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How to Customize Event RSVP and Ticket Confirmation Email Templates

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

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. 

There are four types of templates you can edit:

  • Event Changes Notification Template (coming soon)
  • RSVP Template
  • Ticket Template
  • Upcoming Events Notification Template

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 Email Templates section of Timely's dashboard
Print screen of the Email Templates edit page, in Settings page of Timely's dashboard

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

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.

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.
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

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

RSVP and Ticket Email 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

Dynamic Fields Description

General information

Field CodeField NameDescription
addToCalendarAdd to CalendarWhen this hyperlink is clicked by a user, the event is added to their own calendar 
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.
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.
eventURLEvent URLThe event URL or link where individuals can RSVP or purchase tickets to the event. 
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 an 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.
ticketCustomFieldsTicket Custom Fields

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: jondoe@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

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.

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 

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

Saving, Cancelling or Restoring your 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.

If you have any questions or need additional assistance, please do not hesitate to contact us by opening a support ticket from your Timely account’s dashboard. 

See more:

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

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