or allow them to cancel events.
3.2. Finding Event Submitters
You can filter your submitters by their names, email addresses or statuses. The status options are:
- Accepted;
- Pending; or
- Rejected.
Just click on the desired option, and the list will be filtered accordingly.
3.3. Editing Event Submitters’ Information
If you want to update information about any event submitter, place the cursor over the selected submitter, and then click on the Edit option.
A panel will open on the right side of the screen. You will be able to see the submitter’s First Name, Last Name and Email, but cannot change this information. Only the event submitter can change these fields.
The fields you will be able to change are the following:
a) Role:
- Author;
- Editor;
- Administrator;
- Submitter; or
- Attendant.
* Be careful when changing permissions because you can turn a submitter into an administrator of your calendar, with full permissions.
b) Status
- Approved; or
- Rejected.
* The pending status is only available when the submitter creates an account using the Public Calendar, and you need to decide whether you will approve or reject this submitter.
c) Automatically Approve All Events from this Submitter
You can choose to automatically approve space booking requests submitted by trusted users. To enable this setting, simply check the appropriate box in the submitter’s profile and click ‘Save’.
Please note that this option is only available to you if the “Automatically approve new events submitted” box in the Community Events Settings is unchecked.
d) Automatically Approve Event Edits from this Submitters
This feature is only available if the Contacts Management module is enabled. When this option is checked, any future edits submitted by this individual—to events they originally submitted—will be automatically approved and published without requiring manual moderation.
e) Allow this Submitters to Cancel Events
This feature is only available if the Contacts Management module is enabled. When this option is enabled, the selected submitter will be able to cancel their own events directly, when they are logged to their “My Events” area of the public calendar interface.
To enable any of these options, simply check the corresponding box in the submitter’s settings and click Save.
f) Additional Information
This section requires the Contacts Management module to be enabled and the creation of custom fields for submitters. These custom fields are managed in the Contacts menu settings. You can learn more about setting them up in the Contacts module guide.
Once configured, the Additional Information area allows you to collect and store more context about the submitter, beyond the standard name and email address included in a submitter account. For example, you may wish to request:
- Phone – Add the requester’s contact phone number.
- Faculty/Student/Member Status – Indicate whether the requester is affiliated with your organization (e.g., as a faculty member or student) by selecting Yes or No.
These fields are fully customizable, so you can tailor the information collected to suit your organization’s needs.
3.4. Deleting Event Submitters
To delete a specific event submitter, place the cursor over the selected submitter, then click on the Delete option (trash can icon).
A popup will open for you to confirm the decision. Click the Delete button to confirm, or the Cancel button to go back to the list of event submitters.
3.5. Rejecting Event Submitters
If you do not wish to allow a submitter to submit events, you can change their status to Rejected. This will prevent them from submitting or editing any events in the system.To do this, go to the Submitters tab, hover on the submitter’s name, and click on reject (X icon). Rejected submitters will remain in your list for reference, but will no longer have access to submit or manage events.
By following these steps, you can successfully manage event submitters and maintain quality and consistency in your event listings.
Need Additional Help?
For further guidance and support, please visit our Help Center. Additionally, 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 offer, and feel free to get in touch with us today!