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How to Customize Event RSVP and Ticket PDF Templates

With a Timely account and Timely event ticketing plan or ticketing add-on, you can customize your RSVP PDF and the Ticket PDF templates. Moreover, you can add or remove dynamic information to the templates and make it more adapted to your needs. This functionality is useful for creating a more personalized ticket experience for your customers. Learn all the steps here.

1. Timely Standard Event RSVP & Ticket PDF Templates

Timely's standard PDF template, for both tickets and RSVPs / Registrations, has a clean and modern design. The image below shows an example of the Ticket PDF a customer will receive by email after buying an event ticket.

print screen a Ticket PDF that a customer receives by email

2. Customizable Event RSVP & Ticket PDF Templates

To customize your event RSVP or Ticket pdf template, go to your Timely account dashboard, and then click on Settings>Templates. There are many types of templates you can edit, including emails and PDF templates. They are separated by type.

print screen of the Templates tab on the Settings Menu of the Timely Event Management Software

Choose which template you want to customize. Either Ticket PDF Template or RSVP PDF Template. Then, click on the “Edit” button. A box will open on the right panel and you will be able to edit your PDF Template.

3. Customize your Title Subject Line

The templates will vary depending on whether they are Ticket or RSVP, but the changes are minor in the default templates and you can customize the template for each of them separately. By doing so you can create customized templates that are unique both for tickets and RSVP.

print screen of the edit title of the Ticket and RSVP PDF Template

Remember that you can always go back to the original template by clicking the Restore Default Button at the end of the page.

4. Customize your PDF Content

Timely allows you to customize your PDF template content in a variety of ways, from changing the default fields to adding your own custom text. 

You can change the following sections of the PDF template:

  • Header;
  • Body; and
  • Footer.

You can also insert or edit a hyperlink using the Insert/edit link button, next to the underline button in the editing toolbar.

print screen of the editing area of Timely's dashboard with the Insert/edit link highlighted with a green squared border

When you click the button a box will appear and you can add the following properties:

  • URL;
  • Text to display;
  • Title and
  • Target.
print screen of the Insert link box that opens when you click on the Insert/edit link

For example, to add a link to Timely’s Event Management Software web page in a new window, you can set the properties to:

  • URL: https://time.ly/
  • Text to display: Timely | Event Management Software
  • Title: Timely | Event Management Software
  • Target: new window
print screen of the Insert link box filled with the correct information to open the Timely’s Event Management Software web page in a new window

5. RSVP and Ticket PDF Templates Dynamic Fields

Dynamic fields are a feature that pulls information directly from your event database, and populates your email template automatically, instead of typing them out every time.

You may want to use dynamic fields to quickly pull in your clients’ contact details, such as name and email address, or your event details, like event title, date and location. Usually, dynamic fields are used to personalize standard messages.

The example below shows the Content Header and Body dynamic fields options:

print screen of Timely dashboard showing dynamic Fields On Your PDF Templates

6. Dynamic Fields Description

6.1 General information

Field CodeField NameDescription
addToCalendarAdd to CalendarWhen this hyperlink is clicked by a user, the event is added to their own calendar 
attendeeFullNameAttendee Full NameThe full name of the attendee
calendarIconCalendar IconThe image icon for the calendar where the tickets were purchased or RSVP'd.
calendarLogoCalendar LogoThe image logo for the calendar where the tickets were purchased or RSVP'd.
calendarTitleCalendar TitleThe title of the calendar where the tickets were purchased or RSVP'd.
calendarURLCalendar URLThe website address of the calendar where the tickets were purchased or RSVP'd.
customerEmailCustomer EmailThe email of the customer who purchased or RSVP'd.
customerFirstNameCustomer First NameThe first name of the customer who purchased or RSVP'd.
customerLastNameCustomer Last NameThe last name of the customer who purchased or RSVP'd.
endDateEnd DateThe end date of the event
endTimeEnd TimeThe end time of the event
eventDateEvent DateThe date of the event where the tickets were purchased or RSVP'd.
eventThumbnailEvent Image
eventTitleEvent TitleThe title of the event where the tickets were purchased or RSVP'd.
eventURLEvent URLThe event URL or link where individuals can RSVP or purchase tickets to the event. 
extraInformationAdditional InformationThis field lets the user add additional information to an event that can be added in the Event Details page for each specific event.
qrCodeQR CodeThis dynamic field will print the QR Code in the PDF template.
qrCodeImageQR Code ImageThis dynamic field will print the QR Code image in the PDF template.
quantityQuantityThe total number of tickets purchased or RSVP'd.
startDateStart DateThe start date of the event.
startTimeStart TimeThe start time of the event.
ticketInformationTicket InformationAny extra field added to the Ticket or RSVP template will be listed in the email in the following format:

Ticket: John Doe
E-mail: johndoe@fakemail.local
First question Answer for first question
Second question Checked

Ticket: Jane Doe
E-mail: janedoe@fakemail.local
First question Answer for first question
Second question Not checked
ticketInformation
WithCancellation
Ticket Information with link to cancel ticketsAny extra field added to the Ticket or RSVP template will be listed in the email in the following format with the cancellation link:

Ticket: John Doe
E-mail: johndoe@fakemail.local
First question Answer for first question
Second question Checked
If you want to cancel click here.

Ticket: Jane Doe
E-mail: janedoe@fakemail.local
First question Answer for first question
Second question Not checked
If you want to cancel click here.
venueTitleVenueThe name of the Venue where the event will take place.
venueAddressVenue AddressThe address of the Venue where the event will take place.
venueCityVenue CityThe City of the Venue where the event will take place.
venueWebsiteVenue WebsiteThe URL of the Venue where the event will take place if it is an online event, or the URL where you can find information online about an event.

6.2 RSVP/Registration only

Field CodeField NameDescription
rsvpNumber RSVP #
The order number of the RSVP / Registration ticket.
rsvpNameRSVP NameThe ticket type name you gave in the Event Details page. The type/name of the RSVP.

6.3 Ticket only

Field CodeField NameDescription
currencyCurrencyThe currency of the ticket of the event.
ticketNumberTicket #The order number of the ticket.
ticketNameTicket NameThe ticket type name you gave in the Event Details page. The type/name of the ticket.
ticketPriceTicket PriceThe price of the ticket.

7. Preview PDF

After editing your template, you can preview the PDF simply by clicking the Preview PDF button. Then, a new tab will open and you can visualize the changes you made to your custom PDF template.

print screen of the “Preview PDF” button

8. Saving, Cancelling or Restoring your PDF Template

After you’ve made the appropriate changes to your rsvp or ticket pdf template, click the Save button to save your work. 

print screen of the Save button highlighted with a green rectangle

If you decide to discard the changes you've made to the template, just click on the cancel button and none of the last changes will be recorded.

While you are editing a pdf template, you can click the Restore Default button. This command will erase all the changes made and return the pdf to the original template provided by Timely. Caution: this option will erase all the content previously modified.

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.

See more:

Event Management Software (Journey + WP v.3 new platform)

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