How to Customize Event RSVP and Ticket Email Templates

With a Timely account, you can customize your event RSVP and ticket email templates. This is a way to personalize the emails your customers receive when they rsvp or buy an event ticket from you. You may want to do that to elevate your brand and improve your customer experience.

1. Customizable Event RSVP & Ticket Email Templates

In your account dashboard, click on Settings > Templates. You have the option to customize your RSVP and your Tickets email templates. 

There are many types of templates you can edit:

  • Notifications
    • Event Changes Notification Template
    • Upcoming Events Notification Template
  • RSVP/Registration
    • RSVP Cancellation Template
    • RSVP PDF Template
    • RSVP Template
  • Ticket
    • Ticket Cancellation Template
    • Ticket PDF Template
    • Ticket Refund Template
    • Ticket Template

This user guides you on how to edit the email templates, that are:

 Notifications

  • Event Changes Notification Template
  • Upcoming Events Notification Template
  • RSVP/Registration
    • RSVP Cancellation Template
    • RSVP Template
  • Ticket
    • Ticket Cancellation Template
    • Ticket Refund Template
    • Ticket Template

For PDF Templates, please check this helpful guide How to Customize Event RSVP and Ticket Email Templates.

 print screen of the Email Templates edit options,  in the Settings menu of the dashboard of the Timely Event Management Software

Choose which template you want to customize and click on the Edit button. Then, a box will open and you will be able to edit your email template.

print screen of the RSVP Template edit option in the Templates section, in the Settings menu of the dashboard of the Timely Event Management Software
Print screen of the Edit Template of the RSVP in the Templates area,  in the Settings menu of the dashboard of the Timely Event Management Software

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.

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.

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

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 can change the following sections of the email 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

You can also add your own email so your client can contact your support directly. For example, let’s use the Event Changes Notification Template. In the body section, in the default template there is a sentence “If you have any concerns, please contact support”.

print screen of the body section of the Event Changes Notification Template in the Email Templates of the Setting area in the dashboard

To add your own email to this sentence, you can select the “contact support” part of the sentence and click on the hyperlink button.

print screen of the body section of the Event Changes Notification Template in the Email Templates of the Setting area in the dashboard with the contact support part selected

Fill the URL field with “mailto:” and your support email. For example “mailto:support@mycompany.com”.

print screen of the popup where you can add you support email to the template

You can send a preview and check if the email is correct and working.

4. RSVP and Ticket Email Templates Dynamic Fields

To change default fields, simply click on the Dynamic fields dropdown menu in the area you want to edit.

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

5.1 General information

Field Code Field Name Description
addToCalendar Add to Calendar When this hyperlink is clicked by a user, the event is added to their own calendar 
calendarIcon Calendar Icon The image icon for the calendar where the tickets were purchased or RSVP'd.
calendarLogo Calendar Logo The image logo for the calendar where the tickets were purchased or RSVP'd.
calendarTitle Calendar Title The title of the calendar where the tickets were purchased or RSVP'd.
calendarUrl Calendar URL The website address of the calendar where the tickets were purchased or RSVP'd.
customerEmail Customer Email The email of the customer who purchased or RSVP'd.
customerFirstName Customer First Name The first name of the customer who purchased or RSVP'd.
customerLastName Customer Last Name The last name of the customer who purchased or RSVP'd
eventDate Event Date The date of the event where the tickets were purchased or RSVP'd.
eventTitle Event Title The title of the event where the tickets were purchased or RSVP'd.
eventURL Event URL The event URL or link where individuals can RSVP or purchase tickets to the event. 
extraInformation Extra Information This field lets the user add additional information to an event that can be added in the Event Details page for each specific event.
organizerInformation Organizer Information
quantity Quantity The total number of tickets purchased or RSVP'd.
ticketInformation Ticket Information Any 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
ticketInformationWithCancellation Ticket Information with link to cancel tickets Any 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.
venueAddress Venue Address The address of the Venue where the event will take place.
venueCity Venue City The City of the Venue where the event will take place.
venueName Venue Name The name of the Venue where the event will take place.
venueWebsite Venue Website The 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.

 5.2 RSVP only

Field Code Field Name Description
rsvpCode RSVP Number The unique number generated by the system regarding the RSVP of the event.
rsvpDate RSVP Date The date when the customer RSVP'd to the event.

5.3 Ticket only

Field Code Field Name Description
orderCode Order Number The unique order number generated by the system regarding the purchase of the event.
orderDate Order Date The date when the customer purchased the event.

6. Personalize your RSVP and Ticket Email Templates Even More

You can also add your own email address, so your client can contact you directly for support. Let’s use the Event Changes Notification Template as an example. In the body section, in the default template there is a sentence “If you have any concerns, please contact support.”

print screen of the body section of the Event Changes Notification Template in the Email Templates of the Setting area in the dashboard

To add your own email to this sentence, you can select the contact support part of the sentence and click on the hyperlink button.

print screen the dashboard with the contact support part selected

Fill the URL field with “mailto:” and your support email. For example, “mailto:support@mycompany.com”

print screen of the popup where you can add you support email to the template

You can send a preview and check if the email is correct and working.

7. RSVP & Ticket Email Templates 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 

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

8. Saving, Cancelling or Restoring your Event 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.

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)

© 2022 Timely. All right reserved.
magnifiercross