With a Timely account, you can set up a Front End Submission Form in the public view of your events calendar, and accept event submissions from your community and local partners. With this feature you can populate your website calendar with events hosted by other organizations effortlessly.

1. Creating a Front End Submission Form

Once you log into your Timely account, click on Settings on the left menu on your dashboard. Then, on General settings, click on Event Submission Form. The area will expand and you can click the Enable event submissions form to enable the feature.

print screen of the General Settings right panel with Event Submissions Form area not enabled

2. Event Submission Form Set Up Options

Once you have enabled the Event Submission Form in General Settings, you will be able to see all setting up options.

print screen of the General Settings right panel with Event Submissions Form area enabled

2.1. Automatically approve new submitters

If you check this option, all submitters will be automatically approved by default. This will be the general rule, even if you had previously set up individual approval rules.

2.2. Automatically approve new events submitted

When this option is checked, all events sent by all submitters will be automatically approved by default. If you enabled this option, any previous individual submitter approval setting will be disregarded.

2.3. Hide add event button

By default, when you enable the Event Submission Form, the + ADD EVENT button shows automatically on the toolbar of your online events calendar.

print screen of the “+ ADD EVENT” button in the Public Calendar

Nevertheless, you can hide it by simply clicking on the hide add event button checkbox on the Event Submission Form settings.

Please note that you can add your + ADD EVENT button as a CTA elsewhere on your website. You can even change the name of the button to something else, if you wish. Simply go to Settings>Embed Code and select the embedding options according to your needs. For detailed instructions on how to Timely's codes on your website, please go to How to Embed Timely Calendar on your Website.

2.4. Enable external tickets

If you check this option, a new field will appear on the form allowing your event submitters to add to an external link to the website where they are selling tickets, as well as the event ticket price.

When the event is published, the link will appear on the "Ticket" CTA on the respective event post on your public calendar.

2.5. Featured image required

This setting allows you to set the featured image as a required item on your submission form. In other words, if this option is activated, your event submitters will not be able to submit events unless they upload an image for their event.

It is particularly relevant for event calendar owners who are careful on how they calendar looks on their audience's eyes, and want to make sure all event posts have a featured image. Moreover, this feature can save time and improve productivity by making event submitters complete this step on the event creation process.

3. Event Filter Options

3.1. Standard Filters

If you wish, you can require your event submitters to add filters to their events so your calendar is always organized the way you want. You can allow them to search for available filters, or add new ones, if convenient.

The Filters option will list all default filters, such as Categories, Tags, Venues and Organizers.

print screen of Filters options in the Event Submission Form settings

The default filters have two options:

3.2 Custom Filters

If you have Custom Filters in your plan, all filters created by you will also appear on this list. For example, you can add to the event submission form a Workshops custom field that you have previously created in the Filters menu.

print screen of a custom filter in the Event Submission Form settings

The custom filters only have one option: if it is a required filter on the form or not. The NEW button will always appear.

3.3. Filters Use Example

Please see the example below:

print screen of customized filter options in the form the final user will see in the Public View

For this form, the field Category was set up as mandatory field (checked as required). In this case, the submitter did not select an option from the dropdown menu, so the field is marked in red.

Both Category and Tag don’t have the NEW button, so the submitter can’t add his or hers own categories and tags to the event post. In contrast, Venue and Organizer have the NEW button, so the submitter can add his or hers own venues and organizers.

For the last filter - Workshops - the NEW button is always an option.

4. Fields Options

4.1. Standard Fields

When you enable event submissions for your events calendar, our system generates a standard event submission for you.

The standard form contains all the relevant fields for an event to be created in our software. For instance, event title, date and time, including recurrence and timezone, event description and featured image.

The form with the standard fields will look exactly like the image below:

print screen of the public view of the event submission form with standard fields

4.2. Custom Fields

If you have the Custom Fields in your plan, you can add more fields to your event submission form. With this feature, you will be able to add two types of fields - text and checkbox. To add a new field simply click on the Add Field button, and customize it according to your needs.

In addition, you can determine if each field is a required item on the form, and if the answer will be shown or be hidden in the event post when published.

4.3. Custom Fields Example

In the following example, we created a text field and a checkbox field.

print screen of some examples in the Fields area in Event Submission Form settings

The text field asks for the occupation of the submitter and it is not a required item on the form. The checkbox field asks for confirmation that the submitter is 21 years old or older, and it is a required item on the form. Also, none of the fields should appear on the event page when published.

The fields created will show in a special section of the online event submission form, as follows:

print screen of the example fields in submission form in the Public View

5. Disclaimer Option

The Disclaimer option, if enabled, allows you to add a customized disclaimer for your event submission form. You can use this feature in many ways. For example, you can refer to your Terms and Conditions, Privacy Policy, or current safety precautions and protocols for events.

Moreover, you can make this a mandatory item on your form. In this case, the submitter will have to agree with the disclaimer before submitting the event. Otherwise, the system will not accept the event submission.

print screen of the Disclaimer area in Event Submission Form settings

When enabled, the disclaimer will show up near the end of the event submission form, as shown on the image below:

print screen of the Disclaimer area in submitter form in the Public View

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.

With a Timely account, you can receive event submissions from the community and easily populate your online events calendar. In this post, you will learn all the steps event submitters need to take in order to submit events to your calendar.

1. Sing up / Sign in Requirement

After setting up the Event Submission Form feature, you will be able to start receiving event submissions from others. A new + ADD EVENT button will be visible on the toolbar of your online events calendar.

print screen of the “+ ADD EVENT” button in the public calendar of events

When clicking on the + ADD EVENT button, a popup box opens on the screen.

print screen of the sign up popup where the submitter can create an account to add events to your public calendar

For security reasons, event submitters must create an account with Timely to be able to submit events to any calendar. By requiring them to create an account and sign up, we are protecting your events and calendar from spammers, as well as Timely software from potential hackers.

New event submitters will receive an email from us asking them to verify their email address to activate their account. If the event submitter already has a Timely account, he or she just needs to sign in into the application.

When a new submitter signs up, our system will send an email to all calendar users who have an approval role receive informing about the new submitter. In the email there will be a link to approve or reject the new submitter, unless you have chosen to approve all submitters automatically. For detailed instructions, please check the post How to Approve and Manage Event Submitters.

2. Submitting Events through the Event Submission Form

After successfully signing in, a form pop-up will open on the screen. The submitter will then be able to add the event information.

print screen of the front end submission form in the public events calendar

Once the submitter has finished filling out the event details, he or she can press the Submit Event button. If there is no information missing, Timely system will receive the submission and will show a Thank you for your submission message on the screen. In addition, the system will send an email to the submitter confirming that the event was properly submitted.

At the same time, the system will send an email to all calendar users who have an approval role informing about the new submitted event. In the email there will be a link for you to approve or reject the new event, unless you have chosen to approve all events submitted automatically.

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.

With a Timely account, you can set up an event submission form integrated with your online events calendar, receive event submissions from your community, and easily manage and automate approvals. In this post, you will learn all the steps to approve and manage events submitters.

1. Approving New Event Submitters

When a new user signs up to your events calendar as an event submitter, you will receive a notification by email.

You can then login into your Timely account and approve or reject the new event submitter. You can also choose to automatically approve all events submitted by that particular event submitter.

print screen of Timely dashboard to approve or reject a new event submitter

2. Managing Event Submitters

To manage event submitters, go to your Timely account, click on the Settings tab, and then on the Submitters tab. There, you will find information about all your submitters and be able to change properties for each of them, individually.

2.1. Listing Event Submitters

You can list your submitters by their statuses. Just click on the desired option, and the list will be filtered accordingly. The list options are:

2.2. Editing Event Submitters' Information

If you want to update information about any event submitter, place the cursor over the selected submitter, and then click on the Edit option.

print screen of the submitters list with the Edit option highlighted

A panel will open on the right side of the screen. You will be able to see the submitter's First Name, Last Name and Email, but cannot change this information. Only the event submitter can change these fields.

The fields you will be able to change are the following:

a) Role / Permissions:

* Be careful when changing permissions because you can turn a submitter into an administrator of your calendar, with full permissions.

b) Status

* The pending status is only available when the submitter creates an account using the Public Calendar and you need to decide whether you will approve or reject this submitter.

c) Automatically approve all events from this submitter

* To enable this option, disable the “Automatically approve new events submitted” setting under the Event Submission Form section in general settings.

print screen of the event submitter edit options

2.3 Deleting Event Submitters

To delete a specific event submitter, place the cursor over the selected submitter, then click on the Delete option.

print screen of the submitters list with the Delete option highlighted

A popup will open for you to confirm the decision. Click the Delete button to confirm, or the Cancel button to go back to the list of event submitters.

print screen of the popup to confirm the deletion of a submitter

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.

With a Timely account, you can receive event submissions from your community by setting up an event submission form. In this post, you will learn all the steps to reject, edit or approve event submissions, managing all the events submitted to your Timely events calendar.

1. Viewing New Event Submissions

When an event submitter submits a new event to your Timely events calendar, you will receive an e-mail notification. The purpose of this notification is to inform you about the new user-submitted event, and remind you to reject, edit or approve it.

To see all your event submissions, first you need to login into your Timely account. Then, go to the menu Events, and choose the submenu Submitted.

If you are using the live view mode, you will see your user-submitted events like the image below:

print screen of the dashboard with pending events submitted in the live view mode

If you are using the list view mode, you will see the events like the image below.

print screen of the dashboard with pending user-submitted events in the list view mode

2. Managing User-Submitted Events

To manage user-submitted events, just move the mouse over the event you wish to review.

print screen of the reject and accept buttons on the event listing

Reject Events

To reject a user-submitted event, just click on the Reject button. As a result, the event will be rejected, and will no longer appear on the list of submitted events.

Approve Events

To approve an event without modifications, click on the Accept button. Consequently, the system will automatically publish the event to your events calendar, as submitted.

Edit Events

As another option, you may want to edit the event before approving it. In this case, just click on the event listing, and you will then be able to edit the event post. When you are done editing, click on the Accept button at the end of the event settings page. The submitted event will then be published with your edits.

However, if there is still information missing that you want to add or confirm before publishing the event, you can click on Accept as Draft. The user-submitted event will move from the Submitted list to the Draft list, immediately.

3. Automating Event Submission Approvals

Instead of managing each event separately, if you prefer, you can automate the event submission approval process by automatically approving all events submitted by a particular user-submitter. To learn how to do that, please read How to Approve and Manage Event Submitters.

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.

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