Timely User Guide

Not finding what you need? Try these tips and tricks.

How to Customize RSVP & Ticket Event Confirmation Email Templates

With a Timely account, you can edit the event confirmation email your customers receive when they rsvp or buy a ticket from you. You may want to be able to customize this email template to elevate your brand and improve your customer experience.

1. Customizable Event Confirmation Email Templates

In your account dashboard, click on “Settings”, then on “Templates”. You have the option to customize your RSVP and your Tickets email templates. Choose which template you want to customize and click on the “Edit” button.

print screen of the RSVP event confirmation email template edit option in the Email Templates section of Timely's dashboard

Then, a box will open and you will be able to edit your email template.

Print screen of the event confirmation email templates edit page, in Settings page of Timely's dashboard

2. Customize your Email Subject Line

Timely allows you to customize your email template subject. To change the default fields, simply click on the Email Subject Line field and change the text accordingly.

print screen of the Email Subject fields in the Email Templates section of Timely's dashboard

In the first version of the Email Templates the only dynamic field that can be added to the Email Subject Line is the Event Title. We plan to add more dynamic variables in the next feature update. 

3. Customize your Email Content

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

You change the following sections of the email template:

  • Header;
  • Body; and
  • Footer.

print screen of the editing areas for header, body and footer areas of Email Templates section of Timely's dashboard

4. RSVP and Ticket Email Confirmation Template Dynamic Fields

Dynamic fields are a feature that pulls information directly from your 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 Dynamic fields options

print screen of the Dynamic Fields Dropdown box opened in the Email Templates section of Timely's dashboard

And here is how the dynamic fields look like after being added to the content area:

print screen of the dynamic fields inside the Header editing box in the Email Templates section of Timely's dashboard

5. Dynamic Fields Description

General information

Field CodeField NameDescription
calendarTitleCalendar TitleThe title of 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.
calendarIconCalendar IconThe image icon for 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.
eventTitleEvent TitleThe title of the event where the tickets were purchased or RSVP’d.
eventDateEvent DateThe date of the event where the tickets were purchased or RSVP’d.
quantityQuantityThe total number of tickets purchased or RSVP’d.
venueTitleVenueThe name of the Venue where the event will take place.
venueAddressVenue AddressThe address of the Venue where the event will take place.
venueWebsiteVenue WebsiteThe URL of the Venue where the event will take place if it is a online event, or the URL where you can find information online about an event.
venueCityVenue CityThe City of the Venue where the event will take place.
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.
customerEmailCustomer EmailThe email of the customer who purchased or RSVP’d.

RSVP only

Field CodeField NameDescription
rsvpCodeRSVP NumberThe unique number generated by the system regarding the RSVP of the event.
rsvpDateRSVP DateThe date when the customer RSVP’d to the event.

Ticket only

Field CodeField NameDescription
orderCodeOrder NumberThe unique order number generated by the system regarding the purchase of the event.
orderDateOrder DateThe date when the customer purchased the event.

6. Event Confirmation Email Template Test and Preview

After editing your event confirmation email template, you can send a test email to see how your edits look. Type a valid email address on the box and then click on the “Preview Newsletter” button.

 print screen of the preview newsletter

Then check your inbox to preview a live version of your email template.

7. Saving, Cancelling or Restoring your Event Confirmation Email Template

After you’ve made the appropriate changes to your rsvp or ticket email 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 an email template, you can click the “Restore Default” button. This command will erase all the changes made and return the email to the original template provided by Timely. Caution: this option will erase all the content previously modified.

Once you’ve finished editing your event confirmation email templates, you can start populating your calendar with events. Go ahead and create a new event or import events to your calendar, then start collecting rsvps or selling ticket for your events. Then, our software will send automated emails to your clients confirming their reservation or purchase.

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 by opening a support ticket from your Timely account’s dashboard. 

Get started with Timely Event Management Solutions today.

At Timely, we believe events are the cornerstone of experiences. We aim to create technology that brings communities together and turns events into lasting memories. Count on us to help you achieve your event management goals.