With a Timely account, you can customize your event RSVP, booking request and ticket email templates. This is a way to personalize the emails your customers receive when they rsvp, request to book, 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 Notifications, RSVP, Booking Request & Ticket Email Templates
In your account dashboard, click on Ticketing / RSVP > Templates. There, you will have the option to customize all the notifications and email templates that related to event registration, booking request and event ticketing. The customizable templates are the following:
- Notifications
- Event Changes Notification Template
- Upcoming Events Notification Template
- Waiting List Email Notification
- RSVP / Registration
- RSVP Booking Request Accepted Template
- RSVP Booking Request Rejected Template
- RSVP Booking Request Template
- RSVP Cancellation Template
- RSVP PDF Template
- RSVP Template
- Ticket
- Ticket Cancellation Template
- Ticket PDF Template
- Ticket Refund Template
- Ticket Template
- Dynamic Fields Template
- Organizer Information
- Custom Ticket / RSVP Notification Template
This user guide post talks about email templates. For PDF templates, please check this other helpful guide How to Customize Event RSVP and Ticket PDF Templates.
2. How to Edit RSVP / Ticketing Email Templates?
To customize an email template, hover the mouse over the template you want to edit. Then, click on the Edit button. A box will open on the right side of the screen, and you will be able to customize your email template.
3. 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.
4. 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.
When you click the button a box will appear and you can add the following properties:
- URL;
- Text to display;
- Title and
- Target.
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
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”.
To add your own email to this sentence, you can select the “contact support” part of the sentence and click on the hyperlink button.
Fill the URL field with “mailto:” and your support email. For example “mailto:support@mycompany.com”.
You can send a preview and check if the email is correct and working.
5. 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:
And here is how the dynamic fields look like after being added to the content area:
6. Dynamic Fields Description
6.1 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. |
6.2 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. |
6.3 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. |
7. Customize and Manually Send Email Templates
To save you time and help you increase productivity, most email templates in your Timely template library are part of an automated workflow. This means that Timely event management system sends them automatically to your customers based on the performed booking actions (e.g ticket purchase, ticket cancellation, etc.).
However, some event organizers have special internal workflows and may need additional customization options when communicating with their customers. If deciding the content and when to send the template is relevant for you, check out our guide How to Create and Manually Send Custom Notification Templates.
8. 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.
9. 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.
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.